BillingTracker

BillingTracker - Your Premium Billing Tracker Software

BillingTracker manages your entire financial operation within the ClinicTracker umbrella of features. An optional module for ClinicTracker, it provides a total billing package that is perfectly woven into the rest of the program. You will eliminate redundant data entry, save money on infrastructure, join your clinicians and billing staff together in the same computer environment, and make your entire operation a model of efficiency.

BillingTracker is more than a claims and invoice tracking template; it delivers the comprehensive back office functionality your operation needs to effectively manage overdue invoices and unpaid invoices, ensure your clinic gets paid faster, and maximize billing revenue.

HIPAA-Compliant Claim Submissions

From a single screen, view and submit all open claims, all of which can be transmitted to:

Medicare/Medicaid
Commercial insurers
A clearinghouse of your choice or direct to the payors

Create claims as:

Electronic claims in 837 format (Professional and Institutional)
Paper claims in CMS 1500 and UB-04 format
Patient statements
Insurer statements

Online scheduling allows patients to feel connected to your office, while eliminating unnecessary phone calls with your staff so they can spend time on other important tasks.

Manage Client or Insurer Payments Easily

Simple payment-entry screens that allow you to record patient copays or payments that cover one or more open claims
Record bulk insurance payments covering multiple clients
Support for adjustments and remaining balance assignment
Credit balance maintenance for any of your patients or payors
835 Electronic Remittance Advice (ERA) files from your payors can be processed in BillingTracker and auto-posted to patient accounts – the feature saves time for administrators, eliminates posting errors, and provides more accurate reporting of cash flow
Integrated collection methods that enable you to generate collection letters for unpaid invoices at user-specified intervals using multiple letter templates

Pre-Stored Reports Accelerate Accounts Receivable Process

Customizable reporting provides all the information you need related to:

Claim activity
Claim balances
Payment collection
Aging
And more…

The Custom Report Builder lets you create any report for your needs. These reports can give you instant access to questions about recurring payments, delayed payments, and if overdue notices grow, to name a few examples.

Sample pre-stored reports include:

Claims and Balances
Claim Status
Claim Detail by Insurer
Payment Report
Payment Application by Client or Clinician
Payments by Transaction
Payments by Claim
Credit Balance Report
Aging by Patient, Clinician, or Insurer

Seamless Integrated Payment

We have partnered with TransFirst to offer a service for processing credit card charges directly through BillingTracker from patient or insurance payment screens and when generating a claim. With new Credit Card Processing service, you no longer have to waste time entering the information manually or through a standalone terminal. With a single card swipe, ClinicTracker acquires the credit card data, transmits the transaction to the payment gateway, and applies the payment to the patient’s account. In just a few clicks, patients can also pay their bills online through the Patient Portal.

BillingTracker delivers a full revenue management system for supporting your behavioral health practice. While your staff will save hours spent managing the revenue lifecycle, you can create invoices and claims with the confidence you'll have tools to ensure compliance and increase your clinic's cash flow. Together with ClinicTracker, you’ll have a complete EMR and Practice Management solution.

Explore ClinicTracker

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BillingTracker manages your entire financial operation within the ClinicTracker’s umbrella of features.

Seeing is Believing

To view screenshots of our billing tracker feature in action, click the button below.

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Frequently Asked Questions

What makes behavioral health billing more complex than general medical billing?

Behavioral health billing often involves recurring appointments, group sessions, multiple provider types, and strict documentation requirements. CPT codes may vary by time spent or type of service, and many payors require prior authorizations or session limits. These nuances make accurate billing and tracking vital for compliance and maintaining a steady revenue flow.

How does billing tracking software benefit behavioral health administrators?

Billing tracking software gives administrators real-time visibility into claims, payments, and patient balances. For behavioral health practices, this is especially critical due to complex rules and service types. Having tools like ClinicTracker’s BillingTracker, which automatically tracks billing activity, can reduce denials, improve cash flow, and save hours of manual follow-up.

Why is integrated billing important for behavioral health EHR systems?

When billing is integrated with the clinical workflow, services rendered during appointments are seamlessly transferred to the billing tracking system—ensuring alignment between documentation, codes, and provider credentials. For behavioral health clinics, this means fewer errors, claims that meet documentation standards, and a streamlined revenue cycle.

What kind of reports should a behavioral health billing team rely on?

Effective billing teams need reports that go beyond just claims submitted. Key reports include aging by payor or provider, payment application summaries, claim status breakdowns, and recurring payment alerts. A platform like ClinicTracker includes pre-built and customizable reports that allow billing staff to monitor trends and identify where there are bottlenecks.

Is using Excel or Google Sheets sufficient for behavioral health billing?

Manual tracking tools may work in small, low-volume practices but quickly fall short in behavioral health environments where there’s complex scheduling, multiple providers, or varying rules. They lack safeguards to prevent errors, fail to support electronic claims or ERAs, and offer no real-time integration with clinical data. Dedicated billing tracker software helps maintain accuracy, speed, and compliance at every step of the revenue cycle.

What’s the difference between a generic billing tracker and ClinicTracker's BillingTracker?

Generic billing trackers are suitable for basic tasks like logging invoices or checking payment statuses, but they’re not built to manage the complexities of behavioral health billing. ClinicTracker's BillingTracker is a fully integrated billing solution built specifically for behavioral health organizations. It connects seamlessly with clinical workflows—automatically pulling data from appointments, progress notes, and patient records to generate accurate, compliant claims.

Patient Statement Service

Billing Service

Telehealth Online Consultation

Clearinghouse Partnership

Electronic Remittance Advice (ERA) 835

Insurance Eligibility Verification

Credit Card Processing

Meaningful Use

Accounting Integration

Collections Service

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BillingTracker is a powerful tool that simplifies the entire billing process seamlessly. Find out how it can increase cash flow invoices and help you get paid faster by booking a free demo now.

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Billing Tracker