For therapists in private practice, solo or in a group
Billing Services for Therapists in Private Practice
Medtransic does the insurance billing for therapists in private practice: LCSWs, LPCs and LMHCs, LMFTs and psychologists, solo or in a group. We check each client's benefits, send your claims, post payments and work every denial, inside SimplePractice, TherapyNotes or the system you already use. Billing is 4-8% of what we collect for you; basic billing is 4%. There is no long-term contract, and you can leave with 60 days' notice.
Your week, after you close your notes
IllustrativeMonday, individual
Aetna · Note
Monday, intake
Blue Cross · Note
Tuesday, couples
Optum · Note
Wednesday, telehealth
Medicare · Note
Thursday, individual
Cigna · Note
- Basic billing
- 4%
- of what we collect; up to 8% as you hand us more
- Your software
- Stays
- SimplePractice, TherapyNotes or yours
- Leaving
- 60 days
- notice, and we finish your open claims
- Replies
- 1 day
- within one business day
Where a therapy practice loses insurance money
Most of it is not a big denial. It is small things nobody had time to follow up.
Claims nobody followed up
A claim goes out, nothing comes back, and nobody checks. Most payers have a filing deadline, so a claim left long enough cannot be fixed.
The wrong company billed
The card says one insurer, but a separate behavioral health company handles the therapy benefit. Bill the name on the card and the claim is denied.
Sessions paid at a shorter length
Therapy is paid by session length. If the note does not show the time, the payer pays the shorter session.
Copays and deductibles never collected
When benefits are not checked before the first session, the client's share is a guess. The difference turns into a balance you chase for months.
Your evenings
Every hour spent on hold with a payer is an hour you are not seeing clients, or not resting.
What we do, and what stays with you
Medtransic runs
- Benefit checks before the first session, including who really handles the therapy benefit
- Claims sent after you sign your note
- Payments posted, and underpaid claims caught
- Denials worked and appealed
- Superbills for out-of-network clients, if you want them
Your practice keeps
- Your clinical work and your notes
- Your EHR, calendar and client portal
- Your fees and your self-pay policy
- Which insurance you take
Insurance, out of network or self-pay: what each one needs
Most therapists mix all three. Each one has its own paperwork.
- 01
In-network insurance
- What has to happen
- Check benefits, send the claim, post the payment, work any denial
- Who does it
- Medtransic
- 02
Out of network
- What has to happen
- Give the client a superbill with the details their insurer asks for
- Who does it
- Medtransic, if you want it
- 03
Self-pay, no insurance used
- What has to happen
- Give a good faith estimate when they schedule (No Surprises Act). One estimate can cover up to 12 months of sessions.
- Who does it
- Your practice
- 04
Medicare
- What has to happen
- You must be enrolled. Since January 1, 2024, LPCs, LMHCs and LMFTs can enroll, as LCSWs already could.
- Who does it
- Medtransic, as part of credentialing
How we start, step by step
Nothing moves out of your EHR. We get access, look at what is owed, then take over new claims.
Free revenue audit
We look at a sample of your recent claims and denials and tell you what we would take on and your exact rate.
Access, not migration
You give us a user login in SimplePractice, TherapyNotes or your system. Your records stay where they are.
Open claims first
We look at what is still unpaid and work the claims closest to their filing deadline first.
New claims every week
Claims go out after you sign your notes, and you see where each one stands in your client portal.
Not in network yet?
Insurance credentialing is a separate service at $150 per application, per provider. It usually takes 60 to 90 days with each payer.
Need to get on insurance panels first? See credentialing for therapists and behavioral health providers, linked below.
Payer notes for therapists
Medicare pays licensed counselors and therapists 75%
LCSWs, LPCs, LMHCs and LMFTs are paid 75% of what Medicare pays a clinical psychologist for the same service, and must accept assignment.
Telehealth with Medicare
An in-person visit is not required before January 1, 2028. Clients who start before then will need one in-person visit every 12 months after that date.
Separate behavioral health companies
Many plans hand the therapy benefit to a different company, which credentials you and pays the claim. We confirm it before the first session.
Your client portal, included
Your EHR shows what you billed. Your portal shows what we are doing about it.
Your EHR or practice management system runs your practice, but it does not show you our work. The Medtransic HIPAA Compliant Portal does: every claim and its current stage, the denials we are working, your A/R by age, each payer application and its in-network date, and the documents we still need from you. It is the same record our team works from, and it comes with every client account.
- Did that claim get paid?
- Every claim with its stage and amount, the denials we're working, and your receivables by age.
- Where is my application with Aetna?
- Each payer application shows its stage, its history, and the date you can start seeing that payer's patients.
- What do you still need from me?
- One list of the documents we're waiting on. Upload once, and it reaches every payer that asked for it.
When we are not the right fit
- If every client pays you directly and you never plan to take insurance, you do not need a billing service. A superbill template may be enough.
- If you are a physical, occupational or speech therapist, our pages for physical therapy, occupational therapy and speech therapy cover your billing.
Questions therapists ask us
How much does billing cost for a therapist?
It is a share of what we collect for you: 4% for basic billing, up to 8% when you hand us more work, such as prior authorizations or more providers. We set your exact rate after the free revenue audit.
Do I have to switch from SimplePractice or TherapyNotes?
No. You give us a user login and we work inside your system. Your notes, calendar and client portal stay as they are.
I am a solo therapist. Is that too small?
No. We bill for solo therapists and for group practices. Because the fee is a share of collections, a small caseload means a small fee.
What happens to claims I already sent?
We look at everything still open, sort it by filing deadline and work the oldest first. Claims past the payer's deadline usually cannot be paid, so the sooner we start, the more we can save.
Can I leave if it is not working?
Yes. Give us 60 days' notice. In that time we work your open claims, offboard your practice and help your next billing company get started.
Who on your side sees my clients' records?
Access is set by role. Our operations manager has access to client records. The credentialing team sees only credentialing data and what each payer requires, and billing records stay with operations.
How fast do you reply?
Within one business day. If it is urgent, call (888) 777-0860 during business hours.
Keep reading
- Mental and behavioral health billing services →
- Credentialing for therapists and behavioral health providers →
- SimplePractice billing →
- TherapyNotes billing →
- Couples and family therapy billing →
- Telehealth therapy practices →
- Superbills for therapists →
- Leaving Headway, Alma or Grow →
- Pricing →
+ − Sources: 5 checked 2026-10-05
- CMS, Marriage and family therapists and mental health counselors (Physician Fee Schedule), checked 2026-10-04
- CMS, Medicare & Mental Health Coverage (MLN1986542, March 2026), checked 2026-10-04
- CMS, Telehealth FAQ (updated February 26, 2026), checked 2026-10-04
- CMS, No Surprises Act: good faith estimates for uninsured and self-pay clients, checked 2026-10-04
- CMS, Guidance on good faith estimates, FAQ Part 2 (recurring services), checked 2026-10-04
Book a free revenue audit
We look at a sample of your actual claims and show you, line by line, where money is going uncollected. No commitment follows it.