Behavioral health billing census automation · Two to twelve locations
Less census retyping. A clearer view of every center.
We connect attendance records, billing workbooks and available EMR data so your team can review discrepancies and see performance across locations.
Billing census automation prepares the work for review. Daily census, executive and clinical dashboards make the available numbers easier to use. Your team keeps responsibility for clinical and billing decisions.
Works alongside your EMR and billing company. It replaces neither, and it never submits claims. A BAA is signed before any patient data is touched.
Two jobs, one connected foundation.
Read the attendance your sites record, apply the agreed rules, draft entries in the required format, and surface disagreements before claims are built.
Enrollment, program targets, trends and source freshness. Break-even comparisons only where finance has confirmed the assumptions.
Running on Kipu? See custom Kipu reporting.
What the checks look for.
- Attendance without a corresponding census entry
- Entries that need documentation review
- Short sessions under the agreed billing rules
- Level-of-care disagreements
- Identity and episode mismatches
A flag is a question to investigate, not a verdict. Thresholds and payment rules depend on your contracts and operation; they are not universal reimbursement rules.
The detail, with the arithmetic: the five billing census checks. Or print the one-page checklist and run it on last month.
| Date | Record | Flag |
|---|---|---|
| 3/8 | R-4417 | Attended, not in census |
| 3/8 | R-2298 | Short session |
| 3/9 | R-7741 | Needs documentation review |
| 3/10 | R-5093 | Matches |
The questions leadership should be able to answer.
Which programs are below their operating targets? How current is each center's data? Which figures are comparable? What needs review before the next billing handoff?
| Center | Enrolled vs target | Vs break-even | Source data as of |
|---|---|---|---|
| Fairmont | 42 of 38 · 111% | 112% | Today, 7:55 |
| Northgate | 36 of 35 · 103% | 104% | Today, 7:55 |
| Lakeview | 30 of 31 · 97% | Not available | Today, 7:55 |
| Cedar Park | 26 of 32 · 81% | 88% | 2 days ago |
Where confirmed cost assumptions are available, the dashboard can also show position against break-even. Estimated care value, submitted claims, collected cash and profit are different measures. Missing inputs are shown as missing.
Revenue intelligence: which plans pay, which push back, and where your mix is lopsided.
A census shows who attended. Charges show what was billed. Neither tells leadership which insurance plans pay well, which deny or delay, or which fill the most days for the least money. Revenue intelligence sets attendance, charges, your billing company's reports and payment files side by side, by plan and by center.
- Which plans pay the most?Paid per program day and per level of care, by plan. Billed, allowed and paid stay three separate numbers.NeedsClaim-level payment files
- Which plans push back the most?Denials on first submission, days to payment and resubmissions, by plan.NeedsDenial and payment dates
- Where is the payer mix lopsided?Each plan's share of days beside its share of money, for every center over the same weeks. How to calculate payer mixNeedsCharges and expected-value reports
- Which attended days never became a charge?Attendance against charges, line by line. Each difference is held for a person to decide.NeedsAttendance logs and charges
- How late are charges going out?Charge lag: days from the service to the charge, by center, and charges that repeat.NeedsCharges with service dates
- How much rides on one plan or a few clients?Concentration: how much expected money depends on a single payer or a small number of episodes.NeedsCharges and expected-value reports
| Plan | Share of days against share of paid | Paid per program day | Denied first time | Days to payment | Reading |
|---|---|---|---|---|---|
| Plan group A | 34% 22% | 65 | 22% | 61 | Most days, least per day |
| Plan group B | 27% 38% | 140 | 6% | 24 | Highest paid per day |
| Plan group C | 22% 26% | 120 | 9% | 31 | In line |
| All other | 17% 14% | 82 | 14% | 45 | Slow to pay |
It starts with what your billing company already sends. The first month reads attendance, charges and expected-value reports. The payer scorecard is added when claim-level payment and denial files are available.
Report coverage
Days against expected value
To review this week
- Attended, no matching charge14
- Late charge9
- Charge, no matching attendance6
- Amount not as expected4
- Repeated charge1
Leadership sees totals by plan and center. Client-level rows stay with the operations team. The system never submits, changes or holds a claim, and it is scoped separately from the Ops Engine.
- In buildThe first-month view. A first draft exists for one five-center network and is not yet in weekly use.
- DesignedThe payer scorecard and the work queue for differences. Built when a client's payment and denial files are available.
Not claimed: an underpayment finding, recovered revenue or a measured result for any client. Expected value, submitted claims, collected cash and profit are different measures. A denial rate is a count, not a judgment about a plan.
Evidence from a five-center network.
- RunningCensus automation at 3 of 4 outpatient sites. The fourth is moving onto the shared template first.
- RunningDaily census, executive and clinical dashboards for all five centers.
- Not claimedRecovered revenue. That needs a financial reconciliation over a full billing cycle, which has not been done.
Status as of October 1, 2026. The case study records the dated rollout and what remains open.
Prove it against your existing work.
Before anyone relies on the output, it has to match the work your team already trusts.
- Map one periodTake one completed month and document the rules your team applies.
- GenerateDraft the census for that month from the same source records.
- CompareSet it beside the census your team built by hand and investigate every difference.
- Agree the lineCorrect the rules, and agree what must remain a human decision.
How an engagement works.
Start with a free call about one problem. Timing and price follow the scope, and if the existing workflow already meets your needs, the audit says so.
A fit
- Two to twelve locations
- Founder-led
- One operations person and a spreadsheet between the work and the money
Not a fit
- Fifty-site groups
- Hospital systems
- Anyone already live end to end on a modern revenue-cycle platform
What operators ask first.
What is billing census reconciliation?
Comparing the attendance your sites record with the billing census your biller works from, line by line, so that services delivered, documented and billed agree before claims are built. Each disagreement is held for a person to review.
Does this replace our EMR or billing company?
No. It works with agreed inputs and outputs around the systems you keep. We first check whether your existing tools already solve the problem.
Does it submit claims?
No. Census preparation and discrepancy review are separate from claims submission.
Are all dashboards real time?
No. Each view should show the source observation date and refresh status. A newly generated report can still contain older source data.
Can it tell us our profit?
Only with suitable, reconciled financial inputs. Census targets and estimated billed-rate value do not establish profit.
Show us where the week gets copied by hand.
Start with a walkthrough of one center's workflow. No patient files are needed for the introductory call.