HW Medical Billing Solutions, LLC

10/27/2026

January 2027 is around the corner! Contact us for a free 30 minute consultation.

Your focus is your patients, let us handle the rest.

🚨🚨🚨

10/22/2026

🚨🚨🚨

10/17/2026

Who can relate?!? 😂🦋

10/16/2026

"A great leader doesn't just show you the path forward—they give you the confidence to walk it and the support to grow along the way. Thank you for making a true difference every single day."

10/15/2026

🗓️ Getting Ahead of the Year-End Rush!
As Q4 kicks into high gear, I know we’re all starting to feel that end-of-year crunch. Between managing client care and prepping for the holidays, admin work can pile up so fast if we aren't careful!

Whether you’re running a solo practice, leading a group, or keeping revenue on track as a medical billing specialist, taking a few proactive steps now will save you so many headaches come January 1st.

Here is the checklist I rely on to make sure everything wraps up smoothly:

👇 1. Review Credentialing & Demographics
* Confirm all practice locations, legal business names, and Tax IDs are completely accurate across your major payers.
* Make sure your provider directories reflect your actual availability and open panel statuses to avoid avoidable rejections.

👇 2. Monitor Benefits & Deductibles
* Friendly reminder—deductibles reset on January 1! It’s a great time to remind clients so they can utilize remaining benefits before the year ends.
* Audit active prior authorizations now to catch anything expiring before December 31. Submitting renewals early prevents coverage gaps!

👇 3. Clean Up Your Clearinghouse & Claims
* Clear out any pending, unbilled, or stuck claims sitting in your software to keep cash flow steady through the holiday closures.
* Keep an eye out for annual CPT code updates and fee schedule adjustments coming down the pipe.

👇 4. Practice Housekeeping & Security
* Send out final patient statements for the year and set clear deadlines for outstanding balances before holiday breaks.
* Take a few minutes to review user access permissions in your EHR and billing platforms (like TherapyNotes) to keep everything secure.

💡 My Quick Tip: Don’t try to tackle this all in the last week of December! Blocking off just a little time each week this month makes the load so much lighter.

How are you feeling about your end-of-year prep? What’s your go-to strategy for surviving Q4 admin work? Drop your tips below—I’d love to hear how you handle it! 👇

10/13/2026

Key Updates to the Proposed CY 2027 CMS Fee Schedule At-a-Glance:

10/10/2026

🌸✨📋 Clinical Documentation & Audit Friendly Guide

⏰ 1. Time Tracking & Midpoint Rules
Quick tip: Required for all timed CPT codes (90832, 90834, 90837, 90839, 90840, G-codes)!

* Exact Start & Stop Times: Pop in the actual clock times (e.g., 10:02 AM – 10:55 AM) ⏱️. Just listing "53 mins" can leave you open to audit hiccups, so exact times are your best friend!
* Code Selection (Midpoint Rule):

* 90832 (30-min session): 16 to 37 minutes ⌛
* 90834 (45-min session): 38 to 52 minutes ⏳
* 90837 (60-min session): 53+ minutes 🕰️
* 90839 (Crisis session): 30 to 74 minutes 🚨
* 90840 (Crisis add-on): Every extra 30 minutes (always paired with 90839!)
* Keep Non-Billable Time Separate: Make sure care coordination, late arrivals, scheduling, or documentation done after the session stay off the clinical session clock 💡.

🧠 2. Medical Necessity & Clinical Focus
Every session note should highlight the wonderful, skilled therapeutic work you’re doing!

* Active Diagnosis: Double-check that your DSM-5-TR / ICD-10 diagnosis aligns with what you saw or discussed today 📝.
* Treatment Plan Connection: Keep the session focused on the client’s main goals 🎯.
* Skilled Interventions: Name the specific tools you used today (like CBT cognitive restructuring, EMDR processing, or DBT distress tolerance) 🛠️.
* Progress & Response: Jot down how the client responded, along with any wins, breakthroughs, or hurdles 📈.
* Keep it Fresh: Avoid copy/pasting old notes! A quick, unique update for today’s visit keeps your charts super clean and individual to your client 🌿.

