top of page

Out-of-Network Billing Mistakes

Out of Network Billing Mistakes

We recognize that understanding the nuances of insurance coverage can be daunting, especially when it comes to billing procedures. In this post, we will unravel the intricacies of out-of-network billing and guide you through common mistakes that we see providers make so that you can ensure your billing process is seamless and error-free.

What Does "Out-of-Network" Mean?

When a therapist is out of network, it signifies that they do not have a contractual agreement with a particular insurance company. This implies that the therapist hasn’t agreed to the insurer's negotiated rates and terms. For you as a mental health provider, this often translates into greater freedom in setting your session fees, but it also requires clients to pay for your services out of pocket or seek reimbursement from their insurance providers.

Navigating the out-of-network landscape can be tricky, but fret not – we’re here to empower you with the knowledge and tools needed to avoid billing blunders. So, let’s embark on this journey together, ensuring that your billing processes are managed appropriately and focus on what truly matters – helping your clients thrive.

When should a provider bill out-of-network?

Navigating the realm of out-of-network billing necessitates a strategic approach. As a mental health provider, understanding when to bill out-of-network is crucial not only for your financial well-being but also for ensuring your clients receive the best possible care without unnecessary financial burdens. Here’s a breakdown of situations when billing out-of-network might be the best course of action:

Limited In-Network Options:

In some regions, particularly rural areas, clients might face limited choices when it comes to in-network therapists. If you are one of the few available providers in a specific location or offer specialized services that are not widely accessible, billing out-of-network could be a viable option for your clients.

Specialized Services:

If you offer specialized therapy services or have unique expertise, clients might specifically seek your support. Insurance companies recognize the value of specialized care. If your services are in high demand and your expertise is unique, insurance providers are more likely to consider covering your out-of-network sessions.

Client Preference:

Some clients prefer the personalized attention and tailored approach that often comes with out-of-network providers. If clients are willing to pay out of pocket for your services due to your reputation, experience, or the rapport you’ve built with them, billing out-of-network might be the best choice. However, keep in mind that if your client has insurance from a company that you are contracted with you have to submit in-network claims.

Common mistakes we see with out-of-network billing

Incomplete or Inaccurate Documentation:

One of the primary stumbling blocks in out-of-network billing is incomplete or inaccurate documentation. Missing information, unclear session notes, or improperly coded procedures can lead to claim denials. To avoid this, invest time in meticulous record-keeping. Ensure your session notes are detailed, outlining the treatment provided, goals achieved, and the client's progress.

Failure to Verify Client Benefits:

Assuming your client's insurance coverage without verifying their out-of-network benefits can be a costly mistake. Insurance plans vary widely, and understanding the specific coverage your client has is essential. Contact the insurance company beforehand to confirm coverage details, deductible amounts, and any pre-authorization requirements.

Miscommunication with Clients:

Lack of clear communication with clients about out-of-network billing procedures can lead to misunderstandings and frustrations. Clearly explain your fees, the services covered, and the client's responsibility for payment. Provide them with necessary paperwork for reimbursement and assist them in understanding the process. Transparent communication can prevent confusion and build trust.

Delay in Claim Submission:

Timeliness is key when it comes to out-of-network claims. Submitting claims promptly increases the likelihood of swift reimbursement. Delays in claim submission might result in missed deadlines, leading to claim denials. Establish a streamlined billing process, ensuring that claims are submitted promptly after each session.

Neglecting Follow-Up:

After submitting a claim, it's crucial to follow up with the insurance company. Claims can get lost, require additional information, or simply take time to process. Stay proactive by tracking submitted claims, making follow-up calls, and providing any necessary documentation promptly. Persistence can often expedite the reimbursement process.

Ignoring Appeals and Denials:

Claim denials are not the end of the road. Insurance companies may deny claims for various reasons, but many denials can be appealed successfully with proper documentation and communication. Don't ignore denials; instead, investigate the cause, rectify the issue, and appeal with clear, concise supporting documents.

Best practices for out-of-network billing

Thorough Verification of Benefits:

If you are billing out-of-network, you will want to meticulously verify your clients' out-of-network benefits. Leave no stone unturned in understanding the specifics of their coverage, including deductibles, co-pays, and the extent of mental health services covered. This proactive approach minimizes surprises, enabling you to provide transparent information to your clients regarding their financial responsibilities.

Precise Documentation:

You will want to ensure that your documentation is accurate and comprehensive. Clear and detailed records not only support your claims but also serve as a foundation for effective communication with insurance companies. By maintaining precise documentation, you can enhance the chances of your claims being approved without delays.

Timely Submission and Follow-Up:

Regardless of being in-network or out-of-network, you will want to make sure that you are submitting claims in a timely manner. Complete all notes as soon as possible after a session so that you can then submit claims quickly and seamlessly, and also follow up on claims after submission. If you are managing your own billing, you will want to set aside several hours a week to manage billing tasks.

Partnering with Practice Solutions:

One of the most effective strategies for mastering out-of-network billing is partnering with a specialized billing company like Practice Solutions. Our expertise in mental health billing equips us with in-depth knowledge of the industry standards and insurance requirements. We have established processes that encompass each of the best practices we mentioned above. By entrusting us with your billing needs, you free up valuable time that you can invest in your patients. Our dedicated team ensures that your claims are accurate, timely, and compliant, eliminating the stress associated with billing.

Practice Solutions handles the entire billing process for you, from verification of benefits to submitting claims promptly to proactive follow-up with insurance companies. We track the progress of your claims, making necessary follow-up calls and providing any additional documentation required. Our systematic approach ensures that your claims are processed efficiently, reducing the risk of denials and delays.

In the unfortunate event of claim denials, Practice Solutions steps in to handle the appeals process with expertise. We identify the cause of the denial, rectify the issue, and prepare compelling appeals with the necessary supporting documents. Our experience in problem resolution ensures that your claims have the best chance of approval, maximizing your reimbursements.


By working with Practice Solutions, you not only sidestep the common mistakes made in out-of-network billing but also optimize your revenue cycle. Our comprehensive billing services not only save you time but also enhance your cash flow, allowing you to focus entirely on your patients' well-being. With Practice Solutions as your billing partner, you can rest assured that your out-of-network billing process is in capable hands, enabling you to provide exceptional mental health care without the burden of administrative complexities. Elevate your practice by partnering with us, and experience the freedom to focus on what you do best – making a positive impact on your patients' lives.


Recent Posts
Search By Tags
Follow Us
  • Facebook Basic Square
  • Twitter Basic Square
  • LinkedIn
bottom of page