Mental Health Billing Codes : A Therapist’s Toolkit to Get Paid Right
Understanding Mental Health Billing Codes is important for therapists who want to get paid accurately and on time. Whether you’re just starting to bill insurance or looking to reduce claim denials, having a reliable billing toolkit can make the process much easier.
This guide covers the key codes, forms, templates, and daily workflows every therapist should keep on hand in 2025. With the right tools, even complex billing tasks can become part of a simple, repeatable routine.
Table of Contents
Why Every Therapist Needs a Billing Toolkit
A billing toolkit turns confusing billing requirements into actionable tools. For example, therapists often misapply sit‑in modifiers or pick the wrong duration code. By providing code sheets, templates, and checklists, therapists avoid mistakes. Ultimately this toolkit supports clinical care without wasting time filing claims.
In addition even new therapists can bill with confidence and track their claims precisely. Here are the Therapist Toolkit Essentials for Mental Health Billing Codes.
Therapist's Toolkit for Mental Health Billing Codes 2025
Correct billing is key for faster payments and fewer denials. Knowing the right codes helps therapists stay compliant and focus on client care.
1. Essential CPT Codes for Therapy Sessions
Mental Health Billing Codes for therapy sessions are standardized using Current Procedural Terminology (CPT) codes, which describe the type and length of each session.
Accordingly, therapists must choose the correct code based on how long the session lasted, what type of service was provided, and whether it included crisis intervention or an intake evaluation.
Below is a complete breakdown of the most commonly used CPT codes for outpatient mental health services:
CPT Code Reference Table for Therapy Sessions
| CPT Code | Session Type | Typical Use Case | Duration |
|---|---|---|---|
| 90791 | Psychiatric Diagnostic Evaluation | First intake without medical services | Time-based (no set duration) |
| 90792 | Diagnostic Eval w/ Medical Services | Intake by psychiatrist or prescribing provider | Time-based (no set duration) |
| 90832 | Psychotherapy – Short | Brief therapy session | 16–37 minutes |
| 90834 | Psychotherapy – Standard | Most common therapy duration | 38–52 minutes |
| 90837 | Psychotherapy – Extended | Longer, more in-depth sessions | 53 minutes or more |
| 90839 | Crisis Psychotherapy – Initial | Emergency situations, intense distress | First 60 minutes |
| 90840 | Crisis Add-On | Additional time after first 60 minutes | Each extra 30 minutes |
Key Notes:
Use 90791 or 90792 only for intake or assessment sessions.
Choose 90832, 90834, or 90837 based strictly on time spent in the session — not on intensity.
Use 90839/90840 only if a crisis meets medical necessity requirements and is documented properly.
Always document start and end times to support time-based codes and prevent claim denials.
2. Billing Cheat Sheet Based on Session Length
Choosing the correct CPT code depends on how long the therapy session lasted. Since insurance billing is time-sensitive, using the wrong code — even by a few minutes — can result in claim denials or payment delays.
Therefore, therapists should reference this cheat sheet directly after each session to select the proper billing code.
Accordingly, here is a quick reference table to help you match session time with the appropriate Mental Health Billing Codes:
CPT Billing Code Cheat Sheet by Session Duration
| CPT Code | Description | Use This Code When... |
|---|---|---|
| 90832 (16–37 min) | Short individual psychotherapy | The session is brief and ends before the 38-minute mark |
| 90834 (38–52 min) | Standard individual psychotherapy | Your session is the average therapy length |
| 90837 (53+ min) | Extended individual psychotherapy | You spent nearly a full hour or longer with the client |
| 90839 (Up to 60 min) | Initial crisis therapy | The client presents with an urgent/emergency psychological crisis |
| 90840 (+30 min after 90839) | Add-on code for extended crisis care | You continue crisis intervention beyond the first hour |
‘‘Guessing codes without time is like throwing blind darts.’’
3. An ICD-10 Diagnosis Code List
To submit a clean claim using Mental Health Billing Codes, therapists must pair each CPT code with an accurate ICD-10 diagnosis code. These codes explain the clinical reason for the session and justify the treatment provided. Without the right diagnosis code, even perfectly chosen CPT codes can be denied.
Accordingly, here’s a practical list of the most frequently used ICD-10 codes in mental health therapy. These should be included on every insurance claim alongside your CPT billing codes.
ICD-10 Diagnosis Code Cheat Sheet for Therapists
| ICD-10 Code | Diagnosis | When to Use It |
|---|---|---|
| F32.9 | Major depressive disorder, single episode | Signs of depression, not otherwise specified |
| F33.1 | Major depressive disorder, recurrent | History of past depressive episodes, moderate |
| F41.1 | Generalized anxiety disorder (GAD) | Excessive worry or anxiety most days |
| F43.10 | Post-traumatic stress disorder, unspecified | PTSD symptoms without dissociative symptoms |
| F90.0 | ADHD, inattentive type | ADHD diagnosis without hyperactivity |
4. A Modifier and POS Code Guide
When billing therapy sessions with Mental Health Billing Codes, modifiers and Place of Service (POS) codes clarify how and where the session happened. These small details help insurance companies process claims correctly — and fast.
