Point-of-Service Collections in Mental Health Private Practices: Necessity and Execution

While point-of-service collection isn’t new to healthcare, many mental health private practices don’t utilize it effectively. By understanding its significance and best practices, you’ll enhance your practice’s financial stability and patient experience.

Can Therapists and Counselors Collect Fees Upfront?

Certainly, therapists and counselors can—and should—collect deductibles, session fees, and other charges upfront. Doing so benefits both your practice and clients. Marrying transparent estimates with upfront payments keeps clients informed about their obligations and streamlines your billing process.

How Prevalent Is Point-of-Service Collection in Mental Health Private Practices?

The inclination to collect payments upfront varies. Practices with a majority of clients using insurance might be less proactive about upfront collection. Yet, around half of the mental health practices have set procedures for point-of-service collections. About 67% either inform the client about the payment a couple of weeks before the session or collect it when scheduling.

Why Point-of-Service Collections Matter for Your Mental Health Practice

As more clients opt for out-of-pocket payments or high-deductible plans, direct collections are becoming the norm. Without a robust upfront collection strategy, chasing payments after sessions becomes a regular chore. Collecting in advance offers multiple advantages for your practice and clients:

• Minimizes Collection Efforts: Every dollar secured upfront saves time and resources later. Streamlined procedures negate the need for repeated bills and chasing late payments.
• Reduces Accounts Receivable Delays: The duration an account stays in accounts receivable indicates your billing department’s efficiency. Upfront payments significantly reduce this time, enhancing your billing operations.
• Lowers Bad Debt and Write-Offs: Upfront payments reduce the chances of unpaid dues. Informing clients about expected costs ensures they’re prepared for the expense, preventing unexpected high bills they can’t manage.

Steps to Initiate Upfront Collection

The healthcare landscape is evolving, with clients increasingly treating it like other services. They seek transparency and dislike surprise bills post-service.

Being transparent with fees is standard in other sectors and adds clarity for everyone. Introducing this in mental health practices may face resistance initially, but adhering to best practices for point-of-service collections can smoothen the transition.

• Understand the Merits of Advance Payment: Emphasize that advance payments don’t deny services to those unable to pay upfront. They can explore financial assistance options. Transparency empowers clients, ensuring they’re well-informed about costs.
• Establish Point-of-Service Best Practices: Aligning everyone in the practice ensures consistency and efficiency. Set targets like checking insurance, ensuring funding mechanisms, and informing clients about costs before service. Ensure clients find the payment process as straightforward as any other service.
• Training: Equip your staff with the skills to handle sensitive financial discussions with empathy. Continuous training ensures they’re comfortable discussing upfront payments, enhancing the overall patient experience.
• Understand Your Data: Proper metrics and data can help you gauge the effectiveness of your upfront collection strategy.

Already Practicing Upfront Collection? Best Methods for Point-of-Service Collections in Mental Health

If you already have an upfront collection system but aren’t achieving desired results, refining your strategy can optimize revenue cycle management. Enhance your point-of-service collection techniques by addressing potential weaknesses.

• Comprehensive Front-Office Training: Equip your staff with the skills to discuss financial responsibilities with clients. Continuous training is key.
• Convenient Payment Options: Offer multiple payment methods, both in-office and online, ensuring clients can easily settle their bills. Be sure to accept financing through Care Credit to help your clients with an affordable repayment plan.
• Leverage Transparent Pricing: With regulations like the No Surprises Act, providing clear estimates is becoming crucial. This clarity can improve client trust and willingness to pay upfront.

Further Actions in Point-of-Service Collections

Initiating a comprehensive point-of-service collection approach might seem daunting. Yet, with changing regulations and client expectations, it’s essential. By emphasizing transparency and efficient collections, you’ll minimize the challenges associated with late payments. Clear policies and goals, comprehensive staff training, data collection, financial counseling, and varied payment options will work together to help your practice achieve success in point-of-service and upfront collections.