The Challenge

The CPA firm supported over a dozen therapy practices but faced:

• Insurance Payout Chaos: Clients didn’t reconcile what insurance paid vs. billed.
• Payout Errors: Therapist compensation based on sessions was inaccurate.
• No Visibility: Clinic owners lacked insights into top-performing services.

Our Solution

We implemented a healthcare-specific accounting system:

Insurance & Session Tracking

• Reconciled EOBs (explanation of benefits) with therapy notes and billing.
• Synced billing platforms (SimplePractice, TheraNest) with QuickBooks.

Therapist Compensation

• Created automated payout schedules based on CPT codes and sessions completed.
• Delivered profitability by therapist, location, and service.

The Results

After just six months of working with us, the business experienced tangible improvements:

Key Takeaways

• Mental health clinics need insurance payout reconciliation and therapist-level tracking.
• Outsourcing frees CPA firms to focus on advisory.
• Clean data enables better hiring and service pricing.

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