MedCare MSO delivers HIPAA-compliant mental health billing services for therapists, psychologists, psychiatrists, and behavioral health practices across the U.S. We manage the full revenue cycle, eligibility verification, CPT/ICD-10 coding, claims submission, denial appeals, credentialing, and A/R recovery, with AAPC/AHIMA-certified coders who specialize in psychotherapy and telehealth billing.
Book A Free Consultation98.5%
First Pass Clean Claims Rate
35%
Reduction in A/R
96%
Collection Ratio
We will review your current claims, denials, and collections at no cost, and show you exactly what needs fixing. It takes one conversation to get started.
Claim denials and pending payments drain your revenue and time. Outsourcing billing to MedCare MSO helps you get your time back and focus on patient care. Our team of revenue cycle experts directly deals with the insurance payers. Here's what we handle:
Mental health billing is complicated as compared to general medical billing. Time-based psychotherapy codes require accurate documentation of the sessions. Telehealth claims need the right modifier and POS (place-of-service) code. The reimbursement rules differ by insurance payer and states. We understand these mental health billing intricacies and help reduce coding errors as well.
Our coders and billers know the CPT codes for mental health, the relevant ICD-10 codes, and the payer-specific documentation. In this way, we are able to help our clients achieve 98.5% first pass clean claims (based on MedCare MSO client data, 2024–2025). When you get claim denials, our dedicated A/R experts appeal and help recover revenue.
Basic claim submissions are not enough to streamline the revenue cycle process for mental health practices. Psychiatry brings medication management and E/M coding. Therapy practices are dealing with superbills and session-length rules. From intensive outpatient programs (IOP) to partial hospitalization programs (PHP), we help behavioral and addiction treatment centers. Our behavioral health billers know the HCPCS coding system required for IOP and PHP programs. The same team creates superbills for out-of-network patients and manages EAP coordination. As a mental health billing company, we provide a dedicated team for every sub-specialty of mental health. We also offer dedicated psychiatric billing services for practices that deal with heavy medication management workloads.
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Intensive outpatient programs in addiction treatment are billed under the HCPCS coding. We secure authorizations before treatment begins, so sessions are not delivered unpaid.
Substance use disorder requires strict confidentiality under the 42 CFR Part 2 and payer-specific coding rules. Our medical coders manage coding and compliance for substance abuse disorder treatments.
Accurate modifiers (95 for video, 93 or FQ for audio-only) and place of service codes (POS 02 or POS 10) are used depending on the insurance payer rules. Also, telehealth sessions are reimbursed at the same rates where parity rules are applied.
IOP, SUD, telehealth, or traditional therapy, your claims follow different rules, and we assign the team that already knows yours. Tell us your practice type and we'll show you what your billing should look like.
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We handle your finances from the moment a patient schedules an appointment to the final payment deposit. Our mental health RCM experts identify inconsistencies like prior authorization challenges, and fix them. What you can achieve with us:
Credentialing takes 90-120 days, and you cannot bill in-network payers before you are done with this process. Our credentialing experts manage the full process, collecting documents, verifying credentials, submitting applications, following up with payers. Besides these, we manage re-credentialing and CAQH profiles. Explore our guide to choosing credentialing services for mental health practices.
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There are certain compliance requirements for mental health billing:
We help keep your practice compliant with these regulatory requirements. Our internal reviews detect issues early, before you face penalties or trigger payer audits. Further, the audit experts stay updated with telehealth billing changes and adjust claims management as rules change.
Submitting incorrect codes leads to payment delays and unwanted claim denials. As a result, mental health practices lose significant revenue. Our certified coders (AAPC and AHIMA certifications including CPC, CPB, and CCS) know CPT codes for mental health inside and out, diagnostic evaluations (90791, 90792), individual therapy sessions (90832, 90834, 90837), group therapy (90853), and everything in between. We match them with the right ICD 10 codes for mental health diagnoses, add necessary modifiers (25, 59, 95, and 93/FQ for audio-only, plus GT for the few state Medicaid and legacy payers that still require it), and make sure your documentation backs up what you're billing. Get clean claims, faster payments, and fewer headaches with mental health billing services from MedCare MSO.
