01
Intake coordination that converts.
New-patient inquiries answered in minutes, not days. Intake paperwork, sliding-scale conversations, insurance verification, and clinician matching - all handled before the first session.
Mental health
Patient support for mental health practices.
HelpSquad Health helps therapists, psychiatrists, group practices, and tele-mental-health platforms run intake, scheduling, insurance verification, and billing - with empathetic, HIPAA-compliant VAs trained on behavioral health EHRs like SimplePractice, TherapyNotes, Valant, and Kipu.
Recognized by Clutch
Top 2025 awards for Customer Support, Virtual Assistants, and E-commerce Call Centers
Why HelpSquad for mental health
More session time. Less admin load.
Four pressure points we hear in every mental-health discovery call. A HelpSquad engagement starts by mapping the work that's costing your clinicians billable time today.
01
More time for patient sessions.
Therapists and psychiatrists bill on session time. Admin work - intake, scheduling, insurance verification - eats billable hours. Our HIPAA-compliant VAs run the admin loop so clinicians can focus on clinical work.
02
Empathetic patient communication.
Mental health patients need calm, patient-centered phone and chat handling. VAs are trained in de-escalation, active listening, and crisis-escalation protocols - not just ticket routing.
03
Cost-effective practice management.
Skilled administrative support without W-2 overhead. Managed Virtual Medical Assistants from $11-12/hr patient-facing and $8-10/hr back-office. Solo therapists to group practices to PHP/IOP programs.
04
Stronger retention & no-show reduction.
Mental health practices live or die by attendance. Appointment reminders, sliding-scale conversations, and lapsed-patient outreach - all handled with empathy and consistency.
HIPAA + 42 CFR Part 2
Privacy is the entire product.
Behavioral health PHI is among the most sensitive data in the system. Our VAs are trained on HIPAA and, where applicable, 42 CFR Part 2 workflows - before they ever touch a record.
- BAA signed at the company level - real accountability, real legal recourse.
- Encrypted channels on every call, message, and data-entry step.
- 42 CFR Part 2 handling for substance-use disorder practices, with stricter disclosure controls.
- No copy, paste, or download of PHI - single-user authenticated logins only.
Behavioral health EHR integration
Trained on your behavioral health EHR.
Our VAs work directly inside your existing EHR. Documented onboarding captures your intake flow, sliding-scale policy, and crisis protocols so the handoff is seamless.
- Intake & scheduling - new patients matched to clinicians, initial sessions booked cleanly.
- Insurance verification - behavioral-health benefits, EAP programs, carve-outs confirmed before session one.
- Telehealth coordination - platform onboarding, waiting-room management, session-link distribution.
SimplePracticeTherapyNotesTheraNestValantKipuSigmundOsmindICANotesCounSolPractice Fusion+ custom EHR
How we support mental health practices
Six ways we show up.
Six concrete lanes of support. Start with one; we'll expand as the engagement earns its keep.
02
Insurance verification & sliding-scale.
Mental health benefits confirmed before session one. Sliding-scale conversations scripted and documented. EAP program verification. Behavioral-health carve-outs handled correctly.
03
Scheduling, rescheduling & no-show reduction.
SMS / email / voice reminder flows tuned for mental health. Late-cancel and no-show policies enforced consistently. Therapists come in to a clean schedule, not a phone-tag pile.
04
Telehealth coordination.
Platform onboarding, tech-support for patients, waiting-room management, and session-link distribution. Your clinicians focus on therapy, not IT.
05
Billing, claims & patient responsibility.
CPT/HCPCS coding, claims submission, EOB posting, and patient-responsibility collection with empathy. 87% first-appeal success rate on denials.
06
Crisis escalation & safety workflows.
Documented escalation protocols for patients in crisis. Immediate handoff to on-call clinicians, crisis line resources, or emergency services per your practice policies.
10-Year HelpSquad Client
HelpSquad feels like part of our practice - not an outsourced team.
Dr. Maria Rhode, DMD
Owner · Imagine Advanced Dental Arts
Lawrenceville, NJ
Client since 2016
Lawrenceville, NJ
Client since 2016
Services at a glance
Everything a behavioral health practice actually needs.
Six service categories. Mix and match. Scale into the rest as you grow.
01
Virtual Behavioral Health Assistants
Pre-qualified, HIPAA-trained VAs dedicated to your practice. Trained on behavioral-health EHR workflows, intake coordination, and empathetic patient communication.
02
Mental Health Call Center Teams
24/7 coverage for patient calls, new intakes, scheduling, and crisis-escalation handling. Multi-language, HIPAA + 42 CFR Part 2 compliant where applicable.
03
Managed Behavioral Health BPO
Fully managed back-office and intake operations for solo therapists, group practices, PHP/IOP programs, and telehealth platforms. Scalable and HIPAA-compliant from day one.
04
Mental Health Billing & Claims
CPT/HCPCS coding, claims, EAP verification, sliding-scale documentation, and denials follow-up. Integrated with your EHR and clearinghouse.
