Terms of Service

How Our Services Work

We help mental health private practices submit and manage commercial insurance claims so you can focus more on clients and less on billing.

This page explains what we do, what you’re responsible for, and how we work together.

What We Handle

We handle the administrative side of commercial insurance billing:

  • Verifying eligibility

  • Performing administrative reviews of medical record documentation for alignment with claim details (e.g., reviewing progress note start and end times to ensure they align with the selected time-based CPT code)

  • Checking claims for missing or incomplete billing information and flagging issues for clinician review

  • Submitting insurance claims biweekly (every other week)

  • Following up on denied or rejected claims

  • Resubmitting corrected claims

  • Appeals for claim-related denials (but not denials requiring clinical review or justification of diagnosis, treatment, etc.)

  • Posting insurance payments as needed

  • Sending monthly summaries of claim activity

We are not involved in clinical care or treatment decisions.

What You (The Provider) Handle

You remain responsible for the following:

  • Clinical documentation

  • Diagnoses and CPT code decisions

  • Medical necessity decisions

  • Clearly communicating when you need eligibility verification

  • Setting up and maintaining your EHR/PMS or billing system

  • Following insurance and licensing rules

  • Denials or appeals requiring clinical review or justification of diagnosis, treatment, etc.

How Claim Review Works

Before submitting claims, we follow one of two claim submission workflows based on your preference, selected during onboarding.

Full Review
We verify that key billing details are complete and consistent before submission:

  • A completed progress note exists

  • Required claim fields are present (date of service, place of service, applicable telehealth details, CPT codes, ICD-10 diagnosis codes, etc.)

  • Claim information aligns with documentation

If something is missing or inconsistent, we will reach out before submitting.

Standard Timed Submission
For practices that prefer greater documentation privacy, you may choose a timed submission workflow instead.

In this workflow, you remain responsible for ensuring claim details match your clinical documentation, and we submit claims biweekly according to your selected timeline after each date of service.

During billing operations, SteadyStream Billing verifies required billing details visible within your practice management system, such as date of service, place of service, telehealth designation, CPT code, and diagnosis code.

Under this workflow, the provider is solely responsible for confirming that these details accurately reflect the corresponding progress note.

SteadyStream Billing does not review progress note details under Standard Timed Submission. However, if obvious discrepancies or missing required claim elements are identified during billing operations, we may request clarification before submission.

This flexibility allows you to choose the balance of administrative oversight, privacy, and workflow efficiency that best fits your practice.

Important HIPAA Note

We follow HIPAA rules as a billing partner (called a Business Associate).

That means we

  • only use patient information for billing purposes;

  • protect all health information appropriately;

  • follow strict privacy and security rules; and

  • report any privacy incidents as required by law.

We never use patient information for anything outside of billing.

Billing and Payment

We charge a monthly fee based on your average monthly claim volume, which is agreed upon in writing before services begin.

Invoices are sent monthly (on the 1st of each month) and are due within 30 days unless otherwise arranged.

If payment is overdue, services may be paused after notice until the account is resolved.

Insurance Payment Disclaimer

We help submit and manage claims, but we cannot control insurance companies.

We do not guarantee the following:

  • That claims will be approved

  • How much will be reimbursed

  • How quickly payments will arrive

Insurance companies make all final payment decisions.

Ending Services

Either of us can end services with 30 days’ notice.

We may also pause or end services sooner if

  • Payment is not received within 30 days of invoice due date and you have made no attempts to communicate or resolve the issue

  • There are compliance or legal concerns

  • Continuing would create risk or disruption

Any outstanding invoices remain due.

Working Together

Our goal is to make insurance billing more predictable and less stressful. We rely on accurate information and timely communication to keep claims moving smoothly.

More detailed terms and conditions are included in the Independent Contractor Agreement/Business Associate Agreement signed prior to services beginning and are available upon request.

Contact Us