Third Party Billing
At Atlanta Wellness Collective, we offer third party billing options for organizations that wish to cover the cost of therapy services for individuals. This page is designed for churches, legal representatives, employers, and other third-party payers who are coordinating mental health support.
Our third party billing process ensures a smooth and transparent experience. Once authorization is provided, we invoice the payer directly for approved services. The client remains responsible for any balances if the third party does not fulfill payment. Below, you'll find key information about our billing policies, FAQs, and a submission form to initiate third-party billing arrangements.
How Third Party Billing Works
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Third party billing is available to organizations that have a formal agreement to cover therapy costs for a client. This includes:
Churches and faith-based organizations offering financial support for counseling.
Legal representatives paying for therapy as part of a legal case (e.g., court-ordered counseling).
Employers providing mental health benefits.
Other third-party payers such as nonprofit organizations or sponsors.
To qualify, third party payers must complete the request form below and agree to our billing policies. We do not accept direct third-party billing from individuals, family members, or friends.
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Authorization & Agreement: The third party submits a completed billing request (below), outlining the number of covered sessions, the services approved, and payment terms.
Verification & Approval: Our billing team reviews the authorization and confirms coverage details with the client and third party payer via email before scheduling services. We must have a Release of Information (ROI) on file from the client in order to comfirm coverage.
Counseling Begins: The client attends scheduled therapy sessions.
Invoicing & Payment: After each session (or at an agreed monthly billing cycle), we email an invoice to the third party payer. Payment is due within the agreed-upon timeframe, usually 30 days.
Account Monitoring: We track payments and notify the third party payer and client of any unpaid balances.
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The third party payer is responsible for paying invoices in full by the due date.
If the third party does not pay or discontinues coverage, the client is responsible for any remaining balance.
Late or unpaid invoices may result in a pause in services until payment is received.
Clients are informed in their new client paperwork that they are personally responsible for any fees associated with late cancellations or missed appointments, as these charges are not covered by third party billing.
To avoid payment issues, we encourage third party payers and clients to review agreements carefully before initiating services.
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To begin third party billing, the following documents are required:
✔ Billing Release of Information (ROI) – Outlines responsible billing party.
✔ Authorization Letter (if applicable) – Required for EAPs, legal representatives, or employer-sponsored therapy.
✔ Practice Policies Form & Credit Card Authorization Form – Signed acknowledgment that the client is responsible for unpaid balances and late cancelled or no showed appointments.All documents must be signed through our secure client portal or emailed to our billing department before services begin.
For further questions, please visit our FAQ section or contact our billing team.
FAQs
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Third party billing allows an external organization, such as an employer, church, or legal representative, to pay for a client’s therapy sessions. This arrangement requires prior authorization and consent from the third party biller and the client.
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We accept third party billing from organizations such as Employee Assistance Programs (EAPs), legal representatives, churches, employers, and nonprofits. We do not accept third party billing from individuals, family members, or friends.
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To begin, the third party payer must submit a completed billing request (below) and an authorization letter (if applicable). The client will need to complete a Billing Release of Information (ROI). These documents can be uploaded/signed through our secure client portal or sent via email to hello@atlwell.com.
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If a third party payer does not fulfill payment, the client is responsible for any outstanding balance. Clients acknowledge this responsibility in their new client paperwork before beginning services.
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No. Clients are personally responsible for no-show and late cancellation fees, as third party payers do not cover these charges. Clients agree to this policy in their new client paperwork.
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Invoices are emailed to the third party biller directly from the provider after each session or on a pre-determined billing cycle (e.g., monthly). Payments are due within 30 days of the invoice date.
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Yes, third party payers may discontinue coverage, but they must notify both the client, the client’s provider, and our main office in writing (via email). The client is responsible for any sessions not covered after the payer withdraws support.
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For billing inquiries, third party payers can contact our billing department at hello@atlwell.com.
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To make changes, please contact our billing team directly by emailing hello@atlwell.com. Any modifications must be documented in writing and approved before taking effect.
Submit a Third Party Billing Request