05
Live Chat Support
24/7 HIPAA-compliant chat for intake inquiries, scheduling, and telehealth tech help. Integrated with your EHR and patient portal.
06
Marketing & Patient Engagement
Local SEO, Psychology Today profile management, Google review campaigns, and intake-lead nurture. Built for sensitive, stigma-aware patient acquisition.
Transparent pricing
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees. No surprise minimums. No bait-and-switch. You only pay for hours worked.
$8-$12/hour.
That's it. That's the whole range.
That's it. That's the whole range.
$0
Upfront cost
$0
Implementation fees
$0
Replacement costs
Back Office
$ 8-10
per hour · billing, claims, data entry
- Insurance verification
- Medical billing & AR
- Claims processing & appeals
- Pre-qualified candidates
- HIPAA BAA included
Most popular
Patient Facing
$ 11-12
per hour · scheduling, calls, intake
- Front desk & scheduling
- Clinical / specialty experience
- Candidate interviews included
- EHR-specific recruiting
- Virtual desktop + BAA
Managed Team
Custom
team lead + multiple VAs + QA
- Full managed service
- Workforce management & QA
- Monthly analytics reporting
- Ideal for 3+ seats or 24/7
- US-based operations lead
Ready to enhance your practice?
More time with patients. Less time with phones.
Mental health practice runs on empathetic first contact, consistent scheduling, and clean insurance conversations. HelpSquad Health streamlines the administrative pipeline around every patient so your clinicians can stay present in session.
Book a consultation and we'll scope a squad for the parts of your practice that are costing the most session time today.
In their words
What clients say about working with us.
H.E.R. Accessories
Having a real person is what we were looking for. HelpSquad has provided a good business model and support over the past 3 years.
Mason Bottle
The price is excellent for the quality of the service. Agents and coaches learn quickly and give customers an authentic experience with our brand.
VELLO
Within the first 3 months we expanded our hours of active guest communication by about 25% and delivered approximately 33% labor cost savings.
MultiSoft Corporation
They handle all of our live support 24x7x365. Awesome customer service.
Kofile Technologies
Professionals who have always proven themselves trustworthy and beneficial to our support staff.
N.J. Hair Center
It's like having someone there 24/7 to answer questions.
Simple Agency
Agents learn how to answer the top questions prospects ask, custom to YOUR business.
Spark Orthodontics
Good communication between company and customer.
Frequently asked
Answers before you ask.
What does a mental health practice typically outsource first?
Intake coordination and insurance verification. Both are high-friction, and both directly affect how many new patients actually make it to session one. Billing and no-show reduction often follow within a quarter.
How quickly can you staff a behavioral health VA?
About two weeks end-to-end: discovery → role design → 85+ pre-qualification → your interview → HIPAA onboarding → go live. Urgent coverage gaps can turn in under a week.
Are your VAs HIPAA-compliant? What about 42 CFR Part 2?
Yes. BAA at the company level, secure virtual desktop for every EHR session, no copy / paste / download of PHI. For substance-use disorder practices, we layer 42 CFR Part 2 workflows - stricter disclosure controls, patient consent tracking, and training around Part 2 handling.
Which behavioral health EHRs do you support?
SimplePractice, TherapyNotes, TheraNest, Valant, Kipu, Sigmund, Osmind, ICANotes, CounSol, Practice Fusion, and others. Custom EHR training during onboarding.
How much does a behavioral health VA cost?
$11-12/hour for patient-facing roles (intake, scheduling, communication) and $8-10/hour for back-office work (billing, verification, claims). No setup fees, no replacement costs. See full pricing →
Can VAs handle crisis escalation?
Yes. We document your crisis protocols at onboarding: immediate clinician paging, crisis line resources, and 911 handoff rules. VAs are trained in de-escalation language and safe triage. Crisis intervention itself remains with licensed clinicians.
What about insurance and sliding-scale conversations?
Handled with empathy and consistency. Mental health benefits (deductible, copay, session limits, behavioral-health carve-outs) are verified before session one. Sliding-scale conversations follow your practice policy, documented in the EHR.
Can you handle mental health billing and claims?
Yes. CPT/HCPCS coding, claims submission, EAP verification, EOB posting, patient responsibility collection, and denial appeals. 87% first-appeal success rate on denied claims. See billing pricing →
Do you support group practices and PHP/IOP programs?
Yes. Group practices, telehealth-first practices, PHP/IOP programs, and multi-state tele-mental-health platforms are all in scope. Credentialing coordination and payer-network support are available.
What if my practice is new or still credentialing?
We can hold a VA slot for up to 30 days while credentialing wraps. Useful for therapists opening a private practice or groups adding a new clinician to payer networks.
Verified client reviews
What clients say on Clutch.
Unfiltered, third-party-verified reviews pulled live from our Clutch profile.
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Ready to enhance your practice?
Let's build the squad your behavioral health practice needs.
A 30-minute call. We'll listen to the work, scope the role, and tell you honestly if we are a fit.
877-775-3667 · info@helpsquad.com · Hatboro, PA