Current Provider Resources

Found on this page: important updates, company stances, payroll, frequently used forms, office hours, who to contact with questions, employment status options, free CEUs, billing FAQ, Therapy Notes FAQ, and general CP FAQ.

If you still have questions, please email Casey at CaseyKenny@CounselingProfessionalsPLLC.com


🏡 Changed addresses recently? See below General FAQ for next steps. It is very important to update your address with CP for tax purposes.

📲❗ Best Practices Regarding Scams/Phishing (coming soon)

Payment Information at CP

scroll down to learn more about w2 (employee) vs 1099 (contract)


Office Hour Change Request

Cary Request Form Current Office Hours/Layout Website

North Raleigh Request Form Current Office Hours/Layout Website

Downtown Raleigh Request Form Current Office Hours/Layout Website

Durham Main (suite 120) Request Form Current Office Hours/Layout Website

Durham Extension (suite 170) Request Form Current Office Hours/Layout Website

walk through video on how to request hours found here

Who to contact when I have questions about....

BILLING?

RESOURCES AT CP?

To name a few: free CEUs, Raleigh Founded, Consultation Groups, and MeetUp Groups.

CEU program at CP Timea at TimeaLeach@CounselingProfessionalsPLLC.com

Raleigh Founded Sam at SamSimon@CounselingProfessionalsPLLC.com

CP Consultation Groups Casey at CaseyKenny@CounselingProfessionalsPLLC.com

CP "MeetUp" Groups Mark at MarkBertelsen@CounselingProfessionalsPLLC.com


REFERALS?

Christine at ChristineWilson@CounselingProfessionalsPLLC.com

OFFICES?

Updating your office space Emily at EmilyJerome@CounselingProfessionalsPLLC.com

Other inquiries: contact your office lead (contacts found here)

THERAPY NOTES?

(see below FAQ section for CP providers' previous inquiries and answers)

Online Resource

https://support.therapynotes.com/

Email Contact

support@therapynotes.com

Immediate Support

(215) 658-4550 Practice Code: CounselingProsPLLC

x2 General Support

x3 Credit Card Services

x4 Payer Enrollments

x5 ePrescribe

x6 Spanish

If you found information you think could be helpful to other CP providers, please consider emailing CaseyKenny@CounselingProfessionalsPLLC.com so all providers can benefit.

GROWING AT CP?

Counseling Professionals wants to work with you and help you grow as a provider. There are oportunities to run groups, present on a topic of interest to the public, and creating content using the VoiceBox. See more info below!

Running a Psychoed/Process Group Casey at Caseykenny@CounselingProfessionalsPLLC.com

Creating a Presentation for the Public Sam at SamSimon@CounselingProfessionalsPLLC.com

Creating a Psychoed video using the Voice Box CJ Leach at CJLeach@CounselingProfessionalsPLLC.com


for more information see our Career Pathways and Groups Sheet

Employment (w2) versus Contract (1099) Positions


Click here for a rundown by CJ.


1099 Contractor: A provider who operates under a contract to render services to the community for Counseling Professionals PLLC for a limited term and continues monthly, unless otherwise stated in writing, who seek to operate independently, manage and execute expenses, financial record, and tax withholdings individually, and manage their case load within general company guidelines required of medical, board, and industry regulations and only represents the company in image, but not in business operations.

- Termed Employment

- Separate Financial Entity

- Limited Company Representation

- Service to Company Specific

- Commission Based with No Residuals


W2 Provider: A provider who operates in alignment with the overall mission of the company in perpetuity with the intent of growing Counseling Professionals PLLC in mission, community impact, economic presence, and operations including the trained specialty areas of training, projects for growth of the company, represents themselves as an individual in medical care, but the company in community involvement where directed and is responsible for the growth and development of business operations in the long term.

- Long Term Commitment to Growth and Development

- Financial Inclusion in Company Planning

- Broader Company Representation

- Services Included in Growth Opportunities in Scope

- Commission Base with Residuals for Content

-Some benefits include (as of 11/16/22)

  1. two free confidential sessions with a money coach

  2. one free 30min attorney consultation and mediation session

  3. each year a 25% discount on continued financial coaching, legal representation, and mediation

  4. creation of legal documents (such as Will, Power of Attorney, advance directive, or lease) using simple, customizable electronic forms

  5. discounts on personal income tax preparation

  6. online financial stress assessment and financial calculators

  7. self-directed online learning modules on credit, debt, and budgeting

  8. legal library of hundreds of articles on topics like immigration, bankruptcy, divorce, custody arrangements, and more

  9. EAP services


How do I qualify for w2 employment? see below FAQ-General

Free CEUs at Counseling Professionals

Qualifications

Counseling Professionals PLLC is providing free CE's only through the below clearinghouse to providers who either have the following:

1) Any provider hired prior to 12/31/2020 will be grandfathered into CE Access

2) Has gross revenue to the company of over $1,000

3) New hires will be given access for 12 months and are requested to complete 2 CE per week until fully Onboarded. When generating 1,000 in revenue per month, provider may keep the access at no cost. Providers will lose access after 12 months if unable to generate 1,000 in revenue per month.


