Frequently Asked Questions
Medical Billing
What medical billing services do you offer, and how much do they cost?
We offer comprehensive medical billing services to help your practice operate efficiently and get paid accurately. Our services are billed at 6–8% of your collected reimbursement, depending on your practice size and specialty. Our billing services include: ✅ Claim scrubbing to catch errors before submission ✅ Electronic claim submission to all major insurance payers ✅ Internal audits to ensure accurate billing and maximize reimbursement ✅ Coding education and support to improve documentation ✅ Denial management and reprocessing of rejected claims ✅ Support during insurance audits to protect your practice We also offer insurance credentialing services, but only for active billing clients. This helps us maintain the highest level of support and follow-through during payer enrollment. If you're looking for a billing team that understands the needs of psychiatric and therapy practices, we’re here to help.
Do you work with out-of-network providers or cash-pay practices?
Yes! We work with both out-of-network providers and cash-pay practices. For out-of-network providers, we can help: Submit claims to insurance companies on behalf of your patients (if you're offering courtesy billing) Generate Superbills for patients to submit on their own Track out-of-network payments and assist with denial management when applicable For cash-pay practices, we can: Provide professional invoices and statements for patient records Offer guidance on setting up fee schedules and financial policies Support you in transitioning to insurance billing if you choose to credential later Whether you're insurance-based or private pay, we help you stay organized, compliant, and focused on patient care.
What happens if a claim is denied? Do you reprocess it?
Yes, we handle denied claims as part of our standard billing service. If a claim is denied, our team will: Review the denial reason Correct any errors or missing information Resubmit or appeal the claim when appropriate Communicate with the insurance company to resolve the issue We also keep you informed of common denial patterns and provide guidance to help prevent future issues. Our goal is to maximize your reimbursement and reduce lost revenue due to claim errors or payer delays.
What EHRs or clearinghouses do you work with?
We can work with any EHR (Electronic Health Record) system or clearinghouse that your practice prefers. Our billing team is flexible and experienced with a wide range of platforms commonly used in mental health and medical practices. That said, we do have a preferred partnership with Tebra (formerly Kareo + PatientPop), one of the most widely used EHRs in outpatient care. Because of this partnership, we are able to offer substantial discounts on Tebra subscriptions to our billing clients. Whether you’re already set up with your own system or are looking for recommendations, we’re happy to support your workflow and help you find the right tools for your practice.
Can you help me get credentialed with insurance panels if I’m not billing with you?
We only offer credentialing services to clients who sign a minimum one-year billing agreement with us. Credentialing is a complex and ongoing process—not just a one-time application. It includes initial enrollment, recredentialing, payer follow-ups, and maintaining updated records, all of which require continued support. By working with us long-term, we can ensure you stay credentialed and compliant without interruptions in reimbursement. Our goal is to build lasting relationships with our clients so we can provide reliable, responsive service throughout every stage of your practice.
Collaborative Physicians
Why do I have to pay for my collaborating physician when I don’t have any patients or insurance credentialing yet?
The collaborative agreement is not based on your patient volume or billing status. Once the agreement is signed, the physician is required to be available to you at all times—even if you haven’t started seeing patients yet or are still waiting on insurance credentialing. This means the physician is on-call for supervision, available to answer clinical questions, review charts if needed, and meet any state requirements related to your collaboration. You are paying for the availability and commitment of the physician, not just their time spent responding to active cases. It’s similar to paying rent on an office space—you pay for access, whether or not you use it every day. In addition, for legal and liability reasons, we do not allow NPs to use the physician’s name, credentials, or license number on any applications or materials unless there is a signed, active, and paid agreement in place. This protects the physician from unauthorized use of their information and ensures we remain in compliance with state laws and professional standards. Starting the agreement early gives you peace of mind that your collaboration is secured, compliant, and ready when your first patient or insurance approval arrives.
Why do I have two invoices for my Collaborating Physician?
Invoices are sent on the 8th of the current month (due on the 15th of the current month) for the next month’s supervision. This is because the Collaborating Provider must be paid in full before the month begins, just like paying rent before you move into an apartment. This helps guarantee the Collaborating Provider is available and committed to your supervision. Your billing starts from the supervision start date, which is also called the "effective date" in the contract. If you choose to start supervision in the middle of a month, you will receive two invoices at the beginning: One for the current (partial) month One for the next full month This allows us to follow the policy of full prepayment before supervision begins. If you have questions about the start date, please let us know before signing.
Can the physician prescribe medications to my patients?
