To receive a payout for an appointment, you must submit an invoice containing reviewed and verified appointment details. You have 14 days to submit an invoice, but we recommend submitting an appointment's notes and invoice within 24 hours to ensure accuracy and timely reimbursement.
Key Takeaways
You must complete the setup of your Stripe account to receive payouts.
Clients are not charged unless you submit an invoice.
You have 14 days to submit an invoice.
When submitting an invoice associated with a Grow Telehealth session, select a CPT code that aligns with the recorded session length. An error will occur if the timeframe tracked by Grow Telehealth does not match the selected code. Learn how to resolve CPT code errors here.
Before you begin
🏦 Payout Details: Ensure your account is connected to Stripe so that the payout associated with the invoice can be deposited into your account.
🗓️ Payout Timing: Insurance claim payouts are guaranteed and typically take 14 - 21 days to process, whereas cash payments take about 7 days. To learn more about payouts, review this FAQ. To check the status of a payout, follow these steps.
⏱️ Client Timing: Clients are not charged until their provider initiates the claim and billing process by submitting an invoice. The 14-day invoice submission policy ensures clients are billed promptly and are not subject to unexpected charges.
💳 Session Cost: Please review this guide if this is a cash-pay client.
Invoice submission policies
⏰ IMPORTANT: Grow Therapy has a 14-day invoice submission policy.
Invoice expiration timelines
Every day at 3:15 AM EST, all invoices that are 14+ days old will expire.
For example, if an appointment is held any time on August 1st, the invoice will expire early on August 15th, at 3:15 am EST.
Invoice submission deadlines
Invoices submitted after Thursday at 7 PM ET will be processed in the next payout cycle. For example, an invoice submitted at 6:30 PM ET on Thursday will be included in the upcoming cycle, but one submitted after 7 PM ET will not.
Preselected note templates
Grow's streamlined notes and billing experience are designed to reduce cognitive load and eliminate billing uncertainty. The system automatically preselects the correct note template (initial assessment or progress note) based on whether your client is new or established, and surfaces recommended CPT codes based on billing attributes.
Recommended CPT codes, therapists
Attribute-based CPT code suggestions
The Grow Therapy billing system surfaces recommended codes based on the following attributes:
New versus established client status
Session duration
Provider credentials and specialties
However, therapists can override the automation and choose any clinically appropriate CPT code. The system is designed to offer guidance but not replace clinical judgment. To manually select a CPT code, choose the drop-down menu in the 'Session type' section of the invoice and click view all codes if needed.
Guided prescriber billing
A clear, structured workflow will now guide you to the correct CPT code based on time with Medical Decision Making (MDM). The CPT code will automatically generate for you, allowing you to focus less on billing decisions and more on clinical work.
Key details and functionality of guided billing for prescribers:
Smart Detection: The system identifies new versus established patients and displays only relevant codes.
Service Type Selection: Select whether psychotherapy was provided, which influences billing options.
Guided Assessment: For MDM-based billing, select answers from simple dropdowns for Problem complexity, Data review, and Risk level.
Automatic Calculation: The system applies the CMS "2 of 3" rule to determine the overall MDM level and recommends suitable codes.
Validation Checks: Built-in safeguards prevent common errors before invoice submission.
More information about this functionality, including a walkthrough video, can be found here.
Submit an invoice
To submit an invoice:
First, make sure you're logged into your provider portal.
Next, navigate to Appointments via the sidebar menu and toggle to list view.
In the "Appointments" dashboard, select the Unsubmitted tab. This tab displays appointments that have occurred but lack an associated invoice for payout.
From the Unsubmitted tab, locate the desired appointment for invoicing and select the Submit invoice button under the "Actions" column.
Complete the documentation in each note section, making sure all required fields are filled out for the selected note type. Confirm the session and invoice details, such as the client location, session type, diagnosis, visit price, expected payout, and other relevant information.
Once completed, select the Sign and Submit button.
🌟 TIP: If you received a session type or time error while confirming the invoice details, check out this guide to learn why it occurred and how to resolve it.
If needed, you can amend the invoice notes within 24 hours of submission. Learn more about note modifications here.
Review invoice status
After submitting an invoice, you'll receive a confirmation message. You can then review the invoice or appointment in the Past tab of your Appointments dashboard. The invoice status will be displayed as "Submitted," along with the expected payout amount and date. For more information on provider payouts, see this article.
Troubleshooting
For more information on invoice troubleshooting, please reference these additional guides: