Billing

Signing Up for PrecisionMind

Article 02

Setting up services and fees

Use Services & Fees to set up reusable private pay services. When a clinician selects one for a patient, PrecisionMind fills in the default fee. The fee can be changed before payment is collected.

In this guide, we'll cover:

Adding a service

Editing a service

Removing a service

Before you begin

Anyone who can view payments can see the Services & Fees list. Only people who can edit payments can add, edit, or remove services.

Note: If you don't see Add service or the row actions, ask a practice administrator to update your access.

Adding a service

To add a service:

From the left menu, select Billing .

Select Services & Fees .

Select Add service .

Enter a unique Service name .

Enter a Default fee greater than $0.

Enter an optional internal Description .

Select Add service .

Editing a service

To edit a service:

Find the service in the table.

Select Edit .

Update the Service name , Default fee , or Description .

Select Save changes .

Note: Changes apply to services created in the future. Charges already created for patients won't change.

Removing a service

To remove a service:

Find the service in the table.

Select the delete icon beside the service.

Confirm the removal.

Important: Removing a service prevents it from being selected for future private pay charges. Existing patient charges won't change.

Manage service facilities

Managing the patient waitlist

View and manage clinical data

Article 03

Using Master Billing

Use Master Billing to review and process insurance claims, private pay services, superbills, and payments. This guide focuses on the workflows available from Unbilled Services .

In this guide, we'll cover:

Opening Master Billing

Reviewing unbilled work

Processing claims

Processing private pay services

Before you begin

Master Billing only shows patients you already have access to.

Note:

If a billing tab is missing, ask a practice administrator to give you access to that area.

To submit claims, you must be able to create claims.

To collect private pay balances, you must be able to create invoices.

To charge a saved card, you must have invoice and Stripe access.

Opening Master Billing

To open Master Billing:

From the left menu, select Billing .

Select Master Billing .

Choose Unbilled Services , Submitted Claims , Super Bills , or Payments .

Reviewing unbilled work

To review unbilled work:

Open Unbilled Services .

Review each patient.

Review each service, payer, and charge.

Correct any row with a missing service charge or diagnosis.

Select the services you want to process.

Select the review button that matches your selection. For insurance claims only, select Review claims . For private pay services only, select Review private-pay services . For a mixed selection, select Review billing .

For insurance claims only, select Review claims .

For private pay services only, select Review private-pay services .

For a mixed selection, select Review billing .

The review drawer is the panel that opens after you select a review option.

Processing claims

To process claims in the review drawer:

Review each claim's readiness status.

For a claim that needs attention, select the pencil icon.

Correct the claim.

Submit claims with Ready status.

Review claims with Warning status before submitting them.

Note: Claims that can't be submitted remain selected so you can correct them.

Processing private pay services

To process private pay services in the review drawer:

Open the Private pay tab.

For each service, choose to charge a saved card, send a payment link, or email an invoice.

Confirm that every service has a positive charge.

Complete the selected collection method for each service.

Note: For a mixed selection, submit the claim items from Claims , then process the patient balances from Private pay .

Setting up services and fees

Reviewing Claim Readiness warnings and blocked claims

Generating Billable Notes

Article 04

Reviewing Claim Readiness warnings and blocked claims

Claim Readiness checks an insurance claim for common completeness and billing issues before submission. Private pay services don't receive a Claim Readiness status.

In this guide, we'll cover:

Understanding readiness statuses

Understanding what Claim Readiness checks

Reviewing selected claims

Understanding which claims can be submitted

Fixing common issues

Understanding readiness statuses

Ready: Required information is present and no warnings were found.

Warning: The claim can be submitted, but something should be reviewed first.

Blocked: The claim can't be submitted until the identified errors are corrected.

Not started: There isn't enough claim information to complete the review, so the claim needs attention.

Important: Ready doesn't guarantee payer acceptance or reimbursement. It means the claim passed PrecisionMind's checks before submission.