No, the collaborating physician does not prescribe medications to your patients under the standard collaboration agreement. They are not involved in direct patient care unless a separate consultation agreement is established where the physician becomes a treating provider. 🔒 Exception: Some states—such as Texas and Georgia—require the collaborating physician to be actively involved in the prescribing of controlled substances. In these cases, the physician may need to review and sign off on certain prescriptions or participate more directly in clinical oversight. If this type of involvement is required in your state, the physician’s additional time and responsibilities will be reflected in a higher monthly collaboration fee.
Do you offer short-term collaboration options?
We do not offer short-term or month-to-month collaboration contracts, but our agreements are designed to be flexible and responsive to your needs. Each agreement is set to auto-renew yearly, but: You can cancel at any time with 30 days’ notice. The physician must give 90 days’ notice if they need to terminate the agreement, to give you time to find a replacement. 📌 For NPs in transition-to-practice states: If you only need a set number of supervised hours or months (for example, 5 more months to meet your state’s requirement), the agreement can be scheduled to end once that requirement is met. Just let us know your timeline, and we’ll adjust the agreement accordingly. This structure allows for dependable supervision while giving you the flexibility to meet your practice goals and regulatory needs.
If I move to a new state can I keep my same physician?
It depends. You can only keep the same collaborating physician if: -The physician is licensed in your new state, and -They have availability to supervise you in that state Some states—like New York and Ohio—have strict limits on how many Nurse Practitioners one physician can supervise. If your current physician is already at the state’s maximum, they may not be able to continue with you after your move. If that happens, we’ll help you transition smoothly by coordinating with another of our affiliated physician partners licensed in your new state. Our goal is to make the move as seamless as possible, so your practice remains compliant and uninterrupted.
How much notice do I need to give if I want to end the agreement?
You can end your collaboration agreement at any time by giving at least 30 days’ written notice. This gives us time to process the termination and ensures there’s no disruption in supervision or billing. If you're in a transition-to-practice state and nearing completion of your required hours, we can also schedule the agreement to end when your supervision requirement is fulfilled. Please note: Collaborating physicians are required to give 90 days’ notice if they need to end the agreement, to give you time to find a replacement.
Marketing
Do you offer help getting referrals from other providers?
You can end your collaboration agreement at any time by giving at least 30 days’ written notice. This gives us time to process the termination and ensures there’s no disruption in supervision or billing. If you're in a transition-to-practice state and nearing completion of your required hours, we can also schedule the agreement to end when your supervision requirement is fulfilled. Please note: Collaborating physicians are required to give 90 days’ notice if they need to end the agreement, to give you time to find a replacement.
Do you offer direct-to-consumer marketing?
Yes, we can assist with direct-to-consumer (DTC) marketing, however, it’s important to know that social media marketing operates on a “pay-to-play” model. This means that unless you continuously invest in paid ads—and often at increasing rates—your content is unlikely to be shown to potential clients by the platform’s algorithm. Organic (free) reach is very limited, especially for newer or smaller accounts. Because of this, we believe the most effective and cost-efficient strategy for growing your practice is through a strong referral network. Referrals from other healthcare providers—like therapists, primary care doctors, and specialists—are usually more reliable, better-matched, and longer-term than those from social media or ads alone. We recommend using DTC marketing as a support tool, but focusing your energy on building lasting professional relationships in your community and niche.
Do you provide patient referrals?
No, we do not directly provide patient referrals. Federal and state laws—such as the Anti-Kickback Statute and Stark Law—strictly prohibit the exchange of money or services for patient referrals. These laws are in place to protect patients and ensure that referrals are made based on clinical need, not financial arrangements. However, we do help you build long-term referral relationships with other healthcare providers in your area or specialty. Through our marketing services, we: Identify potential referral partners (e.g., therapists, PCPs, clinics) Reach out to them on your behalf Coordinate virtual or in-person introduction meetings Help you maintain those relationships over time Instead of relying on platforms or waiting for clients to find you, we help you create a sustainable referral network based on trust and collaboration.
How is your marketing different from what Headway or Alma provides?
Headway and Alma provide basic profiles and billing support, but they do not actively market your services or build your referral network. Their platforms rely on clients finding you through a shared directory. At DNP Consulting, we take a more proactive and personalized approach: We reach out directly to potential referral partners on your behalf We help you create a strong independent brand so you're not tied to someone else’s platform You keep full control of your caseload, fees, and relationships Our goal is to help you grow a sustainable, independent practice—not just fill a few appointment slots.