Mental health billing services for behavioral health providers
Track session details, benefits and authorizations in your billing system, using the rules your practice approves.
Actigy BPO is a nearshore business process outsourcing (BPO) company headquartered in Prague, Czech Republic, providing mental health billing services. Operators check benefits, prepare claims and work payment exceptions in approved systems. A process audit defines the therapy billing queue; a paid pilot tests it. Providers retain clinical content, coding policy and financial approvals.
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Bring queue volumes and payer rules, not patient records.
Mental health billing services at a glance
Actigy BPO scopes billing around the practice's session types, payer contracts and approved records.
- Actigy BPO delivers from teams in Bulgaria, Romania, Poland and Ukraine.
- Every Actigy BPO engagement starts with a process audit and a paid pilot.
- Clinical judgments, final coding decisions and money movement remain with the client.
- Authorization limits and session records must match before billing.
| Service | Benefits, claims, denials, payment posting and accounts receivable (AR) |
|---|---|
| Who it is for | Therapists, group practices, psychiatry practices and billing companies |
| Delivery locations | Bulgaria, Romania, Poland and Ukraine; EU hubs: Bulgaria, Romania and Poland |
| Coverage | Full UK day and US morning; payer calls during US business hours |
| Pricing model | Usually per full-time equivalent (FTE) by role; quote after audit |
| Typical start | Pilot usually 2 to 4 weeks after audit, subject to access, training and approvals |
What Actigy BPO handles in mental health billing
Actigy BPO checks eligibility, tracks authorizations and enters charges from approved session records. Operators submit claims, work denials, post payments and follow AR. Patient statements follow client policy. Select tasks within medical billing outsourcing. The practice keeps control of care and funds.
Behavioral health billing services for group practices
Actigy BPO splits group-practice queues by clinician, site, payer and session type. Scope options include individual, family and group therapy, medication management, testing and employee assistance program (EAP) visits. Solo therapists, psychiatry teams and intensive outpatient programs need their own agreed rules. ABA billing services use a separate authorization and units workflow.
| Challenge | Actigy BPO control | Client input |
|---|---|---|
| Behavioral benefit carve-out | Confirm the responsible behavioral health plan or benefit manager | Payer contracts and routing rules |
| Benefits gap | Flag excluded services and visit limits | Patient communication policy |
| Provider type | Check billing identity against the fee schedule | Approved provider and contract records |
| Authorization | Match number, dates and permitted sessions | Clinical renewal owner |
| Telehealth | Check permitted place of service and modifiers | Current payer and state rules |
| Underpayment | Compare payment with the supplied fee schedule | Contract interpretation and appeal approval |
Code families and session records
Actigy BPO follows client-approved coding rules. Current Procedural Terminology (CPT) examples show the code families in scope, not which code fits a claim. The CMS mental health booklet describes these codes. Actual time, payer rules and records govern their use.
| Code | Service reference |
|---|---|
| 90791 | Psychiatric diagnostic evaluation |
| 90832, 90834, 90837 | Psychotherapy, about 30, 45 and 60 minutes respectively |
| 90785 | Interactive complexity add-on |
The session check covers service date, actual time, treating provider, service type and approved units. Missing fields return to the practice. Providers write clinical records and decide medical necessity; coding support does not replace their approval.
Mental health billing for telehealth
Actigy BPO checks telehealth claims against the client's payer rules for the service date. Confirm visit format, place of service and required modifiers before sending a claim. Coverage for an in-person visit does not mean the same service is covered remotely.
Authorization and patient responsibility
- Record the approved dates, sessions and authorization number.
- Compare completed sessions with the remaining allowance.
- Flag approaching limits and expiry to the practice's renewal owner.
- Record benefits and expected copays for the front desk's visit-time collection.
- Prepare statements from reconciled balances under the client's collection policy.
Prevent repeated billing exceptions
Actigy BPO separates claims rejected before payer review from denials issued after that review. Correct data errors through the allowed route. Clinical evidence and appeals need client approval. Send repeat errors to the front-desk, coding or authorization owner through denial management.
| Category | Prevention action |
|---|---|
| Missing documentation | Check required fields; return incomplete records to the provider |
| Non-covered service | Verify benefits, exclusions and session limits before billing |
| Medical necessity | Route payer requirements to the clinician; do not create clinical justification |
| Authorization | Compare service dates and units with the approved record |
Actigy BPO agrees key performance indicators (KPIs) before the pilot. Track claims accepted the first time, denied claims, authorization denials, days in AR and cash collected against amounts due. Define the count, period and exclusions for each rate. Review missing records separately from team errors.
How Actigy BPO protects therapy client data
Actigy BPO works on protected health information (PHI) only in the systems the client approves. Billing access uses only the data needed for the task. Psychotherapy notes kept apart from the chart stay with the provider; HHS explains their special protection.
The Health Insurance Portability and Accountability Act (HIPAA) is a US healthcare privacy and security law. Data handling for US healthcare clients, including HIPAA requirements, is agreed in the written scope and data processing terms.
Actigy BPO limits access by role and logs work. Ukraine is outside the EU. The written scope names work locations, subprocessors and any transfer terms. The client confirms offshore access permissions and any payer disclosure requirements before work begins.
Actigy BPO agrees locations and data-processing terms for General Data Protection Regulation (GDPR)-compliant delivery.
Actigy BPO permits automation only in the approved scope, with a person reviewing every exception. No tool changes clinical records or grants control of funds.
