Accurate, Compliant & Profitable Physical Therapy Billing Services
Is your physical therapy practice losing revenue due to billing errors, claim denials, or confusing ICD-10 codes? At Mental Health Services, we offer expert Physical Therapy Billing Services tailored for outpatient physical therapy, speech therapy, and occupational therapy providers.
Our goal? To optimize your revenue cycle management, ensure proper reimbursement, and let your team focus on what really matters — exceptional patient care.
Why Choose Our Physical Therapy Billing Services?
We understand the crucial role that accurate documentation, real-time claim submission, and billing compliance play in the success of a physical therapy practice. With our team of certified billing specialists and healthcare professionals, you’ll experience:
- Higher Reimbursement Rates with accurate PT billing units and time-based codes
- Reduced claim denials using best practices and payer-specific billing policies
- Seamless insurance eligibility verification and Medicare billing expertise
- Streamlined payment posting, insurance claims follow-ups, and patient collections
- Customized training to train staff on the latest CPT codes, timed code use, and the KX modifier
Physical Therapy Billing Process
Billing for physical therapy services is complex — especially with Medicare’s 8-minute rule, 15-minute increments, and differentiating between time-based services and service-based units.
Common Time-Based Procedures Include:
- Therapeutic Exercise
- Neuromuscular Re-education
- Manual Therapy
- Gait Training
- Group Therapy (with constant attendance)
We ensure each treatment session is coded properly, maximizing billable units without overstepping payer guidelines.
Our Physical Therapy Billing Services
At Mental Health Services, we provide specialized Physical Therapy Billing Services tailored for clinics, private practices, and healthcare providers. Our goal is to maximize proper reimbursement, reduce claim denials, and ensure every physical therapy service is billed accurately according to payer guidelines, including those of Medicare and Medicaid Services.
Insurance Eligibility Verification
We begin each billing cycle with thorough insurance eligibility verification, confirming the patient’s insurance coverage before any treatment session begins. This critical step prevents costly errors and denials by ensuring coverage for each specific service.
Accurate Coding & Documentation
We ensure accurate documentation and coding using ICD-10 codes, Common CPT Codes, and the standardized Coding System approved by the American Medical Association. This guarantees that every medical claim is clean, compliant, and ready for fast reimbursement.
Time-Based and Service-Based Billing
Our billing experts are fully trained in handling time-based codes, 15-minute increments, and calculating PT billing units accurately in accordance with Medicare’s 8-minute rule. We distinguish between timed code and service-based units, ensuring compliance while maximizing billable units.
Physical Therapy Evaluation Coding
We accurately code every physical therapy evaluation, whether it’s a low-complexity evaluation or more advanced assessment. Based on the patient’s condition, we select the correct evaluation code and ensure proper alignment with the treatment plan.
Real-Time Claim Submission & Clearinghouse Management
We manage claim submission through a certified clearinghouse, providing real-time claim tracking and faster payouts. Our system reduces delays and increases accuracy, ensuring every insurance claim meets the standards of all insurance providers.
Medicare and Medicaid Billing Services
We specialize in compliant Medicare billing for Medicare Part B patients and Medicaid Services. From tracking additional units to applying the correct KX modifier, our team ensures every claim meets the required documentation for optimal Medicare payment.
Full Revenue Cycle Management
Our full-service revenue cycle management includes everything from patient information entry and insurance verification to payment posting and patient collections. We handle every administrative touchpoint in your billing system to improve financial outcomes.
How We Ensure Accuracy in Coding and Documentation
Every claim starts with accurate documentation and coding. Our billing staff uses:
- The latest International Classification of Diseases (ICD-10)
- Common CPT Codes approved by the American Medical Association
- Clear mapping of total treatment time, direct treatment, and minutes of service
We audit treatment plans, track minutes of therapeutic exercise, and ensure the correct evaluation code is assigned — whether for low complexity, moderate, or high evaluations.
Support for All Therapy Services
We don’t just support physical therapists — we’re here for the full spectrum of rehabilitation and therapy providers:
- Speech-Language Pathology
- Occupational Therapists
- Physical Therapist Assistants
- Mental Health & Behavioral Health Integration
We bill for all physical therapy services, including:
- Therapeutic exercise
- Neuromuscular re-education
- Manual therapy
- Gait training
- Group therapy with constant attendance
- Speech Therapy
- Occupational Therapists
We calculate total treatment time, log minutes of therapeutic exercise, and track direct treatment time to ensure compliant and profitable billing.
From therapy plan of care creation to submitting claims, our team handles every aspect of your billing system so you stay compliant and paid.