🌐 3. Modalities, Telehealth & Extra Details
Smooth sailing for remote sessions and special coding!

* Telehealth Essentials (if applicable):

* Right Place of Service selected? (POS 10 for home 🏡 / POS 02 for outside the home 🏢).
* Correct modifiers attached? (95 for video sessions 💻 / 93 or FQ for phone-only 📞).
* Confirmed where your client was located at the start of the call 📍.

* Extended & Crisis Justification:

* For 90837: Add a quick note on why an extended 53+ minute session was needed today 🌿.
* For 90839 / G0560: Clearly document acute distress, high-risk factors, or safety planning steps taken 🛡️.
* Wrapped Up with Your Signature: Signed, sealed, and delivered with your full name, licensure, and date/time ✍️✨.

10/10/2026

10/05/2026

Hey everyone!

If you run a practice or handle mental health billing, you already know that staying ahead of regulatory changes is the only thing standing between smooth claims and a massive headache.

There are several policy, coding, and credentialing updates on the horizon that will directly impact our workflows. Here’s a breakdown of what you need to keep on your radar:

1. The Numbers: Base Cut vs. Work RVU Bumps Headline numbers can be misleading. While CMS proposed a drop in the overall Medicare conversion factor (down ~1.68% to $32.84), it isn't all bad news for mental health. They’ve also proposed work RVU value increases for core psychotherapy codes—like 90834 and 90837.

What does that actually mean? For a lot of standard therapy visits, the RVU boost helps offset or even beat the conversion factor drop.

However, every payer and locality handles this slightly differently, so don't update your fee schedules based on headlines alone—wait until the final fee files drop to crunch your specific numbers.

2. Telemental Health Rules Stay Flexible (For Now)
Good news for virtual care: the rule requiring patients to have an in-person visit within six months of starting telemental health care remains paused through December 31, 2027.

* You can continue seeing Medicare clients at home without that in-person requirement.

* Just make sure your billing team is locked in on Place of Service codes (POS 10 for in-home vs. POS 02 for telehealth outside the home) and proper modifiers (95, or FQ/93 for audio-only). Clean coding here is key to avoiding automated rejections.

3. Credentialing Momentum for Mid-Level Practitioners If you’re hiring or billing for pre-licensed or associate-level clinicians (LPCs, LMFTs, or state equivalents like LPCAs), pay very close attention to payer-specific roster rules. We are seeing commercial and Medicaid payers get much stricter about supervising vs. rendering provider NPI setup. Submitting claims under a supervisor's NPI when the associate isn't properly linked in the payer portal is an easy way to trigger a post-payment audit.

Get those CAQH profiles and enrollment applications updated early!

4. BHI & Crisis Safety Codes Are Unlocking New Revenue
Payers are pushing hard for integrated care. If your clinicians are doing safety planning with high-risk clients or coordinating care with primary medical providers, make sure you're using dedicated codes like:

* G0560 for Crisis Safety Planning (billable in 20-minute increments).

* Behavioral Health Integration (BHI) and Collaborative Care Model (CoCM) codes, which are seeing structural support and RVU adjustments to encourage primary care integration.

5. Tighter Oversight on Remote Monitoring & Tech
If your practice uses Remote Therapeutic Monitoring (RTM) or digital health tools, know that CMS is tightening the reins. Services must be delivered through direct clinical staff to established patients—outsourcing this entirely to third-party tech vendors without direct clinical oversight is going to be a major target for clawbacks.
What should you be doing right now?

1. Audit time documentation: Make sure your clinicians are recording exact start and stop times in their notes for timed therapy codes. "45 minutes" won't cut it in a Medicare audit.

2. Clean up CAQH & PECOS: Check that all rendering providers—especially new or associate clinicians—are correctly enrolled and rostered before they start seeing clients.

3. EHR updates: Run a quick check on your billing software to ensure fee tables, POS rules, and G-codes are correctly mapped ahead of the new year.

How is your practice prepping for these shifts? Drop your thoughts or questions below!