Help Therapy works diligently to submit your billing in a timely manner so that claims are processed as quickly and efficiently as possible. As you know, at the end of each month, you’ll receive an invoice based on the payments received during that month. You’ll also receive a month-end report outlining the claims submitted on your behalf and the payments that have been processed.
Please keep in mind that insurance companies process claims on varying timelines—some may take as little as three weeks, while others may take six weeks or more. As a result, your monthly report may include payments for dates of service from previous months.
To ensure your invoices accurately reflect what you’ve been paid—and to help us address your claims in a timely manner—we ask that you forward your EOBs to billing@helptherapy.com so we can reconcile your account as efficiently as possible. While our team proactively collects claims payment information from insurance carriers, it’s often quicker and more accurate to receive EOBs directly from you. As an independent practitioner, these documents are typically sent to you, not to Help Therapy.
You can also set up your EOBs to be sent directly to our billing team, which would eliminate the need for you to forward them manually. If you're interested in this option, please reach out to us.
How to Read the Account Activity Report
Patient ID: All patients will have a unique ID reflected here.
Patient Name: Patients Last, First Name
Insurance Company: Patient’s insurance company billed out to
DOS: The date of service for that patient encounter
Code: CPT Code billed for that encounter. If you bill multiple CPT Codes for patients, they will be reflected as different line items
Unit Charge: There is typically a templated unit charge for each CPT Code
Total Charges: Same as the Unit Charge unless there were additional charges added on by the biller. This is what is billed to insurance. Please note, insurance does not pay this total amount. That is why you will see an “Adjustment” which is explained below
Total Payments: The amount you were paid out by the insurance company. This is usually based on your current contract with the insurance company (which is largely based on license).
Adjustment: The amount that was billed to the insurance company minus what you were paid out.** (see note on adjustments below)
- Total Balance: The amount that has NOT been paid out by insurance companies.
Understanding Insurance Adjustments:
You are all independent practitioners - therefore you are independently contracted with different insurance carriers. When you are contracted with a carrier, you agree on a fee schedule for the services that you are going to provide for patients. MOST insurance companies use the Medicare Fee Schedule (how much they will pay for each service) to determine their own fee schedules, but all of them have a different fee schedule. I will not go into the details of fee schedules as insurance companies like to keep them very close to the vest.
That said, when you sign up with an insurance company you agree to a percentage of the fee schedule for your services.
For other insurance companies, your reimbursement rate is determined in your contract. You are bound by this contracted rate. We will always bill out MORE than what is expected in reimbursements, which is why you will see an adjustment amount on your monthly statement.
**If you are waiting on co-pay this may be reflected in the “balance” on the billing sheet even though you have already been paid by the insurance companies. It is always best practice to collect this from patients up front. You will be notified by our schedulers/billing team if the patient has a co-pay that will be owed at the appointment date. Insurance co-pays will be higher for patients that have not yet met their deductible. This is why we offer to hold Medicare billings for you at the beginning of the year if a patient has not met this co-pay.
Additional Monthly Reports (Simple Practice Providers Only)
If you are a provider using Simple Practice, you may receive one or both of the following reports depending on your billing setup.
Note: Help Therapy previously used Tebra exclusively for all providers. As we transition more providers to Simple Practice, these reports will only be sent to those using Simple Practice.
Simple Practice Income Allocation Report
(Sent only to providers enrolled for claim submission in Simple Practice)
This report lists all payments received in Simple Practice during the month, including both insurance and patient payments. It provides a breakdown by client and date of service.
Who receives this report:
Providers who are fully using Simple Practice for scheduling and are enrolled for electronic claim submission through Simple Practice.
Use this report to:
Confirm which sessions were paid
Compare against your monthly invoice
Key columns include:
Client Name
Date of Service
Primary/Secondary Insurance
Total Payment
Amount Allocated to Provider
Simple Practice Unlocked Appointments Report
(Sent to all providers using Simple Practice for scheduling)
This report lists any appointments in Simple Practice that remain unlocked, meaning the progress note has not been finalized. Appointments must be locked to be billed—this applies to all sessions, including no-shows and cancellations.
Who receives this report:
All providers using Simple Practice for scheduling, regardless of whether claims are submitted through Simple Practice or Tebra.
Use this report to:
Ensure all sessions are documented and locked
Support timely claims submission
Keep your caseload compliant and up to date
Key columns include:
Client Name
Date of Service
Appointment Status
Service Code
Note Status (e.g., “Unlocked”)
Help Therapy cannot submit claims for any appointments that remain unlocked. If you receive this report, please review and lock all necessary notes promptly.