Having an in-house team means hiring people and training them. Also, you need to retain the experienced staff that possesses the relevant expertise. Outsourcing billing to MedCare MSO addresses all these concerns.
| Decision Factor | In-house billing | MedCare MSO |
|---|---|---|
| Cost structure | Salaries, benefits, training, billing software are fixed costs for in-house teams. | Paying a percentage of collections. No setup fees, you pay when you get reimbursed. |
| Coding expertise | Depends on who you can hire locally; often generalist | Coders working exclusively in behavioral health, avg. 8+ years |
| Claim submission | When staff capacity allows | Same-day submission with pre-submission accuracy checks |
| Denial handling | Often written off when staff are stretched | Dedicated A/R team appeals and tracks every denial |
| Coverage gaps | Vacations, sick days, turnover stall your cash flow | Uninterrupted, year-round processing |
| Compliance updates | Your staff monitors payer and regulatory changes on top of daily work | Proactive monitoring of payer, telehealth, and parity rule changes |
| Scaling | New providers mean new billing hires | Add providers and locations without adding staff |
A Behavioral Health Practice's Journey to a Stable Revenue Cycle
Our team took over the practice's billing and credentialing, reviewed every open case individually rather than working from batch reports, and trained the practice's staff on current behavioral health coding rules. Billing went from a recurring problem to a managed process.
"I am impressed with their promptness to respond to any inquiries, with the time they dedicate to reviewing each one of the cases, and with their willingness to educate me and my staff about the ever-changing rules of medical billing and the best use of coding. This is a company I trust with my billing needs."
— Dr. Neufeld, Practice Owner, FBH
Quick Comparison: Before and After MedCare MSO
| Metric | Before | After | Improvement |
|---|---|---|---|
| Collection Ratio | 75% | 90% | 15% plus |
| Revenue Increase | Baseline | 25% Increase | +25% |
| First-pass clean claims ratio | Below 80% | 90% | 10% plus |
| Denial Rate | High | Reduced by 40% | -40% |
Get an accurate electronic health record system for your mental health practice with our HealUs-EHR software.
Our AI Medical Scribe turns patient visits into clinical documentation with 93% speech to text accuracy.
Our Sophus-AI Coder ensures coding accuracy for CPT, ICD-10 and HCPCS codes with correct modifiers.
Maximus-PMS helps mental health practitioners with charge entry, claim submission, and real-time status.
An addiction treatment center, a solo telehealth therapist, and a psychiatrist have completely different billing needs. All have different codes, different payer rules, and different authorizations. We match your practice type with our relevant team.
We offer integration with your existing EHRs and PMS. Our experts are trained in coding and billing across all common psychiatry EHR systems.
Professional
Our experience with MedCare MSO has been consistently positive and in particular the support and professionalism provided by James Archer.
Founder, ODAT Services
Recommended
I highly recommend MedCare MSO if you are looking for help with your billing and gain some freedom to see more patients or manage your business.
Practice Owner, TXEC
Outstanding
MedCare MSO has been an excellent organization to work with, I highly recommend them for their quality of service and commitment to excellence.
Back Office Manager, STST
Talented
We are definitely impressed by the Team’s performance. I worked with a lot of different folks from all over the world on different business transactions, and Mark is truly a top notch talent!
Director of Corporate Development, SC & SF
Exceptional
MedCare MSO’s exceptional communication and expertise elevated our RCM experience and my bank accounts!
Owner, R.D.
Communicative
MedCare MSO did a great job with our billing and helping clean up old AR. Regular updates and good communication were very appreciated.
Co-Owner, PCP
Great
Chief Operating Officer, MAKO MEDICAL LABORATORIES
Efficient
Chief Executive Officer, CARE NOW CLINIC
Outstanding
Chief Operations Officer, ION DIAGNOSTICS
Responsive
Co-Founder, AW Care
Efficient
Working with MedCare MSO has been a game-changer for my practice. Their expertise in medical billing, AR management, and coding has significantly streamlined our revenue cycle, reduced claim denials, and improved cash flow. The team is proactive, detail-oriented, and always available to address my concerns.
