Therabill

What Is Therabill?

Therabill is a cloud-based practice management and billing platform designed to primarily facilitate workflows of behavioral health specialists, mental health professionals, and speech-language pathologists. It combines scheduling, documentation, patient billing, claims management, and provider portals in a centralized system to support both clinical and administrative operations.

Acquired by WebPT in 2015, the platform is built around patient visits, allowing information captured during scheduling to carry through documentation and billing without requiring staff to recreate the same appointment across multiple systems.

This approach helps reduce duplicate data entry and keeps patient and billing information consistent throughout the care and reimbursement process.

What Is Therabill Used For?

The software’s electronic claims submission feature simplifies claim processing. It allows practices to submit HIPAA-compliant EDI claims to multiple government payers and insurance companies without maintaining a separate clearinghouse account or paying per-claim fees.

For solo speech-language pathologists and small mental health practices that work with multiple payers, it provides a single claim-submission workflow. Before claims are submitted, the system checks for common errors and identifies any issues within one to two days, helping staff resolve problems earlier in the claims process. For payers that still require paper claims, Therabill also generates CMS-1500 forms automatically, reducing the need to prepare them manually.

How Much Does Therabill Cost?

Therabill’s starting price is estimated at $149/provider/month with a one-time setup fee of $199. Actual costs may vary based on each practice's size, requirements, and configuration. No free trial or free plan is available.

In addition to the base subscription, the following add-on fees apply to members who are invoiced directly by Therabill:

• Storage (/month): $25.19/GB for additional storage (beyond 2 GB)
• Client portal: $6.30/month
• Client intake: $0.32/intake
• Fax: $0.12/page
• Phone reminder: $0.32/reminder
• SMS text reminders: $0.12/reminder

Request a personalized Therabill cost quote for your practice today.

Disclaimer: The pricing is subject to change.

Therabill Integrations

Therabill software supports integration with the following third-party platforms:

• Google Calendar
• Jopari clearinghouse

How Does Therabill Work?

Follow the steps outlined below to get started with the software:

• Log in to the software using your credentials
• Schedule and manage patient appointments through an integrated calendar
• Document patient sessions and clinically code visits using customizable templates
• Electronically submit HIPAA-compliant EDI claims through the software
• Track revenue cycle performance in real-time with custom and automated reports
• Create and send patient invoices and statements in balance or ledger formats
• Access provider portals to view, edit, and save patient information securely
• Send out automated email, text, and voice message reminders to reduce patient no-shows

You can also schedule a free Therabill demo to see how these steps come together in a live walkthrough of the platform.

Who Is Therabill For?

Therabill is built for solo clinicians, small group practices, and multi-location organizations. It is suitable to meet the workflow requirements of the following providers:

• Speech-language pathologists (SLPs)
• Occupational therapists (OTs)
• Physical therapists (PTs)
• Mental health professionals
• Behavioral health specialists
• Rehab therapy practices

Therabill Use Cases

Based on our analysis of user reviews and Therabill's current capabilities, we have identified key scenarios where this software is a good fit:

Solo Practitioners Replacing Manual Billing Workflows

Therabill is well suited for solo clinicians who spend significant time managing billing and administrative work alongside patient care. By bringing scheduling, documentation, and billing into a single workflow, it reduces the need to switch between multiple systems during the workday. The platform has been described as one where scheduling, documentation, and billing "all happens together" in one interface. For clinicians who often complete billing after hours, this can help reduce hours spent on administrative workload.

Practices With High Claim Denial Rates

Practices that regularly spend time correcting rejected or incomplete claims may find Therabill a good fit because it identifies common claim errors before submission and flags many issues within one to two days. This gives billing staff the opportunity to resolve problems earlier instead of addressing them later in the reimbursement process. Claims were also described as "filled automatically correct," helping lower the amount of manual review required before submission.

Multi-Provider Practices Needing Shared Scheduling and Billing Visibility 

Therabill can be used by practices with multiple providers that need greater visibility across schedules and billing activities while maintaining role-based access. Office managers can oversee provider calendars and administrative workflows from one place instead of maintaining separate records for each clinician. At the same time, providers can access only the schedules and information relevant to their role through the provider portal. 

Behavioral Health Practices Needing Customizable Documentation 

Therabill is a good fit for behavioral health and mental health practices that rely on documentation tailored to their clinical workflows. Instead of using predefined forms, providers can create and modify their own templates to match specialty-specific documentation requirements. "Creating custom templates and ease of daily documentation" has been highlighted as a notable capability by users, making the platform particularly suitable for practices that track patient goals and progress over multiple visits. 