Accordingly, missing or incorrect use of these codes is a common reason for denied or delayed payments.
Use this guide to quickly decide which modifier and POS combination to apply based on session format.
Modifier & POS Code for Therapists
| Modifier Code | Use Case | What It Means |
|---|---|---|
| 95 | Video-based telehealth | Synchronous, real-time audio + video therapy |
| 93 | Audio-only (telephone) | Synchronous, real-time phone-only therapy |
| GT | Telehealth via interactive audio/video | Older code still used by some payers |
| POS Code | Location Description | When to Use It |
|---|---|---|
| 02 | Telehealth (Not at Home) | Client receives service via telehealth, outside home |
| 10 | Telehealth (Client at Home) | Client is physically located at home during session |
| 11 | In-office therapy | Traditional, in-person session at your office |
5. SOAP & Progress Note Templates
SOAP and progress note templates help therapists support the Mental Health Billing Codes they use by clearly documenting session details. A SOAP note covers what the client says, what the therapist observes, clinical impressions, and the treatment plan.
Progress notes must include session length, symptoms, and interventions to justify CPT codes like 90834 or 90837. Using templates ensures complete, audit-ready records that reduce claim denials. Want to see which codes get billed the most? Don’t miss this breakdown of top top-billed CPT codes therapists used in mental health billing.
6. Superbill and CMS-1500 Form Templates
Superbill and CMS-1500 form templates are must-haves in a therapist’s billing toolkit, allowing for fast, accurate claim preparation using the correct Mental Health Billing Codes. These templates should include key fields such as CPT codes, ICD-10 diagnosis codes, session date and duration, provider credentials (name, NPI, license number), client information, and service charges.
A well-prepared superbill helps clients seek out-of-network reimbursement with minimal confusion, while a completed CMS-1500 form is essential for submitting claims directly to insurance payers. Using standardized, fillable templates ensures every required detail is included, reducing errors, avoiding rejections, and saving time for both therapists and billing teams.
7. A Session Timer or Time Tracker
A session timer or time tracker is a critical part of a therapist’s billing toolkit because CPT codes—like 90832, 90834, and 90837—are time-based and require precise documentation.
Therapists must record the exact start and end times of each session to choose the correct Mental Health Billing Codes and avoid claim rejections.
This can be done using built-in timers in EHR systems, mobile apps, or simple spreadsheets. Recording session length immediately after each appointment ensures billing accuracy, supports time-based documentation during audits, and helps therapists avoid underbilling or overcoding errors.
8. Billing Flow Template for Daily Practice
This daily billing checklist keeps your claims accurate, organized, and ready for fast reimbursement. Each step supports the correct use of Mental Health Billing Codes and reduces costly errors.
Verify Insurance Eligibility
Before the session, confirm that the client’s insurance plan covers mental health services. Check for copay amounts, deductible status, in-network coverage, session limits, and telehealth eligibility. Use payer portals like Availity or your EHR system to verify instantly.
Document Session Note (SOAP or DAP)
Immediately after the session, write a SOAP or DAP note to support the service provided. Include the client’s symptoms, observed behaviors, interventions used, progress made, and your plan for ongoing treatment. These notes justify the the Mental Health Billing Codes and CPT codes you’ll use when billing, ensuring the session is documented clearly and meets insurance requirements.
Track Session Length
Accurately record the start and end time of the session. CPT codes like 90832, 90834, and 90837 are time-based, so even a few minutes can change the billing code. Use an EHR timer, stopwatch, or manual log to track exact duration.
Select CPT and ICD-10 Codes
Choose the correct CPT code based on time and session type (e.g., 90834 for a 45-minute therapy session). Then pair it with a matching ICD-10 diagnosis code (e.g., F41.1 for anxiety). This pairing justifies medical necessity and helps avoid denials.
Add Modifier and POS if Needed
If the session was done via video or phone, include the appropriate modifier:
95 for video
93 for phone
Then add the correct POS (Place of Service) code
10 for telehealth at home
11 for in-office
This gives payers the full picture of how the session was delivered.
Submit Claim or Generate Superbill
If you’re billing insurance directly, submit the CMS-1500 claim form through your EHR or a clearinghouse. If you’re out-of-network, provide the client with a completed superbill so they can request reimbursement. Include CPT, ICD-10, session date, fee, and provider details. Billing made easy. Get clear instructions from our mental health billing experts today.
Following this template every day helps therapists build a consistent, accurate billing habit—reducing rework, missed claims, and payment delays.
