Can I Keep TherapyNotes and Hire CareVixis for Billing?

The short answer, and why the question gets asked at all

Yes. Keeping the system your practice already uses is a supported way to work with CareVixis, not a compromise, and it carries no monthly software fee from CareVixis.

The question comes up because a lot of billing arrangements do require a switch, and a practice that has spent years getting its notes, templates and scheduling the way it wants them is being asked to give up something real. That is a reasonable thing to protect.

So the honest framing is not “switch or don’t”. It is: who is accountable for making the billing work, and what has to move for them to do it.

What does not change

• Your clinical documentation. Notes, templates, treatment plans and the way you write them.
• Your scheduling. Same calendar, same reminders, same front-desk routine.
• Your patient-facing experience. Patients see the practice they already see.
• Your clinicians’ daily workflow. The people who chart keep charting the same way. This is the part practices most expect to lose and most often do not.

What does change

Three things, and they are all on the administrative side.

1. Who works the claim after it leaves. Submission, rejections, denials, appeals, posting and A/R follow-up become someone else’s defined job rather than something absorbed between patients.
2. Where the remittance data goes. The payer’s remittance advice, ASC X12N 835, is the record of what was decided and why.¹ Working the claims means having that data. TherapyNotes describes an ERA as a digital version of the paper EOB routed directly into the account.² Making a copy of that available is a supported data import, not a native integration, and nobody is plugging into your chart.
3. Who you ask. Instead of finding out yourself where a claim stands, you ask, and the answer is somebody’s responsibility to have.

Questions to settle before you start

These are worth answering with any billing company, CareVixis included.

• What exactly do you need from my system, and how does it reach you?
• Who does what: what stays with my front desk, and what becomes yours?
• What happens to the claims that are already outstanding when we start?
• How will I know where something stands without asking?
• If I leave, what comes back to me, in what format, and how quickly?

That last one matters more than it sounds. A practice that cannot get its own data back has not outsourced billing, it has surrendered it.

One honest caveat

Keeping your own system means CareVixis does not control the tooling around the claim, so there are things it can improve and things it can only work within. Where a limit is the system’s rather than the process’s, you should be told that plainly rather than told it was fixed.

The TherapyNotes page covers how this works with that system specifically, and the pricing page covers what it costs.

CareVixis is not affiliated with, endorsed by, sponsored by or certified by TherapyNotes. No API integration, native integration, certification or partnership with TherapyNotes is claimed. TherapyNotes is a trademark of its respective owner and is referred to here only to describe how a practice using it works. Uploading a remittance file is a supported data import, not a native integration.

Related reading

• CareVixis and TherapyNotes
• How to read a TherapyNotes ERA
• CareVixis pricing
• Mental health billing and revenue cycle management