Understanding what Claim Readiness checks

Service charges: Missing charges or claim and service totals that don't match

Diagnosis: Missing or incomplete diagnoses and invalid links between services and diagnoses

Patient and insurance: Patient demographics, payer details, and member ID

Provider and facility: Provider identity, National Provider Identifier (NPI), payer, and service facility

Service details: Current Procedural Terminology (CPT) code, units, dates, modifiers, and other service details

Claim details: Place of service, claim frequency, and other required claim information

Billing review: An existing draft superbill, invoice, or payment that conflicts with the claim

Reviewing selected claims

To review selected claims:

From the left menu, select Billing .

Select Master Billing .

Open Unbilled Services .

Select the claims you want to review.

Select Review claims .

Review the issue shown for each claim.

Select the pencil icon for a claim that needs correction.

Correct the claim information.

Save your changes.

Return to Master Billing .

Review the claims again.

Understanding which claims can be submitted

When you submit a batch, PrecisionMind submits claims with Ready or Warning status. Claims with Blocked or Not started status remain selected so you can correct them without rebuilding the batch.

Note: If none of the selected claims can be submitted, the submit action remains unavailable.

Fixing common issues

Enter any missing charges, then make sure the service total matches the claim total.

Add the correct diagnosis.

Connect the diagnosis to the service line.

Complete the patient's insurance and member information.

Add the billing provider, NPI, and service facility.

Add missing CPT, date, unit, or modifier information.

Resolve an existing superbill, invoice, or payment conflict.

Note: If you can't open Unbilled Services or Claims , ask a practice administrator to give you access. You must be able to create claims to submit them.

Understand billing enrollments

Using Master Billing

Article 05

Creating and collecting a private pay service

PrecisionMind uses Private Pay and Cash Pay in different parts of the billing workflow. Both mean that the patient is billed directly instead of the service being submitted to insurance.

In this guide, we'll cover:

Creating a private pay service

Reviewing the service

Collecting payment

Before you begin

Add at least one service in Services & Fees .

Add a billing profile before sending an invoice or payment request.

Complete the applicable Stripe setup to send online payment links or charge saved cards.

Note:

If you don't see Create New Service , ask a practice administrator to give you access to create unbilled services.

If you can create a service but can't change its charge or Current Procedural Terminology (CPT) information, ask for access to edit payments.

Your invoice and Stripe access determine which collection options you see.

Creating the service

To create a private pay service:

Open the patient.

Select Claims .

On Unbilled Services , select Create New Service .

If the patient is insured, select Cash Pay .

In a group practice, select the responsible Clinician .

Choose the Date of Service .

Select an item from Services & Fees .

Review the automatically filled Charge .

Change the Charge if needed.

Select Create service .

Note: Selecting Cash Pay bills an insured patient directly without changing their insurance settings.

Reviewing the service

Before collecting payment:

Select Edit service .

Review the service description.

Review the service amount.

Add an optional five character CPT code to the first line item.

Add any additional line items with their own dates and charges.

Note: A CPT code isn't required to collect payment. To make the service eligible for a patient superbill, add a valid CPT code to the first line item or to at least one additional line item.

Collecting payment

To collect payment:

Select Collect payment .

Select Collect balance .

Choose to charge a saved card, send a payment link, or email an invoice.

Add an optional comment.

Review the invoice items.

Review the Total Payable .

Complete the selected collection method.

Note: The available methods depend on your access, Stripe connection, and whether the patient has a saved card.

Important: Review the service before collection. If you send an outstanding invoice, its billing details are locked until the invoice is voided. After a payment is settled, it can't be edited.

Understanding Dashboard metrics

Reviewing Claim Readiness warnings and blocked claims

Using Master Billing

Article 06

Understand billing enrollments

After your billing profile is ready, create an Enrollment so PrecisionMind can send claims and receive payments through the payer connection.

Enrollment types

PrecisionMind supports three related enrollment processes:

Type

What it is

Who handles it

Credentialing

Verifying your license and qualifications.

You (Directly with Payer)

Payer Enrollment

Registering to be "In-Network."

You (Directly with Payer)

Transaction Enrollment

Connecting PrecisionMind/Stedi to the payer system.

PrecisionMind & Stedi

Important: Complete credentialing and payer enrollment directly with the payer before requesting transaction enrollment through PrecisionMind and Stedi.

Create an enrollment

To create an enrollment:

Search for and select the payer.

Select the Billing Profile that matches your contract with that payer.

