How to use this

This page does not claim CareVixis is the best mental health billing company, and you should be wary of any page that claims that about itself. What it offers is a set of questions that make two companies comparable, which is the actual problem when you are choosing.

Ask all twelve of everyone on your list. The pattern in the answers usually tells you more than any single answer does.

Money: four questions

  1. What is the percentage charged on? Gross charges billed, total collections, insurance collections only, or net collections after defined adjustments. This changes the bill more than the rate does. The basis question in full.
  2. Are patient payments in the basis? Copays, coinsurance, deductibles and self-pay, each named specifically, including money the practice collects at the front desk.
  3. What else is billed? Monthly fees, per-provider fees, per-claim fees, minimums, setup, pass-through costs like paper statements.
  4. How is existing accounts receivable handled? Balances created before the relationship started are different work and should be priced as such, explicitly.

Scope: three questions

  1. Where does your responsibility start and stop? Eligibility, authorization, coding, submission, rejections, denials, appeals, posting, patient statements, collections. Get a line for each, including the ones that stay with the practice.
  2. Who works denials, and what is the standard? Not "we work all denials", which everyone says. Who specifically, on what timeline, and what happens to one that is not resolved on the first attempt.
  3. Do I have to change systems? And if not, what do you need from the system I have, and how does it reach you?

Accountability: three questions

  1. How do I find out where a claim stands without asking? And if the answer is a dashboard, whose dashboard, and does it exist for a practice on my setup or only on yours.
  2. Who do I talk to when something is wrong? A named person, a team, or a ticket queue. All three are workable; not knowing which it is, is not.
  3. What do you report, and how often? Ask to see a real report, with the identifying details removed. A sample report answers this question better than any description of one.

Exit: two questions, and they matter most

  1. What is the notice period, and what are the terms? Month to month, an annual term, an auto-renewal, a termination fee.
  2. If I leave, what comes back to me, in what format, and how fast? Claim data, remittance data, patient balances, the work in progress at the moment of departure.

Ask the exit questions first if you only ask two. A company confident in the relationship answers them easily. A practice that cannot retrieve its own billing data has not outsourced billing, it has surrendered it.

Reading the answers

Three patterns are worth noticing.

A vague answer to a precise question is an answer. "We handle all of that" to question five means the boundary has not been defined, and it will be defined later, during a disagreement.

Unwillingness to put it in writing is an answer. Everything above should survive being written down.

Published figures without a source are an answer too. A company that quotes you a clean claim rate or a recovery rate should be able to say what it measured, over what period, across which practices. CareVixis publishes no denial rate, recovery rate or resolution time, and says so on the VixisTrace™ page, because it does not have data it could stand behind.

How CareVixis answers them

Set out plainly, so it can be compared.

Money. Core revenue cycle management is 6% of insurance collections. Nothing on patient payments: copays, deductibles, coinsurance and self-pay are never charged. The ladder is 6% of insurance collections for revenue cycle management, 7% with VixisConnect™, 8% with VixisConnect™ and VixisGrowth™. Keeping the EHR you already have carries no monthly software fee from CareVixis. There are no hourly rates. Legacy accounts receivable is 10% of what is actually recovered, charged on recovery and never on the balance handed over. Paper statements are $1.75 each, passed through at cost.

Scope and accountability. The standard is that denials are worked the day they arrive. Claim status is answered against the adopted standard transactions rather than by guesswork: ASC X12N 276/277 for claim status, 835 for remittance advice.1 The commitment is the accountability answer: where it is, what happened, what we did, who owns it, what happens next.

Exit. Month to month, no long-term agreement and no minimum.

Whether that is the right answer set for your practice is your judgement to make, which is the point of asking everyone the same twelve questions.

Sources

  1. CMS, Adopted Standards and Operating Rules, Administrative Simplification. The federally adopted standards include ASC X12N 837 for health care claims, ASC X12N 835 for health care payment and remittance advice, ASC X12N 276/277 for claim status request and response, and ASC X12N 270/271 for eligibility and benefits. Accessed 26 September 2026. Source

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