Session Notes Reminder & Insurance Billing Trigger
A done-for-you healthcare automation built for the Therapist / Mental Health Provider, connecting Slack so the work below happens on its own.
What this automation does, step by step
Each time a session is marked complete in the calendar, the therapist receives an automated prompt to finalize their session notes within 24 hours.
Once notes are locked, the system automatically pushes the superbill or CMS-1500 data to the clearinghouse for billing, keeping the provider compliant with documentation standards and ensuring no session slips through the billing cycle unbilled.
- EHR/practice management software (e.g., SimplePractice or TherapyNotes)
- Zapier or Make.com
- Clearinghouse with API (e.g., Availity)
- Slack or email (session note reminders)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done manually, a therapist / mental health provider has to remember to follow up on every case individually, often relying on memory, phone calls, and whatever notes didn't get lost. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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