V O B

Case Study

How Mindful Pathways Counseling eliminated client drop-offs and improved collections by 40%

8 therapists (LMFT, LPC, LCSW) • 150+ client sessions per week • Mix of PPO, BCBS, Aetna, UHC

61%

Fewer client drop-offs

40%

Collection increase

$65K

Bad debt reduced

The Challenge

Clients started therapy, then ghosted after the first bill.

• 28% client drop-off rate after learning about out-of-pocket costs
• Out-of-network confusion—clients thought they had in-network coverage
• Mental health session limits discovered after 10+ sessions
• Front desk spending 15+ hours/week calling payers for benefit details
• High bad debt from clients who couldn't afford their portion

Therapy Solutions

The Solution implemented

Real-time behavioral health benefit checks at intake, clear OON vs INN status with expected out-of-pocket, session limit tracking per client, and integration with SimplePractice.

The Impact

Clients feel informed, not surprised.

• Drop-off rate: 28% → 11% (61% improvement)
• Collections rate: Up 40%
• Verification time: 15 hrs/week → 2 hrs/week
• Bad debt reduced: $65K annually
• Clients report "less stressed about costs"

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We reduced manual VOB time from 4 hours to 15 minutes per patient. The decisioning engine gives us consistent results across all 12 facilities, and our admissions team can finally focus on patient care instead of chasing payers.

Sarah Mitchell

Director of Admissions, Behavioral Health Network

The rules engine is a game changer. We encoded our policies once, and now every patient gets evaluated the same way. Fewer delays, cleaner data in Salesforce, and we have an audit trail for compliance.

Michael Chen

VP Operations, Regional Treatment Centers

The API integration was straightforward, and the normalized output means we don't have to parse different payer formats anymore. We've seen a 70% reduction in admissions delays caused by missing benefit information.