9. Crisis, Couples, and Group Therapy Code Guide
Therapy sessions beyond individual care require different Mental Health Billing Codes because each format involves unique clinical dynamics, time structures, and documentation standards. Using the correct code helps ensure proper reimbursement and prevents rejections due to mismatched service descriptions.
90839 covers the first 60 minutes of a crisis session; use 90840 for each additional 30 minutes. Document the crisis details, time, and intervention.
90847 is for family or couples therapy with the client present. Note who attended, the session goals, and how it supports the treatment plan.
90853 is used for group therapy. Each client is billed separately. Document the group topic, attendance, and participation level.
These codes require clear, session-specific notes to support billing and ensure claim approval.
10. Credentialing & Payer Portal Logins List
Online EHR (Electronic Health Record) Systems
Platforms like SimplePractice, TheraNest, and TherapyNotes allow you to manage client charts, session notes, and claims all in one place. Most EHRs have built-in CPT/ICD-10 code libraries, timers, and automated CMS-1500 generation to streamline billing with minimal errors. Choose one that fits your practice size and offers support for telehealth modifiers.
Insurance Payer Portals (e.g., Availity, Office Ally)
These portals let you verify client insurance, check eligibility, and submit or track claims. For example, Availity supports payers like Aetna, Cigna, and BCBS, while Office Ally allows multi-payer access and is widely accepted. Save payer-specific links in your toolkit for faster access.
Clearinghouse Systems for Electronic Claims
Clearinghouses connect your EHR or billing software with insurers, translating and transmitting claim data securely. Tools like Claim.MD, Office Ally, and PracticeSuite help reduce rejections by scrubbing claims before submission. They also allow you to receive Electronic Remittance Advice (ERA) and track payment status.
Therapy Session Time Tracker or EHR Timer
Therapists who use their EHR timers automatically log time, which then suggests appropriate CPT codes. Alternatively, manual trackers with prompts like “— min” and code suggestions help maintain consistency. Consequently therapists using this tool bill accurately every time and minimize post-session corrections.
Tips for Getting Paid Right (the First Time)
Getting reimbursed on the first try isn’t just about submitting a claim — it’s about submitting the right claim. Many therapists face rejections not because they delivered the wrong care, but because of small billing mistakes like missing modifiers, mismatched codes, or vague documentation. Below are five key tips to help you use Mental Health Billing Codes correctly and get your claims approved the first time you submit them.
Always Match CPT and ICD-10 Codes Correctly
Each CPT code you bill must be medically supported by a related ICD-10 diagnosis. For example, billing 90834 should align with a diagnosis like F32.9 (depression) or F41.1 (anxiety). Mismatched or vague codes are a common cause of claim denials. Want to code with confidence? Don’t miss our mental health billing breakdown.
Use Modifiers and POS Codes Consistently
If you're billing for telehealth, don’t forget modifiers like 95 (video) or 93 (phone-only), and POS codes like 10 (home) or 02 (off-site telehealth). These small codes indicate service format and location — and without them, your claim may be rejected even if everything else is correct.
Follow a Checklist or Billing Flow Template
Don’t rely on memory. Use a billing workflow checklist that guides you from verifying eligibility to submitting the claim. Tools like session timers, SOAP note templates, and superbill forms should be part of your routine — every time.
Separate Client Education from Billable Services
Avoid billing for psychoeducation handouts, worksheets, or general discussions unless they’re part of a therapeutic intervention. Billing for non-clinical time can raise red flags and lead to payment delays or audits.
Be Consistent with Documentation and Timing
Insurance companies want proof that services billed were actually provided. Use session time trackers, document session length, and justify longer codes like 90837 with clear notes. Consistency across session notes and claims improves approval rates dramatically.
“Trying to bill insurance without these tools is like juggling flaming torches in a blackout.”
When to Outsource Your Mental Health Billing?
Outsourcing makes sense when billing becomes overwhelming—especially if therapists manage many clients or see frequent denials. If billing tasks are taking time away from your sessions, outsourcing may be the right move. With professional mental health billing coding services, you get support with CPT codes, modifiers, claim submissions, and follow-ups — all handled by experts who know the process inside out.
📩 Want to make billing easier?
👉 Contact us to find out how MBW RCM can support your practice.
FAQ on Mental Health CPT Coding: 2025 FAQs
Codes include 90791, 90832, 90834, 90837, 90839/90840, plus new ones like 99417 and 989X1 for digital and prolonged services.
Yes—use your standard CPT code and include modifier 93 or POS code for phone sessions to get reimbursed.
Yes—the CPT system is updated annually by the AMA, so stay current with 2025 updates or risk denials.
Use diagnosing codes like F32.9 and match them with service codes (e.g., 90834). Accurate linking improves claim approvals.
Sessions beyond 60 minutes use 99417. Document total time precisely and ensure eligibility.