How Billers Work in PracticeQ
By George Ruan • October 19, 2026
An outside biller can work inside PracticeQ to prepare and submit claims, investigate exceptions, and maintain insurance payment records. You keep using your EHR and supply the clinical information behind each visit. Two distinctions matter from the start: an account type does not fully define someone’s permissions, and a completed claim draft has not necessarily been sent.
For US therapy practices • PracticeQ documentation checked October 19, 2026. Its official support guides are hosted at support.intakeq.com. Confirm your account’s roles, integration, and payer requirements.
Sections
An Assistant account still needs the right billing permissions
PracticeQ separates Practitioner and Assistant account types from configurable roles. An Assistant does not have a calendar for appointments booked under their own name. Roles further control the functions and information available within the account type’s limits. Account Type and Role.
Have the owner review the biller’s individual account and role under More → Team → Roles, including clinical access. Custom roles can be configured; Administrator is broad access, not a default requirement for billing. Set User Permissions.
Claims permissions distinguish viewing, creating/submitting, and editing claims. Practice-wide claim visibility can be allowed separately from broader client-data access. Deleting claims and editing returned electronic remittance advice (ERA) are separate powers. An ERA explains how insurance processed a claim. Claims Permissions.
If a billing screen is missing, check the full configuration: Hide appointment prices overrides invoice and claim permissions. Ask the administrator to resolve the specific conflict rather than automatically granting everything. Permission FAQs.
Review the information a claim inherited
Claims can begin from an appointment or the client’s Claims tab. PracticeQ fills them using client insurance and diagnoses, appointment procedure codes, and practice defaults. Its creation screen excludes appointments that already belong to an existing claim. Create a Claim.
The biller should compare the payer, service date, clinician, diagnosis, procedure, units, and location with the practice’s confirmed information. The therapist resolves clinical discrepancies. A diagnosis or service should not be changed merely to make a claim pass a check.
Fictional example: a completed visit seems to be missing
Nora cannot find a visit when creating a claim. Her biller discovers that it is already attached to a draft. The biller reviews that existing claim and submits it when ready. The missing appointment did not mean a second claim was needed.
Send the claim, then track the payer’s response
Validation is preparation, not submission. For an Office Ally connection, the biller selects claims in Lists → Claims and uses Bulk Actions → Submit to Office Ally. The later Acknowledged label can reflect receipt by the clearinghouse or payer; it does not establish payment. Office Ally submission guide.
PracticeQ also provides internal review states, such as Reviewing and Pending, that can be filtered in the claims list. These help organize the biller’s work. Keep them distinct from the payer’s response: a person marking a review complete does not mean insurance approved the claim. Claim Review Status.
For a denial, read the payer’s instructions before choosing correction, inquiry, or appeal. When a corrected claim is appropriate, PracticeQ provides Original Ref. No. (Resubmission) for the payer’s claim control number. Its resubmission guide explains that field; it is not a reason to resubmit every denial as a new claim.
A useful follow-up note identifies the response, the action taken, the person responsible, and the next check. If the payer needs a clinical explanation, the therapist supplies it; the biller can track the request.
Incoming payment data needs its own check
PracticeQ’s Office Ally and TriZetto integrations record and allocate insurance payment information as electronic reports become available. That automation does not remove the need to review exceptions. Insurance payment documentation.
For TriZetto, return connections for ERA and claim-acknowledgment reports must be enabled. Successfully sending a claim does not prove the return information is configured correctly for its payer. TriZetto integration guide. If the status remains unchanged, check the available payer evidence before concluding that no processing occurred.
When manual entry is needed, the biller uses the explanation of benefits (EOB) through Lists → Claims → Payments → Add Payment. Check for an existing entry, then allocate amounts to the individual service lines. Close Payment becomes available once the unallocated amount reaches zero. Manually Add Insurance Payments.
Closing a payment completes allocation of that recorded amount. It does not prove every claim was fully paid or a deposit reached the bank. The owner or bookkeeper confirms actual receipts and helps investigate differences.
What should the practice still handle?
Keep diagnoses, services, and notes accurate. Share insurance changes and payer correspondence. Supply any clinical material needed for a payer request, and agree on who handles patient questions or decisions requiring owner approval. At a short check-in, ask:
Which drafts are ready but unsent, and which are waiting on information?
Which reviewed claims still need payer follow-up or a practice response?
Which payments need allocation or confirmation of receipt?
Pick a few examples instead of relying only on totals. If you are comparing software workflows, our TheraNest biller guide explains how clearinghouse visibility can change the follow-up process.
Shameless Bomi plug
Bomi works as a billing user inside PracticeQ, so you can keep your EHR while getting human help with billing. See whether Bomi fits your practice.
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About Bomi
Founded by George Ruan, Dax Earl, and Andrey Goder, Bomi helps independent therapists and group practices with insurance billing, credentialing, and payer follow-up. Bomi grew out of Dax’s experience helping his mother with her therapy practice, with a clear purpose: reduce the administrative burden of insurance while keeping practice owners in control.
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