When you attempt to submit an invoice, Grow checks your session details against billing requirements. If any issues are found, the Finish button will be grayed out on the invoicing page, and you'll see a prompt to fix errors before proceeding.
The invoicing workflow checks your session against the following requirements:
Grow automatically populates the "Actual time in session" information by recording the time you and your client were in a Grow telehealth session.
Grow ensures the selected CPT code aligns with the session time frame.
Grow cross-checks the selected CPT code to ensure initial eval CPT codes are not used for established clients to acoid claim denials.
Select View errors to open the "Error Details" panel, which lists all issues at once with specific resolution guidance for each.
CPT code and time-in-session errors
An error will appear if your selected CPT code doesn't match the recorded session duration. For example, selecting 90839+90840 (Psychotherapy for crisis, 75+ min) for a session recorded at 60 minutes will trigger this error:
"The actual time in session does not match the CPT code."
To resolve time-in-session errors:
Select a CPT code that matches your recorded session duration, or update the Actual time in session field to reflect the correct time.
For a full list of time-based CPT codes and their minimum durations, see CPT code selection during invoicing | Therapists or CPT code selection during invoicing | Prescribers.
🛠️ Session time affected by a tech disruption?
If a connection issue shortened the recorded session time, manually update the Actual time in session to reflect the true session length and select the appropriate CPT code. Note the disruption in your appointment notes — this is required in some states and by certain payors.
Example:
"Provider and client experienced a tech disruption during the session and completed the session by phone. The total time spent with the client was 60 minutes, from 12:15 PM to 1:30 PM. The invoice reflects the time spent live with the client."
Duplicate session errors
An error will appear if a client has already been billed for an appointment with a Grow provider on the same date.
"The client has already been billed for an appointment with a Grow provider on this date. Adjust your entry or contact the support team for assistance."
To resolve duplicate session errors:
Review the date and session details for accuracy. Submitting multiple invoices per client per day is not supported. If you believe this is an error, contact Provider Support via the Help Widget in your Provider Portal.
Overlapping session errors
Since providers can only bill for face-to-face time, two sessions cannot share the same billable minute. If your session times overlap with an already submitted invoice, an inline warning will appear directly below the Actual time in session field:
"The actual time in session overlaps with an already submitted invoice."
Select the already submitted invoice link in the error message to view the conflicting invoice and identify the overlap.
To resolve overlapping session errors:
Adjust the recorded session times to ensure there is no overlap. For example, if one session ends at 1:00 PM and the next begins at 1:00 PM, update the start time of the second session to 1:01 PM.
Client type errors
If you select a CPT code intended for a new client for an established one, an inline warning will appear directly below the Session type field before you attempt to submit:
"An initial evaluation has already been billed for this client."
An established client is someone who has already been billed for an initial session with you within the past year.
To resolve client type errors:
Select a CPT code intended for an established client. For more on billing initial sessions, see Billing Best Practices - Initial assessment billing practices.