To make the invoicing process quicker while ensuring accuracy, Grow performs three checks regarding CPT selection and session time:
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.
Grow cross-checks the selected CPT code to ensure established client sessions are not assigned new CPT codes to avoid claim denials.
Time-in-session errors
An error will occur if the provided timeframe does not match the selected code. For example, the 90837 code selection below indicates that a psychotherapy session of 53+ minutes occurred. However, the recorded time from 12:15 PM to 1:00 PM only accounts for 45 minutes of session time 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 |
Prescriber-specific codes
Add-on codes for prescribers indicate extra time spent on psychotherapy services during a session when provided alongside an Evaluation and Management (E/M) service.
CPT Add-On Codes, Prescribers | Minimum Duration |
90833 | 16-37 minutes |
90836 | 38-52 minutes |
90838 | 53+ minutes |
Prescribers record the time spent with the client on psychotherapy services in the notes portion of documentation and invoicing. If the CPT add-on code doesn't match the documented time from the note, you'll get a time-based error.
To resolve the error, select a code that aligns with the total time spent on psychotherapy services indicated, or return to your note and adjust the time.
How do I resolve the time-in-session errors?
To resolve the time-in-session error:
Select a code that aligns with the recorded session length.
If the time recorded by Telehealth 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.
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. The total time spent with the client was 60 minutes between 12:15 PM and 1:30 PM. The invoice reflects the time spent live with the client."
Overlapping session times
Since providers can only bill for face-to-face time, you cannot have an overlap of a minute allotted to seeing two clients at the same time. An error will occur if Grow Therapy detects overlapping session times between invoices. This can happen when one session ends at the same time another begins, leading to conflict in billable hours.
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 starts at 1:00 PM, modify the start time to 1:01 PM.
Review your submitted invoices to identify and resolve conflicting session times.
CPT codes for established clients
An error will occur if a CPT code intended for a new client is used for an established one. An 'established' client is someone who has already been billed for an initial session with you within the past year. Learn more about billing initial sessions in our Billing Best Practices guide.
To resolve the initial evaluation error:
Select a CPT code intended for an established client.