Therabill User Sentiment 

Therabill Features

Therabill by WebPT offers a wide range of features, including:

Electronic Remittance Advice

The software simplifies payment posting, whether done manually or via electronic remittance advice (ERA). Insurance payments can be received through ERA and posted automatically when remittance information is available, reducing the need for manual payment entry. Therapists can also access a single-session payment entry form to enter copays during patient visits, while unassigned patient payments can be recorded and applied to a specific session later. This helps reduce the time spent matching insurance payments to individual patient visits. 

Scheduling 

The feature enables front-office staff to manage appointments through a drag-and-drop calendar that displays schedules for individual providers or the entire practice. The calendar also supports non-patient events such as staff meetings, blocked time, and equipment bookings. It syncs with Google Calendar and connects directly to documentation and billing, allowing staff to access appointment-related information from one place. This reduces the need to update or compare appointment information across multiple systems when schedules change. 

Documentation

Therapists can access a range of documentation templates with customizable field types, including narratives, goal sets, and goal progression trackers, allowing them to tailor notes to their clinical workflows. The software enables users to create, complete, and electronically sign notes directly from the scheduler, electronically submit them to payers for reimbursement, add addenda, and fax documentation to any US fax line. Since documentation is linked to scheduled appointments, patient records and billing information remain connected throughout the workflow. 

Custom And Automated Reports

Therabill billing software offers built-in custom and automated reports to oversee the practice's financial health. These reports cover claim aging, session balances, and payment details by client, deposit date, or check number, enabling comprehensive data analysis. Users can also review payment and adjustment breakdowns for each session, including insurance and client payments. Practices can also create custom client, scheduling, or payment reports using the built-in report designer, giving them access to day-to-day practice and financial data without relying on external spreadsheets for routine reporting. 

Provider Portal 

This feature allows patients to securely log in, view their bills, make payments, and manage their accounts online. Staff also access the system through individual portal accounts, where they can view, update, and save information based on their assigned permissions. The portal is secure and provides a convenient way for patients to access their information anytime. Administrators can control which sections of the system each staff member can access, and the platform records access sessions involving protected health information to support user access management and compliance requirements. It also helps reduce administrative workload by giving staff a centralized place to manage billing, payments, and account information online.

Supplementary Features 

In addition to its core features, Therabill includes several capabilities that support practice administration, billing, and day-to-day clinical workflows.

Patient Invoicing

Therabill offers the flexibility to choose between balance statements or ledger statements for patient invoices. Statements can be generated individually or in batches, depending on the practice's billing workflow. Behavioral health specialists can also personalize patient invoices with their practice's logo. Moreover, the software’s client statement settings allow users to decide what information appears on their statements. Batch generation can help reduce the time spent preparing patient invoices, particularly during billing cycles with a high volume of statements. 

Appointment Reminders 

Automated appointment reminders can be sent by email, text message, voice message, or a combination of these methods. They are managed directly through the scheduling system. This reduces the amount of time staff spend sending reminders manually and supports a more consistent reminder process. 

Credit Card Processing 

The integrated payment gateway allows practices to post credit card payments directly to patient accounts. Card information can be entered manually or through a USB card reader, and payment data is stored on a PCI-compliant server. Patients can also pay outstanding balances through the patient portal. This keeps payment collection and patient account updates within the same system, reducing the need to reconcile transactions across separate payment tools. 

Is Therabill Right For You?

If you run a therapy or mental health practice and are searching for an integrated solution for billing, documentation, and practice management, Therabill might be the right choice. This platform allows users to effortlessly manage scheduling, revenue cycle management, patient payments, and more from a web-based platform that can be accessed from Mac, Windows, tablets, and major web browsers without installing software. 

The software simplifies a practice's administrative workflows, with scheduling, documentation, and billing connected through a single workflow, which could allow clinicians to focus more on their patients. It also helps strengthen patient relationships through secure messaging and record sharing via provider portals. Individual staff accounts, role-based access controls, and access logs for protected health information also support secure day-to-day system access. 

As a WebPT company, Therabill integrates easily with WebPT's EMR system. This integration allows clients to access documentation through WebPT while handling billing through Therabill. Moreover, it is HIPAA-compliant, using 256-bit SSL encryption and nightly data backups to help protect patient information. The platform also supports practices ranging from solo providers to multi-location organizations through unlimited non-provider logins and configurable user permissions. 

Still doubtful if Therabill is the right fit for your practice? Call (315) 215-3447, and we will help you weigh it against the alternatives.