Set Up Billing – TheraPlatform

Before invoicing, creating superbills, charging patients, posting payments, etc., the administrator or the biller needs to set up practice and billing information and enter client information.

Click on Settings and Start Setting up the following:

Organization (Provider's Information)

General (Name, NPI, time zone)

Under Settings, click on the Organization < General
Start by answering this question in the pop-up box - "Is Tax ID SSN?"
- If you file your taxes with your SSN, toggle on Is Tax ID SSN? (should be blue) and enter your social security number under the field "Tax ID number. Under the NPI field, enter your NPI number and your first and last name.
- If Tax ID is NOT your social security number, toggle off Is Tax ID SSN? (this should NOT be in blue); under the Tax ID field, enter your tax ID number; under NPI, enter your Organization NPI, and under name, enter your Organization name
Select the Currency for your practice
Select the Time zone of your practice
Then click on Save Changes

Note: If you added your organization NPI under the settings. However, you still need to add individual NPI for you (supervisor: admin/main subscriber of TheraPlatform) and your therapists; complete these additional steps:

The supervisor/admin will need to click on My Account > Details. In the pop-up box, enter your individual NPI and click on Save Changes
To enter individual NPI for your therapists, click on the Therapists module
Click on the green Edit button next to the name of the therapist, and in the pop-up box, enter the individual NPI and click on Save Changes

Office location (address of the provider)

Under Settings > General, click on Office location to enter your office location(s)
Next, click on the purple Add button.
You can add as many office locations as you need. Please ensure that at least one office location is marked as primary and/or billing. If the address you're entering is primary and billing, keep both options in blue.
In the pop-up box, enter your address, phone number, fax number, and facility NPI (as needed)
If the location you're adding is your primary location, mark primary. If the location you're adding is your billing location, mark billing. If the location you're adding is both primary and billing location, mark both option.
Then click on Save Changes
To add another office location, repeat the steps above

Note: At lease one office location needs to be marked as primary.

Licenses

Under Settings > General, click on Licenses
Next, click on the blue Add button
In the pop-up box, enter your license number and state.
- If you are an organization (your practice has organization NPI), enter the license of the organization.
- If you file taxes with your SSN and you added individual NPI under Organization, then enter your license here
If you entered your Organization with Organization NPI under Organization, you can add your license and your therapists' licenses as well. For the supervisor (admin/main subscriber), under My Account > Details, enter your license and click Save Changes. For therapists, click on Therapist and the green Edit button, and in the pop-up box, enter your therapist's license and click Save Changes.

Billing

Your services

Under Settings, click on Billing
Click on the Service < Add service to add both your clinical services and non-services (e.g. no-show, cancellation fee or product. Review this article on how to add services and fees (as it covers all details, including timed and non timed CPT codes)

Stripe to collect credit card payments on TheraPlatform

Under Settings< Billing< Click on the Stripe tab to set up your Stripe account to collect credit card payments from your clients
Click on Stripe terminal if you plan on using credit card reader in your office. Review this article on what terminal to purchase and how it works.

Insurance you work with

Under Settings< Billing< Click on the Insurers tab to add health insurers you work with

Automate all or some aspects of your billing

Under Settings< Billing Click the Settings. This is optional and you do not have to turn any auto billing features on if you or your biller prefer to do billing manually. The automatic billing allows for automatic invoicing, automatic superbills, and automatic credit card charges
If you like to use auto invoice, auto superbill, and auto credit card features but you have a few clients on your caseload, who do not wish to be automatically charged or they do not need superbills, you can still set up auto function under Settings and then go to the client's chart and disable these auto functions for this client. This article reviews how to disable auto features under the client's chart.
Click on the Referring Providers tab and then click on Add Referring Provider to add referring providers

Insurance coverage

Insurance coverage report can also be automated under Settings< Billing< Settings. Refer to this article to learn more on how to check insurance coverage manually vs how to automate this.

Your Logo

If you wish that the logo of your practice be displayed on invoices, superbills, intake, consent forms, and therapy notes, click on Settings > Portal > Logo > Upload Logo.

Client Information

Before billing, you must also add your client's information, such as name, DOB, address, credit card information, diagnostic code (for superbill and claims), and co-pay (as needed).

Basic Client Information

You can enter demographic information such as full name, DOB, gender, address, and phone number manually by yourself under the client's chart, or you can request this information from your client to save yourself time.
When you request demographic information from the client, the client would log in to the client portal and enter this information manually, or you can also request the driver's license, and our system will extract demographic information from the driver's license into the form and all this date will be saved for you under your client's chart. (An additional small fee applies for data extraction.)
- To learn how to request demographic information from clients, review this article
- If you would like to learn how to enter demographic information yourself, you can review this article.

Client's credit card

You can enter a credit card number under the chart, or you can request CC information from your clients, and they will enter the CC'd number via the client portal. Once the client enters the CC'd number, the CC number will be securely stored on Stripe, and you will be able to charge clients for your services or set up auto-charge card.

To enter credit card numbers yourself (for existing clients) , navigate to Clients < open the chart< Click on Account < Stripe > Add Card < Enter CC info and save changes.
To request credit card number from new and existing clients so they can enter it themselves, refer to this article.

Client's Co-Pay

If your client has a co-pay, enter the co-pay under the client's chart< Client details< Insurance. (Click non pencil icon to open insurance for this client)

Important: Don't enter co-pays under Settings. Co-pays are entered under the chart, insurance section.

To learn how to add a copay review this article.

Client Diagnostic Code/s

Diagnostic codes are entered under Assessment and treatment plan. Once you enter the diagnostic code/s under the assessment, they will automatically carry over to your therapy notes (for example, SOAP, etc.)

If you don't provide assessments in your private practice and you don't wish to write up assessment and treatment plan, you still need to click on Add Assessment and treatment plan under the chart just to enter the diagnostic code under Diagnostic Code field.

Tip: You can build your own assessment template with just one field to bypass writing up the whole assessment. Watch our built-in platform video tutorial under the orange tab "Watch video tutorials" and watch our video under the Documentation category titled "How to document therapy notes."

To learn how to document assessment and treatment plans and enter diagnostic codes, review this article.

Note: If you take health insurance in your practice and you plan to submit claims on TheraPlatform, please read this article reviewing Information Required for Claims

Related Articles:

How to set up private practice

Information required for claims

How to invoice

How to manually create superbills

How to collect payments

How to enter Co-pay

How to submit claims