Timed based services (Timed CPT codes)

TheraPlatform allows you to enter both timed and untimed services (CPT codes) and this article will explain how to add timed services and how to add time in and time out (start time and finish time).

Once you enter the timed service, our system will automatically calculate the billable units and update billed amount on the invoice and claim. The number of units are based on the time in and time out entered. This will save you time as you only need to enter timed service as one unit and TheraPlatform will do the rest for you.

Note: If you are not sure if the service you provide is timed based, please reach out to the health insurance. 

Important: There are 2 main steps you need to take in order to be able to enter start and finish time for timed based services: 1) Add timed services (timed CPT codes) under Settings 2) Schedule timed service on the calendar. Below you'll find directions for both steps.

Here are directions on how to add Timed based services:

Step 1: Click on Settings< Billing.

Step 2: Click on Add Service.

Step 3: The pop up box will pull- enter the title of the service under description (e.g. Therapy).

Step 4: If you wish this service to be a default service (this means :this service will show as the first on the list of services when you schedule), leave the box checked in blue next to Default. If not, un-check this box).

Step 5: Enter your rate per 1 unit (e.g. $100).

Note: 1 unit represents 15 min and you do not not need to add the same service with different unit numbers. Always enter 1 unit as our system will automatically update the number of units and $ amount based on the time in and out you entered on the scheduled meeting on the calendar.

Step 6: Enter the CPT code and fill out the other fields if necessary (e.g. Modifier and  line note- if required by insurance).

Step 7: Optionally, you can assign this code to the provider type (e.g. counselor) so only this provider type will see this service, when the provider schedules. This is useful if you have multidisciplinary practice and many services.

Step 8: Optionally, you can assign this service to location (e.g. office, telehealth, etc.) and therapy type (e.g. individual, group, etc.). This is useful if you have many services and want to filter them by therapy type and location when scheduling. 

Sep 9: Click on Save changes.

Note: After you add your timed code under Settings, you can go to the calendar and schedule session. Once your session is over,  you can add time in and out (start and end time with client) and our system will automatically update your invoice with units.

Here are directions on how to enter time in and and time out - aka start and finish time (time you spent with your client):

Step 1: Click on the Schedule and on the calendar find the client and appointment you wish to enter the time in and time out to calculate the actual therapy time with your client.

Step 2: Click on that scheduled appointment and on the pop up box, click on the blue icon representing a graph.

Step 3: Click on Add Time Record.

Step 4: Enter the time in and out (e.g. 9: 00 am to 9:30 am). Please pay close attention to am and pm when entering your time.

Step 5: Verify that you entered the correct time and if yes, close the pop up box. If you made a mistake, click on the edit to make corrections.

Note: When the invoice is created manually or automatically, our system will update the invoice according to the entered time in and time out. In the above example, the time in was 9:00 am and time out was 9:30 am (30 min total).  When the invoice will be created for this service, our system will automatically update the invoice to reflect time in and out. In this example, the system will update the units to 2 (since 30 min was spent with a client) and will update the billed amount to reflect 2 units. For example, if 1 unit is worth $50, the system will automatically update the billed amount to $100. This will show on the invoice, superbill and claim.

Our system uses the 8 minute rule to calculate total time of therapy. Please refer to the table below.

Important: Please note that in order for our system to calculate the billable units, one must enter the time in and out for Timed based services. If you do not enter the time in and out, the invoice will always show 1 unit. This only applies to timed services.

If you need to update the time in and out (e.g. you made a mistake), please make sure to edit time in and out before invoice creation.

If you already created the invoice but need to edit the time in and out, you would need to remove the service from the invoice first to update your time in and out. Below are directions how:

Step 1: Open the invoice, click on the red trash icon, next to the service.

Step 2: Save changes and close the invoice.

Step 3: Go to the calendar and find the appointment for that service and click on it.

Step 4. On the pop up box, click on the graph icon and find your entered time and in and out and click on the edit button.

Step 5: Edit the time (please pay close attention to time you are entering in terms of am and pm).

Step 6: Close the pop up box and re-add the timed service to the invoice. Here are a few workflows: 

•        From the calendar: Click on the scheduled appointment that needs the updated invoice-               and  at the pop up box, click on Add invoice. Review the invoice to make sure that the units          and billed amount got updated.
•      From the client's chart: Click on billing- Invoices- Find the invoice that needs to be updated          and open it by clicking on the blue view button next to it. On the invoice, click on Add item-          select the service and save changes. Verify that the units and billable amount is correct.
•    From To Do:  Click on To do- then on Uninvoiced Sessions- next click on the blue box view,           next the the meeting that needs to be updated- on the pop up box, click on Add invoice -             then click on View invoice to review the invoice. 

When you enter time in and time out for timed service, we follow the 8 minute rule to calculate the billable units and billed amount.

Below is a table with the 8 Minute Rule that we follow. The billable units will be automatically calculated by our system based on your time in and out. For example, if you enter time in - 9:00 am and time out 9:35 am, our system will automatically calculate the billable units for you on the invoice. In this example, we would show 2 units on the invoice. 

Important: Please do not enter other then 1 unit when adding services under Settings- Billing- Services under Units field. You only need to enter 1 unit and our system will do the rest. 

Time Delivered	Billable Units
Less than 8 minutes	0
8-22 minutes	1
23-37 minutes	2
38-52 minutes	3
53-67 minutes	4
68-82 minutes	5
83-97 minutess	6

P.S. Entering the start and fish time on the calendar will not update your notes so if you need to document start and finish time on your notes (e.g therapy notes, progress notes, SOAP, assessment, evaluation and treatment) plan, edit your note templates first and add the time fields with titles "start time or time in" and end time. You can edit any note templates under Settings< Notes< Select the type of note (e.g. progress note) then find your template and click on the green edit button.