What a mental health billing & superbill coordinator does
A mental health billing and superbill coordinator processes session claims and out-of-network superbills for the practice's clients. They submit claims through SimplePractice, TheraNest, or TherapyNotes integrations, track payments, work denials and rejections, and generate the monthly superbills that out-of-network clients submit for reimbursement to their insurance.
They also reconcile EFT payments, post adjustments, and handle client billing questions with the discretion behavioral health requires.
A mental health billing coordinator is a remote staff member who keeps both insurance billing clean and out-of-network superbills accurate - a critical workflow for therapy practices that operate fee-for-service or hybrid models.
Why Mental Health practices choose Staffing For Doctors
- Dedicated, full-time billing & superbill coordinator, not a shared pool
- Mental Health-specific training on the EHRs and payers you use
- HIPAA compliant with signed BAA and secure devices
- Onboarded in 48 hours, with a dedicated Customer Success Manager
- Starts at $14/hour, no setup fees, no benefits overhead
Other mental health roles we staff
Build a complete remote team for your mental health practice.
Front Desk / Medical Receptionist
A mental health virtual front desk runs the inbound phone, voicemail, and portal traffic of a therapy or psychiatry practice with the warmth and discretion behavioral health calls require - including crisis triage protocols approved by the practice. They book intakes, ongoing sessions, and med-checks in the right slot length, manage the cancellation waitlist, and handle new client inquiries.
Learn moreInsurance Verification Specialist (MH/SUD Carve-Outs)
A mental health insurance verification specialist runs eligibility 48–72 hours before every intake and re-verifies annually for ongoing clients. They handle the unique behavioral health carve-out landscape - Optum, Magellan, Carelon, Beacon, Quest BH, ComPsych - confirming session limits, copays, deductibles, telehealth coverage, and any prior auth requirements for higher levels of care.
Learn moreIntake Coordinator
A mental health intake coordinator is the first warm voice a new client hears when they reach out for therapy or psychiatry. They screen the inquiry against the practice's accepted concerns and modalities, verify behavioral health benefits (including carve-outs like Optum, Magellan, Carelon, and Beacon), match the client to the right provider, schedule the first session, send intake paperwork, and follow up if the client doesn't respond.
Learn moreMeasurement-Based Care Outreach Specialist
A mental health measurement-based care outreach specialist sends structured outcome measures (PHQ-9, GAD-7, PCL-5, AUDIT, Y-BOCS, ACE) to clients on the cadence the practice and payer require, scores the responses, flags clinically significant changes for the provider, and documents the results in SimplePractice, TheraNest, or TherapyNotes.
Learn moreMedication Refill Coordinator (Psychiatry)
A psychiatric medication refill coordinator manages the daily flow of refill requests for psychiatric medications - SSRIs, SNRIs, mood stabilizers, atypicals, stimulants, benzodiazepines, naltrexone, and Suboxone. They check the EHR for active prescriptions, last visit date, last labs (lithium levels, AIMS, EKG), PDMP queries where required, and refill protocols, then route to the prescriber for one-click approval - or schedule the patient for a needed med-check visit.
Learn moreMental Health Virtual Assistant
A mental health virtual assistant is a dedicated remote staff member who runs the daily admin workload of a therapy or psychiatry practice - scheduling intakes, recurring weekly sessions, medication management visits, and group sessions inside SimplePractice, TheraNest, TherapyNotes, or AdvancedMD Behavioral. They route portal and phone messages, manage refill requests, coordinate measurement-based care outreach (PHQ-9, GAD-7), and protect the patient's privacy at every touch.
Learn moreWhat $14/hr really buys
What $14/hr includes by default
Other vendors quote a lower hourly rate, then bill these as add-ons. At Staffing For Doctors, the four things that actually drive clinical accuracy and accountability are bundled into the same $14/hr.
US-based account management
Every account has a US-based Customer Success Manager who owns escalations, weekly check-ins, and QA review — not a shared offshore inbox.
Specialty-matched pods
Your VA is trained inside a pod built around your specialty's EHR, payer mix, and workflows across 55+ specialties — not a generalist pulled from a healthcare queue.
Weekly QA scoring with client dashboard
Every placement is scored weekly against an accuracy and turnaround rubric, and you see those scores live in your dashboard — not a monthly summary email.
HIPAA infrastructure included
BAA, audited devices, AES-256 encryption, MFA, role-based access, and audit logs are part of every engagement at no extra charge — not a compliance package billed on top.
Frequently asked questions
About hiring a mental health billing & superbill coordinator from Staffing For Doctors.