How to Sign Up

CP pays access for CEU per provider, and access to the program depends on what type of license you have. Therefore, please email Timea if you would like access at TimeaLeach@CounselingProfessionalsPLLC.com and indicate the following information according to your license:

1. You would like to sign up for ContinuEd if you are an LCSW/A

2. You would like to sign up for CE4Less if you are an LCMHC/A

Timea will then set up your access and an email will be sent to you from the CEs you signed up with to be able to create a login for yourself.


Additional Notes:

- 1099 Contractors are requested to do 2 CE's per month.

- W2 Employees are required to do 2 CE's per month on average per year.

- No outside Continuing Education is financially covered by CP.

- Outside Continuing Educations may be requested if part of a larger revenue generating project

- Counseling Professionals PLLC is NOT responsible for keeping track of your Continuing Education hours

- Counseling Professionals PLLC is working on a report of CE's to be included in your online profile, marketing materials, and in networking with community partners

- W2 employees are required to report their hours when that report is developed and published

- Any issues with the Continuing Education system is to be addressed with the CE you signed up with and not Counseling Professionals staff. (contact ContinuEd if you are an LCSW/A ... contact CE4Less if you are an LCMHC/A)


Feedback about the CE’s system or general questions can be sent to TimeaLeach@CounselingProfessionalsPLLC.com

Employee Assistance Program (EAP) Information

Important to know:

  • EAP stands for employeement assistance program.

  • With EAP sessions, you have a set number of times you can see the client (4-10 times)

  • We have a time allotment from the EAP Company (3 months to 6 months to use the EAP sessions)

  • Payments range between $40 to $60 a session, but is a good way to build a caseload as people stay past the end of the EAP


How to bill:

  • Let billing know that client is using EAP

  • (in development, Getting the documentation, Reporting the completion of sessions to billing to submit for reimbursement)

After EAP runs out:

  • If you plan to see client after EAP sessions run out, either set up private pay amount or collect their main insurance info. share client's main insurance information with billing to ensure a smooth transition from EAP to insurance.

Stepping Away from CP

Still have questions?

See our FAQ pages below

FAQ - General

(Page still in development)

How do I inform CP of a recent address change?

  • It is very important to update your address with CP in a timely manner for tax purposes. This is a very easy process, but will depend if you've had contract/i99 or employee/w2 status this tax year. See below

    • I was a contract/i99 provider this tax year: update address in TherapyNotes and your Square account.

    • I was an employee/w2 provider this tax year: update address in TherapyNotes and with Insperity.

    • I switched statuses this tax year (ex: you were contact/i99 provider, and bumped up to employee/w2 status): update all three...Therapy Notes, Square, and Insperity.


What should I do if I want to take time off/vacation?

  • CP wants you to prioritize your mental health! Before taking time off...

1) when possible, inform your clients well before you take time off.

2) set a blackout on your therapy notes calendar. To do so, go to make a "session" and select "vacation/black out period." This stops clients from being able to schedule sessions on their portal when you are away.

3) set your Outlook to Out of Office with an Automated response (example below) that includes your dates away, emergency resources, and other CP resources. If you are away for more than one week, ask a fellow provider at CP to act as a back up for general questions. If gone for more than 3 weeks, mark that you are not taking new clients.

  • To set an automated message go to settings -> view all outlook settings -> automatic replies.

  • An example:

Hello,

Thank you for your email. I will be out of office ____ - ____ and will respond to your email as soon as I can when I return. If you are experiencing a mental health crisis please call 911 or go to your nearest emergency room. If you have an urgent billing concern, please contact our billing team at director@counselingprofessionalspllc.com. For all other questions please contact Casey Kenny at CaseyKenny@CounselingProfessionalsPLLC.com.


What qualifies me to switch from 1099 to w2 employment status?

W2 Offerings are only available on the following conditions and will not be offered again for the period of 1 year from the previous offer unless one of the Bonofied Occupational Qualifications changes and qualifies the provider for a different position based on skill and performance for additional offering.

  1. completed the onboarding training

  2. showed reliable services to clients, community, and company for 6 months

  3. achieved an average of at least $5,000 in Revenue received per month over 3 months (~17-23 sessions per week)

  4. pledged to operate within the social equity objectives of the company as medical provider and completed social competency training or consultation to qualify to represent Counseling Professionals PLLC in the community

  5. license and qualifications to practice are in good standing

  6. accepted financial shift in compensation fitting the position offered

  7. notified CJ and CJ approved any other employment

  8. agreed to work with Insperity for employment benefits and HR development

  9. accepted one of the three positions offered based on performance in the employment choice form within 30 days of offer to start the preceding month (see below)


Once I am a w2 provider, what type of w2 provider statuses are there?

