Billing your clients
We have already collected insurance information and have a credit card on file before adding a new client to your calendar. We handle the collection of all patient obligations (e.g., copays, coinsurance, and deductibles). Interest-free payment plans are available, upon client request.
Client insurance and billing questions
If your client has a question about billing, please have them contact support@pathccm.com.
Credit card charges
We charge the client's card on file 1-2 days following the submission of your charge slip and before payer adjudication if they have a known copayment or coinsurance amount. A client may have their credit card charged twice for a single visit. This may occur when the client is first charged for a known visit copayment or coinsurance amount. After the insurance processing is complete additional client obligation was determined (e.g., the balance was applied to the deductible).
Late cancel and no-show policy
All clients sign Path's 24-hour Cancellation and No-Show policy during registration (details here). This policy states that if a client cancels within 24 hours of their appointment or is a no-show for their appointment, they will be charged the no-show fee on their credit card. In addition, clinicians must take the following steps when a client is absent at the start of a scheduled appointment.
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- At 3 minutes: Resend the link to the client via email
- At 5 minutes: Call the client
- After 15 minutes: Consider the client a no show
Once you've determined that the client is a no-show, there are two things you'll need to do to be sure you are paid:
- Complete a Missed Appointment note with the outreach attempts listed above
- Mark the client a no-show from the scheduler
If a clinician enters a no-show as "no charge" due to their clinical discretion, the clinician will not be paid for the missed appointment.
Path's Support team will manage any disputes or exceptions. Please direct the client to contact Support at support@pathccm.com. Clinicians are not involved in decision-making around no-show fees once you have entered the Missed Appointment note in the chart. We'll take care of those details to ensure you can focus on the relationship with the client.
Please complete a Missed Appointment note if a client doesn't show up.
Multiple sessions in one week
If your client requests to see you more than once a week, you can do so if you deem it medically necessary for the client's treatment. We recommend you check the client's chart to ensure they do not have a session limit before scheduling multiple weekly appointments. Please document the additional session's medical necessity in each note. Insurances only cover one psychotherapy session per day; do not bill back-to-back or multiple sessions on the same day.
Notes and charge slips
You'll need to sign your notes before you complete a charge slip. Notes and charge slips are due within 24 hours of the completed appointment. As a refresher, please write a note associated with the session, sign it, and sign the related charge slip. This allows us to get you paid on time each pay period.
Private pay clients
You are welcome to use our EHR and billing services for private pay clients. Our private pay rate for clients is $150 for individual sessions and $165 for family/couples sessions. You will be compensated for these visits at your contracted hourly rate.
Clients Located Outside of Their Home State
Generally speaking, you are only allowed to bill insurance if the client is physically located in the state you are licensed. While we verify their location before ever scheduling them, it is best practice to ask where they are located at the start of every session. Suppose you have a continuity of care issue for a client who has temporarily relocated to another state (e.g., less than 30 days). In that case, therapists are expected to contact the appropriate licensing board in that state to determine if it is permissible to continue to provide services.
CPT codes
Please read this article for more information about CPT codes.
Diagnosis codes
When adding a diagnosis, please use F codes — Z codes are not reimbursed by insurance.
Therapist no-show policy
Our goal is to provide world-class support and care for our clients. We collaborate with therapists who contract with Path to ensure our clients receive life-changing treatment. To confirm this, therapists agree to the following:
- Please arrive on time for their appointments with clients.
- In case of an emergency, reach out to the client directly and promptly to let them know about changes to the schedule.
- Align with the client before making adjustments to the appointment time.
- Provide clients with at least 24 hours notice of a cancellation or rescheduled appointment.
If we hear from a client that a therapist was late or missed their session, we will check in with them. However, after three instances of late cancellations, missed appointments, or tardiness, we will pause sending new clients to that therapist until they have demonstrated the ability to arrive on time and communicate appropriately with clients.
For more information on our no-show policy, please read this article.
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