TheraBill

The typical implementation process for TheraBill software follows a structured 60-day onboarding agenda, especially for users integrating with WebPT. Here's a detailed breakdown:

TheraBill 8-Week Onboarding Timeline

Week 1–2: Initial Setup

• Onboarding Specialist Introduction: You’ll be contacted via email.
• Provider Payer List Submission: EDI/ERA enrollments are requested for your contracted payers.
• Self-Service Setup: You receive login credentials to begin setting up your account.

• Kick-off Call: A setup validation call is held to discuss onboarding expectations and determine your Go Live date.

Week 2–3: Go Live & Billing Training

• WebPT Integration Activation (if applicable).

• Billing Training: Learn how to submit claims to insurance.

Week 4–6: Payment Processing

• Receiving Payments: Training on handling paper checks and remittance advice.

• Payment Posting: Learn how to post payments and manage secondary billing.

Week 7–8: Revenue Management & Graduation

• Client Statements & Reports: Training on generating patient statements and financial reports.
• Reconciling Charges: Identify patient credits and balances due.

• Graduation: Final review and transition out of onboarding.

Implementation Duration

• Typical Duration: 60 days (8 weeks).
• Flexible Timeline: May be shorter or longer depending on your comfort level, responsiveness, and prior experience.
• Accelerated Options: Available for users with prior TheraBill experience or third-party billers.

TheraBill offers several customization options to accommodate different practice requirements:

• Custom Documentation Templates: Therapists can create and modify SOAP notes, treatment plans, and assessments to suit their clinical style and specialty.

• Custom Reports: Users can generate tailored reports for billing, scheduling, and patient progress tracking.

• Flexible Scheduling: The drag-and-drop calendar allows for recurring appointments and syncing with Google Calendar.

• Multi-location & Multi-provider Support: Ideal for clinics with multiple therapists or locations.

• Insurance Card Labeling: Users can label insurance cards with custom titles to match third-party claim routing.

These features make TheraBill adaptable for solo practitioners, group practices, and multi-location clinics.

TheraBill’s pricing is mostly straightforward, but here are the additional costs to be aware of:

• Monthly Subscription: Starts at $149 per provider per month.

• Setup Fee: A one-time setup cost of $199 is charged when onboarding.

• Storage Limits: Includes 2 GB of attachment storage; additional storage may incur extra fees.

• Support & Training:
  • Unlimited email support is included.
  • Online training and onboarding are part of the package.

  • No mention of extra fees for support unless advanced services are requested.

Importantly, there are:

• No per-claim fees
• No clearinghouse account setup costs

• No long-term contracts or hidden charges

This pricing model is designed to be transparent, though some users have reported dissatisfaction with support quality post-WebPT acquisition

TheraBill provides a comprehensive onboarding and training program designed to help new users get started smoothly:

Training Resources

• Live Online Training: Interactive sessions with onboarding specialists.
• Webinars: Scheduled learning events covering billing, documentation, and integration.
• Help Videos: Step-by-step tutorials on setup, billing, reporting, and more.
• Documentation: Extensive knowledge base articles and guides.

• Building Block Sessions: Specialized sessions to optimize EMR settings and front-office operations.

Support Channels

• Email Support
• Phone Support
• Live Chat
• Help Desk & Ticketing System

• FAQs and Forums

TheraBill also offers 24/7 live support for critical issues, and users are assigned an onboarding specialist during the initial setup phase

TheraBill is designed with strong security protocols to ensure compliance and protect sensitive health information:

Compliance Standards

• HIPAA-Compliant: Ensures protection of patient health information.

• ARRA-Compliant: Meets standards for electronic health records and data handling.

Security Features

• Role-Based Access Control: Each staff member has unique login credentials with customizable access permissions.
• Audit Logs: The system automatically logs all access sessions involving protected health information.
• Secure Patient Portal: Patients can access their data through encrypted channels.
• Data Encryption: All data is encrypted during transmission and storage.

• Automatic Session Logging: Tracks user activity for accountability and breach prevention.

Reported Issues

• Some users have reported security lapses, including accidental data exposure to unauthorized clinics after WebPT’s acquisition. While rare, these incidents highlight the importance of ongoing vigilance and support responsiveness.

TheraBill appears to release updates periodically, though it does not follow a fixed public schedule. Here are the key points:

• Recent Updates Box: The platform includes a “Recent Updates” section that informs users about new features, bug fixes, and enhancements.

• Quick Tip Videos: These are released in sequence and often coincide with feature updates or usability improvements.

• Silent Backend Updates: Many updates are rolled out without requiring user intervention, as the platform is cloud-based.

• User Notification: Updates are typically communicated via the dashboard, help center, or email.

TheraBill’s data policy is governed by WebPT’s privacy and compliance standards. Here are the main points:

Data Ownership

• You own your data: Practices retain ownership of their patient and business data.

• Protected Health Information (PHI): All PHI is handled under HIPAA regulations and WebPT’s Business Associate Agreement.

Data Portability

• Export Options: Users can export reports, billing data, and patient records, though the formats and completeness may vary.
• Data Migration Support: Available during onboarding or when switching platforms, but may incur additional fees.

• Account Termination: Upon ending service, users are expected to download or request their data before access is revoked.

Limitations

• Some users have reported challenges in retrieving complete datasets or delays in data migration during transitions.

TheraBill offers flexible scalability to accommodate changes in practice size or structure:

• Provider Licenses: You can add or remove provider licenses as needed. Only therapists who finalize notes are required to have a license.
• User Accounts: Unlimited user accounts can be created without extra charges, allowing for administrative and support staff access.
• Multi-location Support: The platform supports multiple clinic locations and can be configured accordingly.
• Billing Volume: There are no per-claim fees, so scaling billing operations doesn’t incur additional transactional costs.

• Storage Plans: If you only need to retain data without active billing, a Storage-Only plan is available at $22.68/month.

Scaling is managed through the admin dashboard or by contacting support, and changes can be made without long-term contract restrictions.

TheraBill’s contract terms are designed for monthly flexibility, but there are important conditions:

Renewal

• Auto-renewal: Subscriptions renew monthly via credit card auto-payment.

• No long-term contracts: You can cancel at any time, but must follow the formal cancellation process.

Cancellation

• Formal Request Required: You must email [email protected] with your cancellation date.
• No Retroactive Cancellation: Charges for past months are non-refundable.
• Data Deletion: Upon cancellation, all data is permanently deleted unless you opt for the Storage-Only plan.

• Account Restoration Fee: If you stop paying and later wish to reactivate, you will be required to pay the full balance plus a $30 restoration fee.

Credit Card Issues

• Failed payments result in a $50 fee and potential service termination after 30 days.

TheraBill adheres to several key compliance standards to ensure data protection and regulatory alignment:

• HIPAA Compliance: Ensures secure handling of Protected Health Information (PHI) across all features.

• ARRA Compliance: Meets standards for electronic health records under the American Recovery and Reinvestment Act.

• MIPS Participation: Supports the Merit-Based Incentive Payment System (MIPS) for Medicare providers, including tracking therapy thresholds and modifiers.

• Secure Data Access: Role-based access control, audit logs, and encrypted data transmission are standard features.

These measures make TheraBill suitable for U.S.-based behavioral health providers who need to meet federal healthcare regulations.