TherapyNotes Billing Services

TherapyNotes is built for behavioral health, and its billing sits right beside the notes: electronic claims, ERAs, eligibility. The tools are not the problem. Every one of them produces work — a claim to submit, an ERA to post, a rejection to correct — and in a therapy practice that work lands on clinicians between sessions.

Credentialed is not the same as enrolled

Electronic claims and ERAs in TherapyNotes run through its clearinghouse partner. For many payers that means separate enrollment paperwork for claims and again for ERAs, even when the clinician is fully credentialed. When TherapyNotes moved its claims and ERA services to CLAIM.MD in 2024, after the Change Healthcare cyberattack, practices had to complete new enrollments for payers that require them, and claims to those payers wait until the paperwork is done.

We check claim and ERA enrollment status for every payer you bill, finish what is incomplete, and keep it current as you add clinicians and payers. A payer with no ERA enrollment means paper remittances, slower posting and denials you hear about weeks late.

Assisted ERA posting still needs someone to decide

TherapyNotes scans each ERA and suggests how to allocate the payment, which is a real time saver. It also flags what it cannot match: an ERA that lists a client’s middle initial when the chart does not, a service code that differs from the one billed, an overpayment. Those items wait for a person. So do the zero-pay lines, which are denials that need working, not just posting.

We post ERAs every business day, resolve the items that do not match, reconcile payments against your contracted rates, and pull every denial out of the remittance into a worklist. See payment posting and EOB vs ERA.

Claims that drop out of view

The Submit Electronic Claims page shows pending claims for appointments in the last 90 days by default. A session that was not submitted in time — a note left unsigned, a billing warning nobody resolved — can fall outside that default view while timely filing keeps running.

We reconcile the calendar against submitted claims every week and resolve the red and yellow warnings before they become old claims. Claims go out within 24 hours of the session, and unpaid claims are followed up at 25 to 30 days.

Rejections and denials, worked separately

A rejection never reached adjudication; it needs a correction and resubmission. A denial is a payer decision; it needs a corrected claim, a reconsideration or an appeal, and often a phone call. Treating them as one queue is how both get old.

We work rejections the same day and denials within 48 hours, ranked by dollars, and we report the patterns behind them so the cause gets fixed at intake rather than corrected claim by claim. See denial management.

Behavioral health billing is decided before the session

The denials that hurt therapy practices most are not data-entry errors. They come from a carved-out behavioral benefit billed to the medical plan, a session past the authorized count, documented time that does not support the psychotherapy code, or a telehealth place of service a payer does not accept. None of that is visible in the claim form; it has to be checked upstream.

We verify benefits and carve-outs before the visit, track authorizations against sessions delivered and keep telehealth settings correct per payer. More on our behavioral health billing page, including credentialing for new clinicians at no extra charge.

What you keep, and what you can check

You keep TherapyNotes, your notes, your templates and your subscription. We work through a user account you create with the billing permissions you choose, under a signed Business Associate Agreement. Every month you get a Practice Performance Report at no charge — claims, payments, denials by reason and dollars, days in A/R — and you can verify each figure in TherapyNotes yourself.

Insurance verification, coding review, credentialing and patient statements are included. See pricing and in-house vs outsourced billing.

Why practices on TherapyNotes choose Synergy

You keep TherapyNotes. You keep your logins, your templates, your schedule and your data. Nothing is migrated and nothing new is purchased — we work inside the system you already run. What changes is who works it: a 98% clean-claim rate, claims out within 24 hours, denials worked within 48 hours, insurance aging worked at 25–30 days, and free insurance verification, coding, credentialing and monthly Practice Performance Reports. Twenty years in business, a US and India team so your queues move overnight, HIPAA-compliant throughout, a 30-day free trial and a 90-day money-back guarantee. We're not your billing service — we're your Billing Department.

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