How do you outsource therapy billing?
Actigy BPO fits when coverage errors, denials or aged balances exceed a practice's staffing. Actigy BPO is not the right fit when contracts prohibit offshore access, clinical decisions must transfer or you need software alone. Compare work ownership, records, hours and retained duties before choosing a team.
- Test carve-out routing and authorization tracking with sample cases.
- Check who handles missing records, reviews samples and corrects errors.
- Confirm payer access, call hours, client approvals and exit records.
Billing companies can retain their own process and brand. Growing digital health teams need payer-by-payer scope checks. Use the mental health billing company comparison to build a shortlist.
| Decision | Actigy BPO | Internal staff | Freelancers |
|---|---|---|---|
| Daily work | Agreed queue management | Client supervision | Client assignment |
| SOP ownership | Client owns standard operating procedures (SOPs) | Client documentation | Confirm ownership |
| QA | Maker-checker quality assurance (QA) and sampling | Client review | Contracted review |
| Coverage | Written shifts | Client staffing | Individual availability |
| Start | Audit and paid pilot | Hiring and training | Selection and training |
| Pricing | Usually per FTE by role | Employment and overhead | Contracted rate |
| Exit | Client-owned SOPs | Internal handover | Confirm transfer terms |
Actigy BPO quotes after the audit. Compare FTE pricing with a fee based on a share of collections. Match the tasks, team lead and excluded balances. Retain budgets for clinical review, software and patient-facing decisions.
Start with a defined billing pilot
A pilot with Actigy BPO usually starts 2 to 4 weeks after the process audit. Access, training and client approvals affect readiness.
- Audit payer and state rules, session records and the proposed queue.
- Agree procedures, roles, measures and acceptance thresholds with the practice.
- Select operators and train them on approved sample records.
- Run a paid pilot with Actigy BPO and review billing errors.
- Expand after agreed thresholds are met; review causes and fixes monthly.
Evidence from a broader revenue-cycle engagement
The digital health revenue-cycle case reports clean claims rising from 84.1% to 97.8% (Actigy BPO-reported). It combined eligibility, coding, billing, denials and AR work. It is not a mental health specialty case or a forecast for therapy practices.
Results come from anonymized client engagements, are reported by Actigy BPO and are not independently audited. Results depend on scope.
See the healthcare operations scope for other client-retained decisions.
Mental health billing FAQ
Actigy BPO confirms payer rules and permitted data before a billing queue enters scope.
What do mental health billing services include?
Mental health billing services cover the administrative work between a documented session and a resolved balance.
Actigy BPO provides scoped eligibility checks, authorization tracking, charge entry, claims, denials, payment posting and AR follow-up. Practices select tasks during the process audit. Providers retain clinical records and decisions. Patient statements, coding approvals and financial adjustments follow the client's rules, not an operator's independent judgment.
How is mental health billing different from other medical billing?
Actigy BPO checks behavioral health benefits apart from general medical coverage. Session length, provider type, authorization limits and allowed add-ons affect each claim. Some plans route behavioral claims to a separate benefit manager.
The practice confirms the payer rules and required records. A general coverage check does not mean every therapy service, site or clinician is covered. The provider remains responsible for clinical content.
Which codes and payers does behavioral health billing involve?
Examples cover assessment, timed therapy and an add-on for interactive complexity. Commercial plans, public programs and behavioral benefit managers have their own rules for claims. A code reference is not approval to bill a service.
Actigy BPO checks the proposed payer mix during the audit. The practice supplies current contracts, approved coding rules and provider details before those claims enter scope.
Can Actigy BPO bill telehealth therapy sessions?
Actigy BPO can prepare telehealth therapy claims when the written scope permits the work and the practice confirms payer rules. Required fields can include modality, location and approved modifiers.
Operators flag missing or inconsistent records instead of assuming that an in-person rule applies remotely. The provider retains service eligibility and clinical decisions. Confirm current requirements for the payer, state and service date before submission.
How does Actigy BPO protect therapy client data?
Actigy BPO restricts billing access to approved systems and the data needed for the task. Private psychotherapy notes stay with the provider. Role-based access and logs show who worked each record.
The client confirms work locations, payer limits and data-processing terms before access. Send only queue descriptions through the inquiry form. Patient records belong in the approved client system, not a sales message.
How are mental health billing services priced?
Actigy BPO usually prices billing support per FTE by role after a process audit. Payer mix, claim complexity, coverage and supervision affect the written quote. The page does not publish a percentage-of-collections rate.
When comparing fee models, include denied claims, aged balances, software and retained practice oversight. Define which collections count in any percentage model. A low headline fee does not describe the complete scope.
How do you choose a mental health billing company?
Check how a proposed team handles benefit carve-outs, session limits, missing documentation and payer-specific telehealth rules. Ask for clear queue ownership, sample review methods and patient-balance controls. Separate published cases from promises about your practice.
Actigy BPO tests the agreed workflow through an audit and paid pilot. Review representative exceptions and retained clinical duties before expanding the scope or changing current staffing.
Review one therapy billing queue
Share payer mix, session types and monthly volume without patient data.
Actigy BPO confirms the scope before a paid pilot.
Page updates: October 4, 2026. Published the mental health billing scope and payer-rule workflow.
Scope a pilot
What happens next
The team reviews the workflow before proposing a written scope. You decide whether to start a paid pilot after reviewing it.