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Administrative work has become one of the largest—and least acknowledged—challenges facing private practices today. As insurance requirements, documentation standards, and payer systems grow more complex, many therapists now spend more time managing operations than providing care. The Data: How Much Time Clinicians Lose to Administrative Work Recent studies show: - A 2023 pilot study found clinicians spend around 50% of their working time on administrative tasks. - A 2024 nat

For many therapy practices, billing is not difficult because of the rules themselves. It becomes difficult when the systems around billing are unclear or inconsistent. A low stress billing system requires structure, clarity, and a consistent process. 1. Define a Clear Workflow A defined path from session to payment reduces uncertainty and improves accuracy. 2. Break Billing Into Daily and Weekly Tasks Small consistent routines keep billing manageable and prevent backlogs. 3.

Superbills should support client reimbursement, not create confusion. Clear workflows reduce errors and improve client satisfaction. 1. Confirm Required Information A complete superbill includes client details, provider credentials, NPI, practice address, tax ID, CPT codes, ICD-10 codes, dates of service, rate charged or paid, and provider signature. 2. Ensure Consistency Across Systems Insurance plans compare superbill details to existing records. Consistent NPIs, addresses,

If you’ve ever looked at an EOB like: Billed: $150 Allowed: $92.13 Paid: $37 …and thought “what even is this,” you’re not alone. “Allowed amount” is one of the most important numbers on an EOB, and most therapy practices are guessing their way through it. Let’s fix that in plain English. This is for: PT / OT / SLP and rehab practices Mental health practices and groups Chiropractic, acupuncture, and massage therapy clinics who want to actually understand how payers decide what

One of the biggest early questions for a therapy practice is: “Should I go in network, stay out of network, or try some kind of hybrid?” It’s not just a philosophical question. It affects: Your rates How full your schedule is How much admin/billing work you’re signing up for How fast money actually shows up This post is for practice owners , not patients. I’m talking to: PT / OT / SLP and rehab practices Mental health practices and groups Chiropractic, acupuncture, and massag

If you run a small therapy practice, you’ve probably said (or heard): “We’re out of network, but we can give you a superbill and you can submit it to your insurance.” What that usually means  in real life is: nobody really knows what will happen next, the patient is confused, and you’re crossing your fingers it somehow works out. What “Out-of-Network” Really Means When you’re in network , you’ve signed a contract with the insurance company. They tell you exactly: What they’ll