States We Cover for Physical Therapy Billing Services
At Mental Health Services, we proudly offer Physical Therapy Billing Services across the United States. Whether you're a solo physical therapist, a growing outpatient physical therapy clinic, or a multi-specialty practice with occupational therapists and speech-language pathologists, we’re equipped to handle your billing needs with precision and compliance.
Our experienced billing specialists are familiar with state-specific payer guidelines, Medicare billing regulations, and insurance provider policies in all 50 states. We ensure your practice is always aligned with best practices, accurate use of CPT, and the latest updates from the American Physical Therapy Association and Medicaid Services.
We Serve Healthcare Providers In:
- Alabama
- Alaska
- Arizona
- Arkansas
- California
- Colorado
- Connecticut
- Delaware
- Florida
- Georgia
- Hawaii
- Idaho
- Illinois
- Indiana
- Iowa
- Kansas
- Kentucky
- Louisiana
- Maine
- Maryland
- Massachusetts
- Michigan
- Minnesota
- Mississippi
- Missouri
- Montana
- Nebraska
- Nevada
- New Hampshire
- New Jersey
- New Mexico
- New York
- North Carolina
- North Dakota
- Ohio
- Oklahoma
- Oregon
- Pennsylvania
- Rhode Island
- South Carolina
- South Dakota
- Tennessee
- Texas
- Utah
- Vermont
- Virginia
- Washington
- West Virginia
- Wisconsin
- Wyoming
If your physical therapy practice is located in a state not listed above—don’t worry! Our team is fully trained in state-specific claim submission rules, ICD-10 codes, Medicare’s 8-minute rule, and clearinghouse protocols across the country.
EHRs and Practice Management Systems (PMS) We Integrate With
At Mental Health Services, we understand that efficient physical therapy billing starts with seamless data flow between your EHR (Electronic Health Record) and Practice Management Software (PMS). That’s why we offer full integration with the industry’s leading systems to ensure accurate patient information, streamlined claim submission, and effective revenue cycle management.
Benefits of EHR & PMS Integration include:
- Real-time insurance verification
- Faster claim submission and payment posting
- Accurate tracking of minutes of therapeutic exercise
- Streamlined billing system and compliance with Medicare’s 8-minute rule
- Fewer claim denials through clean data and accurate documentation
- Easy access to medical records and patient information
Whether you're managing physical therapy services, speech therapy, or occupational therapy, our billing team works directly within your existing software environment to minimize disruption and reduce administrative tasks.
We Integrate With the Following EHRs & PMS Platforms:
- Kareo
- SimplePractice
- Fusion Web Clinic
- Athenahealth
- DrChrono
- AdvancedMD
- TherapyNotes
- Practice Fusion
- Office Ally
- eClinicalWorks (eCW)
- NextGen
- ChiroTouch (for chiropractic and rehab-integrated PT)
- Valant (commonly used for mental health + therapy practices)
If you don’t see your system listed — don’t worry. We offer custom integration and manual workflows to match your software, whether you're tracking 15-minute increments, PT billing units, direct treatment minutes, or therapy plan of care documentation.
Frequently Asked Questions
Understanding Physical Therapy Billing
We provide billing support for physical therapy (PT), speech-language pathology (SLP), occupational therapy (OT), and related rehabilitation services. Whether you’re offering therapeutic exercise, neuromuscular re-education, manual therapy, gait training, or group therapy, our billing team ensures every session is coded and submitted in compliance with payer-specific guidelines, including Medicare’s 8-minute rule.
Our certified billing specialists are experts in time-based CPT codes, 15-minute increments, and direct treatment minute tracking. We follow Medicare’s 8-minute rule precisely, auditing each session for total treatment time to maximize billable units without overcoding. This ensures clean claim submission, reduced denials, and optimal reimbursement.
Yes, we integrate seamlessly with popular platforms like Kareo, Fusion Web Clinic, SimplePractice, Athenahealth, AdvancedMD, TherapyNotes, and more. Even if your EHR/PMS is not listed, we offer custom workflows and manual support to ensure smooth billing operations and real-time insurance verification.
We proudly serve all 50 U.S. states, including both urban and rural practices. Our team stays current on state-specific Medicaid policies, commercial insurance rules, and Medicare billing protocols, ensuring compliant billing regardless of your practice’s location.
By combining accurate coding, timely claim submission, insurance eligibility verification, and denial management, we reduce revenue leakage and maximize collections. Our end-to-end revenue cycle management helps clinics see faster payments, fewer denials, and higher reimbursement rates — so you can focus on patient care, not paperwork.
