Protect clinician time for the people who need it.
Dedicated, HIPAA-trained administrative assistants for intake scheduling, verification, authorization paperwork and billing — strictly non-clinical, under a signed BAA.
Clinicians shouldn't be their own billing department.
Group therapy practices and solo clinicians alike carry a heavy administrative load: new-client inquiries, insurance verification, authorizations, superbills, claim follow-up, credentialing renewals. In smaller practices, clinicians often do this between sessions or late at night, which takes time from care and from rest.
An ExecWing assistant handles the administrative side in your EHR and practice tools. They respond to inquiries with your approved scripts, schedule intake appointments, verify benefits, track authorizations and session counts, submit claims and follow up on denials.
Behavioral health records can carry heightened sensitivity. Beyond HIPAA, some programs fall under 42 CFR Part 2 for substance use disorder records. Assistants work only within the access your practice approves, and they never provide clinical services, crisis response or advice. Your intake script should direct anyone in crisis to emergency services or the 988 Suicide & Crisis Lifeline.
Tasks your assistant owns
Intake & scheduling
- Respond to inquiries using approved scripts
- Schedule consultations and intake sessions
- Send intake paperwork through your portal
- Manage waitlists and clinician availability
Insurance & billing
- Verify benefits and out-of-network coverage
- Track authorizations and session limits
- Submit claims and superbills
- Follow up on denials and aging
Practice operations
- Credentialing and re-credentialing tracking
- Clinician calendar and coverage updates
- Directory and listing updates
- Monthly practice reports
Tools
Your assistant works in your accounts, under your access policies.
Roles that fit
- Intake coordinator (non-clinical)
- Billing and authorization specialist
- Credentialing coordinator
- Practice owner's executive assistant
Compliance notes
A signed BAA is required before PHI access. Records subject to 42 CFR Part 2 require additional safeguards; your practice decides what assistants can access.
Assistants are non-clinical and do not handle crisis calls. Your scripts should direct urgent situations to 911 or the 988 Suicide & Crisis Lifeline.
Communication follows your secure, approved channels.
How this maps to our plans
One dedicated, full-time assistant. Month-to-month, 30-day cancellation, $3,000 buyout if you want to hire them directly.
| Plan | Price | When it fits |
|---|---|---|
| Growth | $2,300/mo | Intake, verification and billing support with BAA. |
| Executive | $2,700/mo | Senior assistant with US healthcare admin experience. |
Full plan details on the pricing page. Founding clients: 50% off the first month (first 5 clients).
A realistic first 30 days
How a typical Behavioral Health engagement ramps. Your plan is set on the fit call and adjusted to your SOPs.
| When | What happens |
|---|---|
| Week 1 | Access, tools and shadowing Your assistant gets accounts in SimplePractice, TherapyNotes, TheraNest and shadows the current process for intake & scheduling. You share SOPs or record short walkthroughs; they turn them into written checklists. |
| Week 2 | First owned workflows They take ownership of respond to inquiries using approved scripts and schedule consultations and intake sessions, with your review on every item. ExecWing QA reviews output against the checklist. |
| Weeks 3–4 | Expand scope Add insurance & billing work such as verify benefits and out-of-network coverage. Review shifts from every item to daily spot checks. |
| Day 30+ | Steady state Practice operations joins the routine. You get a weekly scorecard and a monthly review of what to delegate next. |
Behavioral Health: common questions
Will the assistant ever speak with clients about clinical matters?
No. They handle scheduling and administrative questions only and route anything clinical to your team.
What about crisis calls?
Assistants are not a crisis resource. Your scripts should direct urgent situations to 911 or 988.
Do you support SimplePractice or TherapyNotes?
Yes, using accounts and permissions you assign.
Do you sign a BAA?
Yes, before any PHI access.
Get your evenings back.
Book a 20-minute fit call. We'll map the work you want off your plate and tell you honestly whether a dedicated assistant is the right move.