  • Provider: Average of 5,000.00 in Revenue received per month over 3 months (~17 to 23 sessions/wk)

  • Senior Associate Provider: Average of 7,000.00 in Revenue received per month over 3 months (~25 to 29 sessions/wk

  • Senior Provider: Average of 9,000.00 in Revenue received per month over 3 months (~32 to 37 sessions/wk)


How do a transfer a client?

  • Two things to keep in mind are- 1) Release of Information (ROI) and 2) smooth transition for the client.

  • Release of information can be found here.

    • if you are transferring your client to another CP provider, you do not need client to sign ROI

    • if you are transferring to a provider outside of CP, you do need client to sign ROI

  • Consider the following best practices help aid the the client during the transition

    • discuss client needs and which internal or external provider may be a good fit

    • discuss client's growth in therapy with you thus far

    • discuss client's feelings about leaving the therapeutic relationship with you, and entering into a new therapeutic relationship


How do I print at the CP offices?

  • Click here for instructions.


I got a notice from Berxi (professional liability insurance), what should I do next?

  • You should also receive an email form Perxi stating your professional liability insurance will auto renew, to logon, and reset your password. At this point, download your policy for your records, and email it to CJ, so he can update your CAQH profile.


What are Counseling Professionals Best Practices?


How can I access the employee handbook?

  • Independent Contractor Status? Click here.

  • Employee Status with Insperity (our HR)? Employee Handbook provided through Insperity Upon Employment. Contact Sara at Sara.megeed@gmail.com


What is our fax number?

  • 919-573-0438


Does CP pay for CEUs or supervision?

  • While CP does not currently pay for supervision, you can take advantage of our CEU program (see above) and CP offers 2 free peer consult groups (contact Casey at CaseyKenny@CounselingProfessionalsPLLC.com if interested in joining).


My name changed, how do I update everything?

I got fully licensed/have a new credentialing (yay!), how do I update everything?

When do I need to get an Release of Information (ROI)?


Still have questions? Contact Casey at CaseyKenny@CounselingProfessionalsPLLC.com

FAQ- Billing

How do I update client's Credit Card?

  • see below


What are the differences between the "Billing" tab and "Billing Settings" tab?

Billing

  • You can see client balances, credits, and payment histories.

  • No action needed from you on this page.

  • If you have any questions about the balance or how to read the payment histories email Taylor at director@counselingprofessionalspllc.com.

Billing Settings

  • Here you can see Billing Comments, client insurance info (including copay/coinsurance/deductible), saved credit cards, and the listed responsible person for payments.

  • Only actions to take on this page: Billing Comments and Credit Card information. DO NOT UPDATE ANYTHING ELSE...the rest is to be updated by an and Taylor.

Billing Comments

  • These comments help you, our billing team, and our TherapyNotes liaison keep track of important client updates and their billing preferences.

  • You can update: your client's preferred payment schedule, discounted rates for session(s), debt payment plans, etc. Still email Jan and Taylor these updates.

  • How To:

    1. Include date

    2. Write brief message

    3. End with your "[your initials], provider"

^Still email Jan and Taylor these updates.*

Insurance

  • This is where you can see the most current insurance we have on file for the client, copays, coinsurances, deductibles, etc.

Saved Credit/Debit Cards

  • This is where you can see the most current card(s) on file we have.

  • How to manually update:

    1. click bar

    2. enter card button

    3. save

    4. add any comments (ex: client's mother's card, use this to pay off debt, etc)


What session code should I use for EAP (employee assistance program) sessions?

  • For all sessions (INCLUDING INTAKES!), instead of using the default 99307 Individual session code, change it to the EAP 99404 code.

  • With EAP sessions, you have a set number of times you can see the client (4-10 times)

  • We have a time allotment from the EAP Company (3 months to 6 months to use the EAP sessions)

  • Payments range between $40 to $60 a session, but is a good way to build a caseload as people stay past the end of the EAP

  • (still in development: Getting the documentation, Reporting the completion of sessions to billing to submit for reimbursement, Setting up future sessions)


What are the current up to date insurance pay rates? (and how long does it take to be credentialed?)

BCBS $100 to $170 (2 weeks to 1 month to have a provider added to our group credentialing)

MedCost $100 to $120 (1 to 2 months to add to our group credentialing)

Cigna $60 to $100 (1 to 2 months to get individually credentialed) (No Associate Levels)

VA Medicare $150-$180 (2 weeks to get individually credentialed)

Aetna $80 to $110 (2 to 6 months group or independent credentialing)

Beacon (Aetna EAP) $75 (2 months group credentialing)

Ambetter $80 to $110 (2 to 6 months group or independent credentialing)


How do I create a client's billing statement?

