Setting up expectations for when you hire a biller

Setting Expectations When Hiring A Biller

When you get to a point that you are growing your business and you feel that your business is bursting at the seams, it’s time to get some help! It’s a good problem to have; however, it’s okay to feel scared because now this means you need to trust someone else with part of your private practice. 

I recently decided to accept insurance in my private practice and quickly found out that I needed help. 

Contracting a biller was a decision I needed to make because I began to feel inundated with “extra tasks” that I honestly did not like. The main reason I went into private practice was to create my own schedule, to free up more time to focus on my health, relationships, and long-term goals of scaling my practice. Calling insurance companies to verify benefits and submitting claims was obviously getting in the way of reaching that initial goal. 

The benefits of contracting someone for billing

It has been such a stress relief to know that someone else was able to take care of the insurance billing for me. What helped immensely was setting clear expectations and having it written down in a contract. 

Here are some tips to consider and ask different billers: 

  • What is your turnaround time for insurance benefits?
  • When will claims will be submitted?
  • What is your contracted rate? – For me, it is a percentage of what I get reimbursed, for other billers it may be an hourly rate.
  • Are you open to setting up a time to check in with me to review what is working and what is not working?
  • Will you provide me with a billing report? You can create a list of what you want to see in a billing report.

This list can go on and be much more detailed to fit your practice, but the most important piece is to be sure that they know what you are expecting out of them. 

Helpful tips in making this transition:

  • Speak to fellow colleagues who have grown their own practice. I found my biller by first reaching out to colleagues and seeing who they used for billing purposes. 
  • Check the Next Level Practice Facebook Page for support
  • See how other businesses in different areas of healthcare or service-based industries have grown. You may learn a new way that will set you a part from other local therapists.

I hope this information is helpful for you and best of luck as you continue to grow your practice!

Here are some other helpful articles to help you in this transition:

10 Questions to Ask When Choosing a Biller in Private Practice

How Do I Fill Out an Insurance Claim Form


Priscilla Rodriguez is a Licensed Marriage and Family Therapist who owns a private practice, Modern Wellness Counseling, in San Antonio, TX. She works with couples and individuals who are wanting to enhance their relationships and connections with others. She offers online services and an online relationship class; which couples can learn a multitude of research-based relationship

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