The Current Procedural Terminology (CPT) codes offer healthcare providers a uniform language for coding medical services and procedures, increasing accuracy and efficiency.
Why do CPT codes matter?
Accurate billing is crucial for ethical practice. Billing codes are used for services provided either virtually or in person. Therapists cannot bill insurance for phone calls, texting, emails, or care coordination.
The time for CPT codes starts once the client and therapist are communicating synchronously and ends when the client leaves the session. Check out these scenarios if you need clarification on whether you should or can bill a client using a CPT code.
When will I use CPT codes?
When confirming a session and submitting an invoice, the system will suggest a CPT code based on the billing details. This selection gives Grow the information needed to file the claim with insurance, bill the client, and process the payment.
The suggested codes are at the top of the "Session type" drop-down menu, but you can scroll through the complete list of options. An explainer of these codes is available here. If a code isn't on the list, it may not be in our contract with our payors.
Why did I receive an error when selecting a CPT code?
To make the invoicing process quicker while ensuring accuracy, Grow performs two checks regarding CPT selection:
Grow automatically populates the "Actual time in session" information by recording the time you and your client were in the Grow Telehealth session.
Grow ensures the selected CPT code aligns with the session time frame.
An error will occur if the provided timeframe does not match the selected code. For example, the 90837 code selection indicates that a psychotherapy session of 53+ minutes occurred. However, the recorded time from 10:00 AM to 10:30 PM only accounts for 30 minutes of session time with the client.
To resolve this error, select a code that aligns with the recorded session length. If the time recorded by Telehealth and automatically populated in the invoice is incorrect due to connection issues or other outside factors, manually adjust the time and code to match the actual session length and appropriate session type.
🌟TIP: Document the telehealth disruption in the appointment notes, which is required in some states and by some payors. An example note may include:
"Provider and client experienced a tech disruption during the session and completed the session by phone. Session time was 60 minutes total between 12:15 pm and 1:30 pm. The invoice reflects the time spent live with the client."
Time-based codes for therapists
Examples of time-based CPT codes and associated minimum durations for therapists:
CPT Codes, Therapists | Minimum Duration |
90791: Initial Eval/Psych Diagnostic Eval | 16 minutes |
90846: Family or Couples Psychotherapy without Patient Present | 26 minutes |
90847: Family or Couples psychotherapy with the Patient Present | 26 minutes |
90839+90840: Psychotherapy for Crisis, 75+ min | 75 minutes |
CPT code FAQs
Why are certain codes recommended over others?
Grow's billing system analyzes key billing attributes to surface codes with the highest acceptance probability:
Client relationship: New versus established client determines appropriate code categories.
Session characteristics: Duration, type, and clinical details inform recommendations.
Payor requirements: Insurance-specific guidelines influence code suggestions.
Can I still use my preferred codes if they're not recommended?
Yes. The system recommends codes based on the attributes listed above. However, providers may still override the automation and select any clinically appropriate CPT code. The system is designed to provide guidance but not override clinical expertise.
To manually select a CPT code, select the drop-down menu in the "Session type" section of the invoice and select view all codes.