Select Submit to send the request to Stedi.

Note: If you use more than one billing profile, choose the one that matches the payer contract.

Add CPT codes and rates

After submitting the enrollment, add the contracted rates PrecisionMind should expect for each service:

CPT Codes: Add each procedure code included in your contract, such as 90837 for a 60-minute therapy session.

Contracted Rates: Enter the amount agreed to during payer enrollment or contracting.

Track enrollment status

DRAFT: You are still editing the request.

STEDI_ACTION_REQUIRED: The request is queued for processing.

PROVISIONING: The request was sent and the payer is reviewing it. This can take 2 to 6 weeks.

PROVIDER_ACTION_REQUIRED: The payer needs a signature or document from you.

LIVE ✅: You can begin submitting claims.

REJECTED ❌: The request failed, usually because information did not match.

Get help

If an enrollment remains in PROVISIONING for more than 4 weeks, or you need help understanding repeated rejections, contact support@PrecisionMind.health .

Set up your billing profile

Article 07

Manage service facilities

Service facilities are the physical or billing locations where you provide services. PrecisionMind includes this information in box 32 of the claim form.

Open service facilities

To view your facilities:

Open Billing .

Select Service Facilities .

The table shows Facility Name, Address, City, State, Facility Type, NPI, and Actions.

Create a service facility

To create a facility:

Select + Create New Service Facility .

Enter the Facility Name, Address, City, ZIP, State, Facility Type, and NPI.

Choose whether to Mark as Default .

Select Create Service Facility .

Use Edit to change an existing facility or Delete to remove it.

Manage form templates

Setting up services and fees

Reviewing Claim Readiness warnings and blocked claims

Creating and managing treatment plans

Article 08

Create, track, and manage claims

Use Claims to create, submit, and track insurance claims for patients.

Review the patient overview

The top section helps you confirm the patient and payment method before billing.

Profile Data: Review the patient's name, date of birth, and contact information.

Payment Method: Choose Insurance or Private Pay .

Insurance Snapshots: Review the member ID and payer name. Select Edit Patient Details to change the address or insurance plan before submitting a claim.

Use the Claims tabs

Unbilled Services

This tab shows services that have been documented but not sent to insurance.

A saved Billable Note creates an unbilled service automatically.

For a visit documented outside PrecisionMind, select + Create New Service and enter the session details.

The table shows Date of Service, Primary Service, Payer Name, Service Charges, and Actions such as Initiate Claim, Edit Draft, and Delete.

Important: Before selecting Initiate Claim , confirm the diagnosis for this session, add any required modifiers such as Modifier 95 for telehealth, and review the service charge. Charges come from the Enrollment Fee Schedule and appear as $0 when rates have not been set.

Submitted Claims

After submission, the service moves to this tab.

Track Claim: Review real-time payer updates.

Status Indicators: See whether the payer marked the claim Accepted , Pending , or Rejected .

Superbills

Use this tab for out-of-network patients who pay you directly and request reimbursement from their insurer.

To create a superbill:

Select a service.

Select + Create Superbill .

Download the PDF to give to the patient.

Payments

This tab tracks payments from payers and patients.

Reconciliation: Compare Service Charge , Insurance Paid , and Patient Paid .

Write-Offs: PrecisionMind calculates write-offs from contracted rates.

Send Invoice: Send an outstanding balance through Stripe. The patient receives it in the PrecisionMind Messaging tab and by email.

Invoice status appears as Sent, Paid, or Overdue.

Create and submit a claim

To create a claim:

Select Billing from the left sidebar.

Open Claims .

Select + Create New Service .

Complete the required information in the window.

Select Initiate Claim .

Review the information populated at the top of the claim form.

Add the appropriate diagnosis or diagnoses with the diagnosis search box.

Review the remaining claim information and enter the payer charge in Charge Amount .

Select Save as Draft .

Open Submitted Claims to track the saved claim.

Note: Diagnosis F codes appear without periods. For example, F41.1 - Generalized Anxiety Disorder appears as F411 - Generalized Anxiety Disorder.

Tip: Select View Details to save the diagnosis to the patient's profile so it populates on future claims.

Reviewing Claim Readiness warnings and blocked claims

Using Master Billing