You can go to:

  1. Patient Record

  2. Billing Tab

  3. On the left lower side, click Create Statement

  4. Select your date range

  5. Download Statement

  6. Click on the downloaded document to open and save to your computer


How do I create a superbill?

You can go to:

  1. Billing Settings

  2. Click on Create Superbill

  3. Select one of the invoices and then it will create a superbill with all the information that the client needs to submit a claim.


Why are my clients are seeing a balance on the portal, even when the session has not gone through insurance yet?

  • This is happening when there is no billing information setup. It automatically defaults to insurance rates and with no insurance on file or nothing in the copay category, it will show the client they owe the full balance. If a session is had before that is updated, they will see the full balance on their portal.

  • The fix:

  • If you get billing information a few days before the session and send it to Jan and Taylor to update, you are fine.

  • If the client fills in their insurance information, but we do not have their copay or deductible amount, you will want to ask Taylor to get that and let the client know we are researching their coverage.

  • If the client does not set up their information before the session or gives you the insurance information during the session or after the session, let them know to ignore the billed amount until we get it set up on our end.

  • The sooner we get the right billing information set up, the issue goes away, so if a client has an issue, check in with Jan and Taylor and let the client know to ignore anything until we have a chance to investigate.


Still have questions? Contact Casey at CaseyKenny@CounselingProfessionalsPLLC.com

FAQ- Therapy Notes

How do a set up a client who is a minor in Therapy Notes?

  • There are two options based on your preference and clinical need. Regardless, the documents that need to be filled out stay the same.

    • Option 1

  • Put the minor in as the client under their birthday, but all the contact information for the parent taking point in filling in all the documents.

  • You would then seen the client as a 90837 after intake, even if the parents are in the room

  • Pros: better pay, focus on the child as the client

  • Cons: If you meet with the parents without the client, you get into a weird coding area.

  • Option 2

  • Put the primary parent in the system under their birthday and keep all of the contact information the insurance holder

  • You would then see the client as family with patient 90847

  • Pros: you can see parents and still bill insurance, easier in divorce situations

  • Cons: 90847 pays less, notes are approached more in line with family dynamics


Why does another provider's treatment plan show up on the progress note entry page?

  • This can happen when you see a client for one type of therapy, and another provider for a different type of therapy. (ex: you see them for individual therapy, and another sees them for couples counseling) As of now, the way that TherapyNotes will function with multiple clinicians and Treatment Plans is as follows:

  • When you go into make your first note, the diagnosis and objectives will be pulled from the other provider's treatment plan (as the other provider saw them first, and diagnosis and objectives are automatically pulled from previous notes). Notes you write after this, will pull information from your treatment plan.

  • Other info: if the other provider makes a new treatment plan or updates the old: ONLY the new objectives will populate in Clin B's progress notes. Diagnosis changes will not pull over.


I am starting with a transfer client (from another CP provider), do I have to do another intake?

  • Yes! Create an intake session (code 90791, unless EAP, then use code 99404).


I see on my to do list a suggestion to terminate a client, what should I do?

  • As this is just a suggestion, it is up to the provider on what to do next, but here are some ideas based on some common situations.

(1) if the client schedules randomly throughout the year- ignore it and exit out everytime it pops up.

(2) temporary termination- create a termination note and including termination is temporary where the client is able to return to counseling with the provider when the client is ready and that no referrals to other internal or external providers are needed at this time...also note reason for temporary termination

(3) client graduates from therapy- create basic termination note and note you discussed plans to return to therapy if needed in the future

(4) client and therapist are ending the therapeutic relationship for other reasons- create termination note with reason (counselor leaving, no longer best clinical fit, client requested another therapist, etc.) with options for future counseling you discussed with client including two referrals to other providers.

(5) other- reach out to the client and check in to see if they would like to schedule or if (1) through (4) need to be implemented.

I lost my device I use for 2 factor authentication log in, what should I do next?

  • Let CJ know and he will temporarily disable your 2FA. NOTE: you must use 2FA for your next log in on TherapyNotes.




Still have questions or have feedback about this page?

Contact Casey at CaseyKenny@CounselingProfessionalsPLLC.com

Old TheraNest Forms and Training

  1. Theranest/Medical Record System Setup

  2. Using Theranest

    1. Client Side Theranest

      1. Video that clients get from Email Generator (7:58 minutes)

    2. 24 Hours Before Session Theranest Check

    3. Before Session Preparation and Checklist

    4. Day Sheet for Billing

    5. Notes and Billing After the Session

      1. EAP (Employee Assistance Program) Note- For EAPS - Sessions Form needs to be filled and after completion of all sessions or when the client terms. Payments needs to be made to Counseling Professionals with the companies EIN (Tax Number)