Billing Setup Instructions

Create a billing staff account

In your EHR (SimplePractice, TherapyNotes, Jane, etc.), create a new staff or billing user account for Good Rack LLC. Do not share your personal login.

Set permissions to "Billing Only"

Grant access to billing, claims, and payment records. Restrict access to clinical notes and session content unless required for billing.

Send login credentials securely

Email the login details to [email protected] or share via WhatsApp. Include the EHR name, URL, username, and temporary password.

Confirm session data format

Let us know how you record sessions — superbills, session notes, or direct EHR entry — so we can align our intake process.

List your active insurance panels

Provide a list of all insurers you are currently paneled with (e.g., Aetna, BCBS, Cigna, UHC, Optum, Medicaid). Include your provider ID for each.

Add Good Rack LLC as a delegate

For payer portals you already have access to (Availity, Optum, NaviNet), add Good Rack LLC as a billing delegate or authorized representative.

Share portal credentials

If you cannot add a delegate, share your portal login credentials securely. We will use them only for claim submission and follow-up.

Confirm ERA enrollment

Ensure Electronic Remittance Advice (ERA) is enabled for each payer. If not enrolled, we will assist with ERA setup as part of onboarding.

Agree on session data delivery method

We will confirm with you how session data will be shared — EHR access, weekly superbill uploads, or a shared spreadsheet. We will match your workflow.

Confirm billing codes and modifiers

Share the CPT codes and modifiers you typically use (e.g., 90837, 90834, 90791, telehealth modifier 95 or GT). We will verify these match your payer contracts.

Review your fee schedule

Provide your standard fee schedule so we can verify payer reimbursement rates and flag any underpayments.

Set your claim submission cadence

We submit claims on a rolling basis as session data is received. Let us know if you prefer weekly batch submissions instead.

Confirm your preferred email address

Monthly billing reports and claim updates will be sent to the email address you provided in your intake form. Let us know if you prefer a different address.

Set your communication preference

We default to email for routine updates. If you prefer WhatsApp or phone for urgent matters, let us know and we will note it in your profile.

Schedule your first review call (optional)

We recommend a 15-minute onboarding call after your first month to review your billing report and address any questions. Book via Calendly or email us.