Practice Owner, F&A Clinic
Excellent
We have experienced tremendous improvements within our billing and claims department that we have entrusted MedCare MSO to manage.
President/CEO, RLT
Impressive
I am impressed with MedCare MSO’s promptness to respond to any inquiries, with the time they dedicate to reviewing each one of the cases.
Practice Owner/FBH
We keep it simple: you pay a percentage of what we actually collect. That’s it. One fee covers everything: claims submission, eligibility checks, coding, denial appeals, patient statements, payment posting, and monthly reports. No setup fees, no surprises. You only pay when you get paid with mental health billing services from MedCare MSO.
Our mental health revenue cycle management covers the full billing process from start to finish. We handle patient registration, insurance verification, eligibility checks, prior authorizations, claims submission, payment posting, denial management, patient statements, and A/R follow-up. We also help in credentialing with insurance companies to improve your contracted rates and audit your fee schedules to catch underpayments.
Yes. Every practice is different, so we customize our services to your specific needs. Solo practitioners have different requirements than large group practices or addiction treatment centers. We can handle your full mental health revenue cycle, or just specific pieces like credentialing, denial management, or coding support. Our pricing adjusts based on your claim volume, specialty complexity, and service level. We work with you to build a plan that fits your practice size, budget, and goals.
Maximus is our cloud-based practice management software. It automates eligibility checks, scrubs claims before submission to catch errors, validates CPT and ICD-10 codes, and posts payments automatically. With its great interoperability, it can integrate with your existing system, so you don’t need to switch platforms. You get real-time financial dashboards that show claim status, payment timelines, and revenue metrics.
Incident-to billing lets non-physician practitioners bill under a supervising physician’s credentials and get the full reimbursement rate instead of a reduced one. In mental health settings, the psychiatrist has to do the initial evaluation, create the treatment plan, and stay actively involved in oversight. You need solid documentation of that supervision relationship. Medicare audits this closely, and without proper records, claims get denied.
It starts with checking if the patient’s insurance is active and what their benefits cover. After each session, you document what happened and assign the right CPT code (like 90834 for a 45-minute therapy session) along with an ICD-10 diagnosis code that explains why treatment is necessary. Then you submit the claim electronically to the insurance company. From there, it’s about tracking the claim, posting payments when they come in, and fighting denials when they don’t.
Hiring and training billing staff is expensive, and keeping up with payer rule changes is difficult. Outsourcing billing to mental health billing services gives you access to coders who only do behavioral health billing and know the ins and outs. These companies typically cut claim denials significantly and get you paid faster. More importantly, it frees up your time. You can see patients instead of dealing with insurance companies, which is better for everyone.
Our coders hold AAPC and AHIMA certifications (CPC, CPB, CCS). They work exclusively in mental and behavioral health billing, with an average of 8+ years in mental health coding. They know CPT codes (90791-90899), ICD-10 diagnosis codes, telehealth modifiers, interactive complexity billing, all of it. We process thousands of mental health claims every day and hit a 98.5% clean claims rate on the first submission. That comes from years of handling psychiatry, psychology, therapy, and addiction treatment billing.
First, verify the patient’s insurance is active and get any prior authorizations the payer requires. Document the session well, use the right CPT and ICD-10 codes, and submit the claim within the payer’s deadline, which varies by payer. If you’re in-network, the insurance company pays you directly. Out-of-network providers typically give patients a detailed superbill they can submit for reimbursement. Either way, follow up on unpaid claims after about two weeks and appeal denials quickly to keep money flowing.
Do you want to outsource mental health billing to our experts at MedCare MSO? Contact our team of experts who help improve your revenue cycle process.
ODAT Services
I am writing on behalf of ODAT Services to express our strong satisfaction with MedCare MSO, and in particular the support and professionalism provided by James Archer.
Our experience with MedCare MSO has been consistently positive. The team has demonstrated reliability, responsiveness, and a clear understanding of the operational and compliance needs of our organization. James Archer has been especially instrumental—bringing a high level of expertise, clear communication, and a solutions-oriented approach to every interaction.
