Billing Supervisor

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The role of a Billing Supervisor is to review and sign notes (add your signature) on other clinicians’ notes in our group.  The purpose of signing notes is to ensure the supervised clinician is properly documenting their client’s files for clinical and billing purposes.  

Billing Supervisor's Purpose & Expectations

When claims are submitted to insurance, they will be “Billed as Supervisor,” meaning the payer will use the Supervisor’s NPI to provide in-network benefits and reimburse accordingly.  The supervisee is known as the rendering clinician.  Insurance has guidelines that must be followed in the note, and the Billing Supervisor must ensure that these guidelines are adhered to when reviewing/signing the supervised clinician’s note.  This will limit the number of denials and ensure that our group is adhering to the payer’s best practices in the case of an audit.    

Also, signing notes from candidates will ensure that a quality note is being written and that the note conforms to the industry and the Overcomers' best practices, note expectations, legal requirements and ethical conduct.  For example, the Billing Supervisor may notice some wording in a note that was omitted or added, which may increase the supervised clinician's risk.

Note Types Requiring Signatures

The Billing supervisor in TN will sign the following note types:

  • Contact Notes
  • Missed Appointment Notes
  • Intake Notes
  • Progress Notes
  • Treatment Plans
  • Consultation Notes
  • Termination Notes

Signing Time Requirements

Each note needs to be signed by the billing supervisor within 24 hours.

Note Expectations

Each billing supervisor should follow these guidelines to ensure all OC candidates/supervisees meet the requirements in their notes.

Billing Supervisor's Pay Calculation

Starting on the April 1, 2025, payday, every billable session during the pay period set to "Bill as Supervisor" will be reimbursed for 4 minutes at $80/hr.  

A real-case example:

  • 253 appointments were 'Billed as Supervisor' from 2/9 to 2/23 from this supervisor's candidates.  
  • 253 * 4 min / 60 = 16.87 hrs * $80 = $1,349.60.

Important notes about this update

  1. The billing supervisor's hours (such as 16.87 hours) will be used to accrue Sick Pay and Vacation Pay.
  2. The billing supervisor hours, regular hours, and clinical supervisor hours will determine eligibility for W2-FT benefits.
  3. Treatment plans, missed appointment notes, consult notes, termination notes and contact notes are not considered 'billable sessions,' so signing these notes is not reimbursed, but a signature is still required.  The 4 minutes per billable session was increased to account for these additional non-billable notes.
  4. Rejecting a note was an activity included in our calculations. However, starting on 4/1 payday, the 4 minutes per billable session were increased to factor in the time spent rejecting notes.
  5. Sessions that take place within the pay period and are set to "Bill as Supervisor" are included in the Supervisor's pay regardless of whether the note has been approved.  

Quarterly Audits

On occasion, the Billing Supervisor of an older session may change.  The most common cases occur when insurance denies a session due to a network issue with the supervisor's NPI.  In this case, the Billing Team contacts the rendering provider and instructs them to resend the session/note to a different supervisor (i.e., Jenny).  However, at this point, the original supervisor has most likely already been paid for their time; the new supervisor will, therefore, be re-signing a note that falls outside the current pay period.  Thus, the need arises for a quarterly audit to review the sessions that occurred within the quarter and determine if any missing billing supervision sessions require payment to the supervisor.

The original supervisor will not have their hours reduced, even though their session count has decreased as a result of the audit.

Quarterly Audit Dates

The following pay dates will mark the schedule for the quarterly audits.  

  • 4/1 pay day
  • 7/1 pay day
  • 10/1 pay day
  • 1/1 pay day

Tip on Maximizing your Pay

The #1 tip for maximizing your billing supervisor's pay is to encourage the rendering clinician to submit their notes for all sessions during the pay period.  

Becoming A Billing Supervisor

Requirements to become a Billing Supervisor

Please contact Jennifer Luttman to discuss the details required to review and approve the notes.  

View Internal Job Opportunities

To view internal billing supervisor positions, follow this link (you’ll be asked to log in to Paylocity if not already):  https://talent.paylocity.com/Talent/Jobs/List/.  If no internal job opportunities are visible, this means we are not accepting new applicants.

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