Accelerate Clean Behavioral Claims While Your VA Handles Claims Scrubbing, ERA Posting, 90-Day AR & Prior Authorizations.
Mental health billing specialists, psychiatric RCM agencies, and group therapy practice managers shouldn’t lose 25+ hours a week sitting on hold with commercial payers, re-keying 835 ERAs from clearinghouses, appealing telehealth modifier 95 denials, or researching deductible resets on Availity. Delegate your CMS-1500 claim scrub checks, payment posting, aging AR follow-up calls, and patient responsibility balance collection to a HIPAA-trained billing assistant supervised daily by a Project Manager at $0 extra management fee.
$6 - $7 / Hour
Pure productive hours
HIPAA & BAA Executed
SimplePractice, TherapyNotes, Availity
Free Project Manager
Timely filing QA & claim batch audits
Automate Mental Health RCM Drag
Stop letting aged 90+ day claims stall while clinicians wait months for reimbursement. Offload daily scrubbing, clearinghouse portal exceptions, and denial appeals to an expert billing assistant.
- Daily CMS-1500 & 837P Scrubbing: Auditing CPT psychotherapy codes (90837, 90834, 90791, 90847) with correct place of service (POS 02/10) and modifiers (95, GT, 59).
- ERA & EOB Payment Posting: Posting 835 electronic remits into EHRs (SimplePractice, TherapyNotes, Kareo), reconciling contractual write-offs, and allocating patient coinsurance.
- Prior Authorization & VOB Verification: Checking real-time mental health benefits on Availity/Optum, tracking authorized session counts, and submitting concurrent review renewals.
- Aged AR Recovery & Written Appeals: Dialing commercial and Medicaid payer reps to resolve CO-4, CO-16, and CO-97 denial reason codes within strict filing windows.
> 25 Hrs
Weekly Biller Time Reclaimed
More space for payer credentialing, onboarding new clinician accounts & audit defense
70%
Operational Cost Reduction
Compared to hiring domestic in-house billing coordinators or junior claim entry clerks
$0
Management Fee
Dedicated Project Manager conducts daily batch QA, clearinghouse audits & SLA checks
> 96%
First-Pass Clean Claim Rate
Prevent clearinghouse rejections by catching missing NPIs, taxonomy, and diagnosis mismatches
What Your Mental Health Billing Virtual Assistant Manages Daily
Your senior billing managers belong negotiating commercial contract fee schedules and consulting practice owners on clinical productivity. Let your assistant execute the manual claim scrubbing, payment posting, aging follow-up, and denial appeals.
Claim Scrubbing & Clearinghouse Submissions
Clearinghouse rejections stall revenue before claims reach payers. Your assistant reviews daily billing queues across SimplePractice, TherapyNotes, Kareo, or AdvancedMD, cross-referencing CPT codes (90791, 90834, 90837, 90847, 90838 add-on), billing vs. rendering NPIs, Place of Service codes (02/10 for telehealth, 11 for office), and submitting clean 837P electronic batches.
- Immediate clearinghouse rejection fixes (Office Ally, Waystar, Change)
- Verifying primary ICD-10 F-code diagnoses and medical necessity linkage
ERA/EOB Posting & Contractual Reconciliations
Unposted electronic remittances distort client accounts and trigger false balance statements. Your VA posts 835 ERAs and paper EOBs daily, reconciles allowed amounts, accurately enters contractual write-off adjustments (CO-45), logs client copays/deductibles, and investigates partial zero-dollar claim vouchers before closing batches.
- Matching EFT bank deposit disbursements with posted clearinghouse totals
- Allocating secondary insurance crossover balances automatically
Insurance VOB & Prior Auth Tracking
Unexpected deductible resets trigger patient disputes and chargebacks. Your assistant conducts pre-session eligibility verifications on Availity, Optum/UHC, Headway, and Alma, confirming in-network vs. out-of-network benefits, copays, coinsurance percentages, and tracking authorized visit countdowns for intensive outpatient (IOP) or psychological testing.
- Tracking authorized units and triggering timely concurrent review requests
- Documenting telehealth psychotherapy parity coverage per state mandate
Aging AR Recovery & Rep Phone Inquiries
Unresolved 60-90-120 day aging claims quietly hemorrhage practice liquidity. Your assistant works aging AR ledgers systematically, calling commercial payers (Aetna, BCBS, Cigna, UHC) and state Medicaid plans to investigate pending claim statuses, verify receipt of requested clinical records, and resolve coordination of benefits (COB) holds.
