An Insider’s Guide for Therapists, Psychiatrists, and Behavioral Health Practices
The stakes are high when it comes to billing in mental health care. Unlike general medical billing, mental health billing involves complex CPT codes, varying session lengths, payer-specific rules, and high denial rates—especially for services like 90837, family therapy sessions, and telehealth. Choosing the wrong billing company can result in months of lost revenue and immense administrative headaches.
In 2025, the U.S. behavioral health landscape is changing fast. More therapists are moving into private practice. Insurance reimbursement continues to tighten. And burnout is real. That’s why selecting the right mental health billing company isn’t just a financial decision—it’s a clinical one. You need a partner who understands the nuances of behavioral health reimbursement, not just someone who sends claims.
Let’s walk through how to choose the best mental health billing company for your practice—whether you’re a solo therapist, group practice, or multi-specialty clinic offering behavioral health services.
Not sure if you need a specialized billing partner? Learn how working with a mental health-specific billing company can transform your revenue cycle and reduce stress.
Why Mental Health Billing Is So Different
Many providers assume billing is just billing—but mental health coding and insurance handling require specialized expertise.
Key challenges in mental health billing include:
- Frequent use of time-based CPT codes (e.g., 90832, 90834, 90837). For instance, the CMS article “Billing and Coding: Psychiatry and Psychology Services” outlines specific documentation and time requirements for crucial CPT codes (such as 90834, 90837, 90846–90847) — underscoring why specialized behavioral health billing knowledge is essential.
- Session documentation requirements that vary by payer
- High denial rates for extended sessions (especially 90837)
- Credentialing delays with mental health-specific panels
- Preauthorization policies that change frequently
Billing vendors unfamiliar with these issues often lead to avoidable claim denials, underpayments, or compliance risks.
1. Look for Behavioral Health Expertise, Not Just Billing Experience
Don’t settle for a generic billing company that “also handles therapists.” You need a partner who truly understands behavioral health.
Ask:
- Do they regularly work with therapists, psychologists, and psychiatrists?
- Can they explain how they handle common CPT codes like 90791, 90847, or 96130?
- Do they know payer-specific quirks (e.g., Cigna’s 90837 limits or Medicaid’s documentation rules)?
At Global Tech Billing LLC, we’ve worked with solo therapists, group practices, and multi-specialty clinics across the U.S., helping them navigate the unique challenges of behavioral health billing. Our team is trained in mental health reimbursement—not just general claim submission.
2. Evaluate How They Handle Denials and Follow-Ups
In mental health billing, clean claim submission is only half the battle. Denials and rejections are common—even when documentation is solid.
Ask the billing company:
- What’s your average denial rate for mental health claims?
- How soon do you follow up on unpaid claims?
- Do you appeal denied 90837s or just write them off?
A good company will have a defined process for working denials, resubmitting claims, and communicating issues back to the provider.
3. Check for Transparent Reporting and Communication
Mental health providers often don’t have a full-time billing manager. You need a partner who proactively keeps you in the loop.
Look for:
- Monthly or bi-weekly performance reports
- A dedicated account manager who knows your practice
- Real-time claim status visibility
- Willingness to communicate via email, phone, or practice portals
At Global Tech Billing LLC, every client has access to a live billing dashboard and a dedicated billing specialist—so nothing slips through the cracks.
Before signing a billing contract, read these red flags in mental health billing that can lead to denied claims, revenue loss, or compliance risks.
4. Ensure Compatibility with Your EHR and Workflow
Many therapists use EHRs like SimplePractice, TherapyNotes, or TheraNest. Your billing company should work within your current software, not force you to change systems.
Ask:
- Have you worked with [my EHR] before?
- Do you submit claims directly from my system or download clinical notes?
- How do you handle documentation or modifier errors?
Workflow fit is critical. A billing partner who understands your system can reduce errors and speed up reimbursement.
5. Review Their Compliance Policies (HIPAA, OIG, etc.)
Mental health records are especially sensitive. Your billing partner should be fully HIPAA-compliant and have internal data protection protocols.
Ask about:
- HIPAA training for billing staff
- Secure file transfer and data encryption
- Policies for storing or deleting PHI
- How they handle audits or payer requests
A reputable company like Global Tech Billing LLC takes compliance seriously—we undergo regular audits, train our teams on behavioral health confidentiality, and use secure cloud platforms with end-to-end encryption. See a real-world breakdown of the ROI of outsourcing your mental health billing versus managing it in-house, with data-driven insights for practice owners.
6. Understand Their Pricing Structure
Mental health billing companies typically charge:
- A percentage of collected revenue (usually 2%–5%)
- A flat rate per hour, or claim
Avoid providers with hidden fees for phone calls, credentialing help, or reports.
Ask for:
- Clear pricing breakdowns
- What’s included (claims, rejections, reporting, patient billing?)
- Flexibility for scaling (e.g., if your practice grows from 2 to 6 clinicians)
Not all billers are created equal. This comparison explains the difference between mental health billing and general medical billing and why specialization matters more than you think.
7. Read Reviews, Ask for Referrals, and Trust Experience
In 2025, don’t just trust a good website or sales pitch. Look for:
- Google Reviews or HIPAA-compliant testimonials
- Case studies with similar practices
- Willingness to provide references
Also ask:
- How long have you served behavioral health clients?
- What’s your client retention rate?
- Do you offer contracts, or are services month-to-month?
Final Thoughts: Choose a Billing Partner, Not Just a Vendor
The best mental health billing company won’t just submit your claims—they’ll advocate for your revenue, simplify your workflow, and help your practice grow.
In today’s landscape, where mental health demand is rising but payer complexity is growing, the right billing partner makes all the difference.
At Global Tech Billing LLC, we specialize in helping mental health professionals optimize reimbursements, minimize denials, and finally stop worrying about billing. Whether you’re a solo therapist or a growing group, we’re here to help you focus on patient care—not paperwork.
💬 Ready to streamline your mental health billing?
Contact Global Tech Billing LLC for a free 15-minute consultation — let’s get your practice paid faster, with fewer headaches.
FAQs
1. What makes mental health billing different from general medical billing?
Mental health billing involves time-based CPT codes (like 90834, 90837), therapy session documentation, pre-authorizations, and stricter payer rules. Behavioral health providers face higher denial rates and complex documentation requirements compared to general practices.
2. What CPT codes are most common in mental health billing?
The most common CPT codes include 90791 (initial psych eval), 90832, 90834, 90837 (therapy sessions), and 90846–90847 (family therapy). Accurate use and documentation of these codes is key to avoiding denials.
3. How can I tell if a billing company is experienced in behavioral health?
Ask if they regularly handle therapy-specific CPT codes, understand payer-specific behavioral health rules, and have case studies or references from therapists, psychiatrists, or group practices.
4. What questions should I ask a potential billing company?
Key questions include: How do you handle denials? What’s your experience with my EHR? Do you offer transparent reporting? What’s your pricing model? Are your billers HIPAA-certified?
5. What’s the cost of hiring a mental health billing company?
Most mental health billing companies charge 2%–5% of collected revenue or a flat hourly rate. Avoid companies with hidden fees. A good partner offers clear pricing, scalability, and full support without nickel-and-diming.