James is proactive, knowledgeable, and dependable, making complex processes easier to navigate and helping ensure our operations run smoothly. His professionalism and commitment to service have made MedCare MSO a valued partner to our organization.
We are pleased to recommend MedCare MSO and James Archer without reservation and look forward to continuing our work together.
Travis Gannon
Founder
ODAT Services
TXEC
I have worked with MedCare MSO for the past eight months, and it has been a great experience. Moses, Mark, Travis, Sebastian, and Tammy have been a pleasure to work with, as well as the rest of the team, including the credentialing folks.
I highly recommend this group and MedCare MSO if you are looking for help with your billing. They will meet with you once a week to review the issues that need to be fixed to improve your payment and capture rate.
If you are looking for help with your billing and gain some freedom to see more patients or manage your business, this is the team you need to work with.
Dr. Jose Correa
Practice Owner
TXEC
STST
MedCare MSO has been an excellent organization to work with. Mark has consistently demonstrated outstanding attention to detail, thorough documentation, and strong professionalism in maintaining accurate records of his findings.
His reliability and dedication have contributed greatly to a positive experience.
I highly recommend MedCare MSO for their quality of service and commitment to excellence. I can’t say enough good things about Mark and his company.
Thank you
Shaunna Mock
Back Office Manager
STST
SC & SF
Hi Ali, I hope this message finds you well. I wanted to give you some feedback on the team.
We are definitely impressed by the Team’s performance. Definitely what we were looking for from switching partners.
In particular Mark Zaiden has been very helpful. In my 5+ years of experience as a M&A Professional, I worked with a lot of different folks from all over the world on different business transactions, and Mark is truly a top notch talent!
Austin has done a great job of leading the communications process and keeping the train going in the right direction. Tammy and some other folks have been key players as well. We really are happy with everyone on the team.
I wanted to pass this feedback along to you as we are really pleased with working with MedCare MSO so far.
Have a great weekend!
Max Owens
Director of Corporate Development
SC & SF
R.D.
MedCare MSO’s exceptional communication and expertise elevated our RCM experience and my bank accounts!
Most helpful is the open/responsive communication of their team with my office and each other, along with the specialty levels of expertise amongst my team for each aspect of RCM.
Kelly Ballou
Owner
R.D.
F&A Clinic
Working with MedCare MSO has been a game-changer for my practice. Their expertise in medical billing, AR management, and coding has significantly streamlined our revenue cycle, reduced claim denials, and improved cash flow. The team is proactive, detail-oriented, and always available to address my concerns.
I would like to take time to recognize two members of MedCare MSO specifically. Moses for his exceptional support and dedication. He is always responsive, and knowledgeable, and goes above and beyond to ensure smooth operations. His professionalism and commitment make a huge difference in our day-to-day workflow. George also for his quick feedback and recognition of what is needed most. He is extremely efficient and always available for clarification and to share his knowledge and expertise.
I highly recommend MedCare MSO to any healthcare provider looking for a reliable and efficient billing partner.
RLT
Hello,
I am writing this email to express our appreciation of the MedCare MSO’s team and all they have done for our business at RLT. In the past year, we have experienced tremendous improvements within our billing and claims department that we have entrusted MedCare MSO to manage. We went from having over $100k in uncollected/billed claims to now reaching near $100k in collection some months.
We are also happy to express our thankfulness that MedCare MSO is now helping us acquire new contracts with different insurance companies. This will in effect benefit everyone involved, allowing us to expand our services and provide more resources for our staff/business partners.
Please note special appreciation for the following:
David Lucas
Mario Ortega
Ambrose William
FBH
I have been a customer of MedCare MSO for one year. They have provided billing and credentialing services for my private behavioral health practice, and I am impressed with their promptness to respond to any inquiries, with the time they dedicate to reviewing each one of the cases, and with their willingness to educate me and my staff about the ever-changing rules of medical billing and the best use of coding. This is a company I Trust with my billing needs.
Dr. Neufeld
Practice Owner
FBH