- Relentless phone outreach navigating payer interactive voice responses (IVRs)
- Enforcing statutory prompt pay deadlines and documenting call reference IDs
Denial Triage & Formal Appeal Letters
Denials should never be written off without contest. Your VA audits CARC and RARC denial codes (e.g., CO-4 missing procedure code modifier, CO-16 lacking information, CO-29 timely filing exceeded, CO-97 bundled service), corrects technical errors for immediate resubmission, and drafts formal medical necessity appeal letters citing the Mental Health Parity and Addiction Equity Act (MHPAEA).
- Corrected claim generation with frequency code 7 and original ICN numbers
- Submitting Level-1 reconsideration packets with signed patient consents
Patient Statements & Superbill Generation
Maintain transparent communication around client financial responsibilities. Your assistant reviews patient balances once insurance pays out, generates monthly itemized superbills for private-pay clients seeking out-of-network reimbursement, updates credit cards on file via Stripe or Ivy Pay, and resolves billing inquiries empathetically.
- Automated post-session copay and coinsurance charging in EHR systems
- Reconciling disputed patient statements and setting up payment plans
Behavioral EHRs, Clearinghouses & Payer Portals We Master
Zero learning curve. Our virtual assistants are already fluent in psychiatric EHRs, major healthcare clearinghouses, payment gateways, and national insurance portals.
SimplePractice
Claims & ERA PostingTherapyNotes
EDI 837P & 835 RemitsKareo / Tebra
Medical Billing PMAvaility Essentials
Real-Time VOB & DDE ClaimsOffice Ally
Service Center ClearingWaystar
Claim Scrubber & DenialsAdvancedMD
Psychiatric RCM EngineValant
Behavioral Health EHROptum / UHC Link
Payer AuthorizationsHeadway / Alma
Insurance Panel PortalsIvy Pay / Stripe
Patient Autopay Gateways1Password / Keeper
Encrypted HIPAA VaultsTurnkey Billing Operations With Free Project Management
Never let an insurance filing deadline pass unnoticed or have a batch of 835 remittances sit unposted. We pair you with an assistant experienced in behavioral health medical billing, supervised daily by a Project Manager at zero extra cost.
Submit Requirements
Share your billing operational framework: active EHR systems (SimplePractice, TherapyNotes, Kareo), clearinghouses used, monthly claim volume, aging AR balance, and key bottleneck areas.
Finalise the Deal
Your assigned Project Manager executes a formal HIPAA Business Associate Agreement (BAA) and bilateral NDA, documents your claim scrubbing SOPs, and configures role-based billing staff access.
Expert Execution
Your VA scrubs claims, handles clearinghouse exceptions, posts ERAs, conducts VOBs, and works aged insurance AR under daily PM supervision and accuracy checks.
Pay Only for Output
You are billed strictly for your assistant's productive operational hours. Your Project Manager's daily supervision, audit logs, and coverage plans are 100% free.
Your Dedicated Project Manager Guarantees Zero Timely Filing Lapses
Worried about missed 90-day payer timely filing windows, incorrect telehealth modifiers causing batch rejections, or unposted remittances? Your dedicated PM spot-checks submitted batches, verifies write-off adjustment calculations, tracks aging AR recovery velocity, and ensures strict HIPAA data security protocols.
Unvetted Freelancers vs. The Managed Choice: SageDoer
Why professional mental health billers, behavioral RCM agencies, and psychiatric group practices choose SageDoer over generic freelance gig platforms.
| Key Operational Factor | Generic Freelance Boards & Upwork Contractors | The Smart Choice: SageDoer |
|---|---|---|
| Behavioral Health Coding & CPT Fluency | Unfamiliar with time-based psychotherapy coding rules (90837 vs. 90834), add-on codes, or telehealth modifiers (95/GT) | Pre-vetted in behavioral health CPT codes, diagnosis pointers, place-of-service logic, and parity rules |
| HIPAA Compliance & PHI Data Security | Refuse to sign Business Associate Agreements (BAAs); high risk of exposing sensitive patient psychiatric diagnoses and claims | Executed HIPAA BAA and strict bilateral NDAs protect 100% of patient records, claims data, and client financial details |
| Dedicated QA & Supervisor Oversight | Zero oversight. Lead billers must personally inspect every claim, ERA adjustment, and payment post manually | Dedicated Project Manager audits clearinghouse rejections, reviews payment posting reconciliation, and monitors AR SLAs for free |
| Pricing Transparency & Cost Structure | Unpredictable hourly rates marked up by up to 20% platform fees, sudden price hikes, and non-working hours | Predictable flat $6–$7/hr billed strictly for productive operational hours. Zero management fees or hidden surcharges |
| Payer Phone Follow-Up Reliability | Freelancer refuses to dial insurance company phone trees or ghosts when a 60-day claim requires complex rep intervention | Systematic phone follow-up cadences with commercial and Medicaid payer reps to resolve aged claims before deadlines expire |
| Coverage Continuity & Backup Support | Solo freelancer disappears unexpectedly, leaving weekly billing batches and ERA posting at a complete standstill | Guaranteed backup assistance cross-trained on your specific EHR rules and payer nuances to ensure 100% continuous RCM flow |
Predictable Hourly Rates for Mental Health RCM Teams
Choose the exact operational bandwidth your claim volume and practice caseload requires. Pay strictly for productive hours with zero long-term commitments.
Part-Time
Est. $560 USD / Month (4 Weeks)
Ideal for independent medical billers and private mental health clinics (3–8 clinicians) needing steady daily support for claim scrubbing, ERA posting, clearinghouse rejection fixes, and eligibility checks.
- Pay only for hours of pure productive work
- Dedicated Project Manager included
- Daily CMS-1500 scrubbing & 837P submission
- ERA/EOB payment posting & adjustments
- Zero setup or onboarding fees
- Executed HIPAA BAA & bilateral NDA
Full-Time
Est. $960 USD / Month (4 Weeks)
Engineered for busy behavioral health RCM companies, multi-site psychiatric centers, and large therapy practices (10+ providers) managing heavy daily claim volume, 90+ day aging AR recovery, payer phone inquiries, and formal denial appeals.
- Pay only for hours of pure productive work
- Dedicated Project Manager included
- Active 60-90-120 day aging AR recovery & phone calls
- Denial management & formal Level-1 appeal packages
- Zero setup or onboarding fees
- Guaranteed internal backup coverage
Trusted by Independent Medical Billers & Behavioral Health Clinics
See how mental health billing leaders accelerate clean claim turnaround, slash days in AR, and eliminate manual posting headaches with SageDoer.
"We service 18 therapy practices across Texas. Posting 835 ERAs and catching clearinghouse rejections in Office Ally was consuming our senior account leads. Our SageDoer VA scrubs claims daily in SimplePractice and TherapyNotes, posts payments with zero error, and cleared our 60-day AR backlog by $34,000 in the first 6 weeks."
Jessica Miller, CPC
Founder, Lone Star Therapy Billing
"With 8 psychiatric nurse practitioners and 12 therapists, insurance VOB and prior authorization renewals were slipping through the cracks. Our VA checks Availity daily, tracks authorized sessions before they expire, and generates Level-1 appeal letters for telehealth modifiers. Having the free Project Manager QA every batch gives us massive confidence."
Dr. David Reynolds, MD
Medical Director, Sound Mind Behavioral
"As an independent biller with 9 therapist clients, I was working 60-hour weeks just to stay on top of Kareo claim entries and payer phone holds. At $7/hr part-time, my assistant handles the routine claim scrubbing and payment posting. I took on 4 new clinician clients without working late nights."
Amanda Hayes
Owner, Precision Behavioral RCM
"We had over $48,000 sitting in 90+ day AR due to mismatched Medicaid taxonomy codes and commercial COB denials. Our SageDoer assistant systematically called payers, updated coordination of benefits, and re-submitted corrected claims. The signed HIPAA BAA made our board completely comfortable."
Marcus Torres, LMFT
Executive Director, Horizon Counseling Group
"We service 18 therapy practices across Texas. Posting 835 ERAs and catching clearinghouse rejections in Office Ally was consuming our senior account leads. Our SageDoer VA scrubs claims daily in SimplePractice and TherapyNotes, posts payments with zero error, and cleared our 60-day AR backlog by $34,000 in the first 6 weeks."
Jessica Miller, CPC
Founder, Lone Star Therapy Billing
Questions About Hiring a Mental Health Billing Virtual Assistant?
Clear answers regarding HIPAA compliance, clearinghouse access, behavioral health CPT codes, and dedicated Project Manager oversight.
Scale Your Mental Health RCM on Autopilot
Tell us about your organization (independent medical biller, mental health RCM company, psychiatric group practice, therapy clinic), active EHR systems (SimplePractice, TherapyNotes, Kareo), monthly claim volume, or current aging AR bottlenecks. Our dedicated healthcare practice manager will review your requirements and provide a tailored staffing proposal within 2 hours.
Direct Calendar Booking
Schedule 30-Min Strategy Call
Instant Chat & Voice Notes
+91 8017067191 (WhatsApp)
Direct Inquiries
info@sagedoer.com
Request Your Mental Health Billing Staffing Proposal
Submit your billing organization details, monthly claim volume, and support needs below.