Get paid more: Four strategies for improving insurance reimbursements 

Insurance reimbursement rates play a key role in determining the financial wellbeing of an organization and navigating them can feel overwhelming. In an ideal world, community healers would be justly rewarded for their meaningful work without having to worry about securing and growing their compensation. Alas, we live in a time and place where therapy practices must rely on complicated processes to stay afloat. That said, with the right strategies and a proactive approach, you can increase your reimbursement rates and improve your financial footing. 

This guide will walk you through practical tips, from negotiating with insurance companies to creating more efficient systems, expanding your services, and even advocating for broader industry changes. While raising reimbursement rates takes effort, the results are well worth it, ensuring your practice remains sustainable and thriving. 

1. Negotiate with insurance companies 

Approaching insurance companies to negotiate better rates can feel intimidating, but it’s one of the most effective ways to take control of your reimbursements. The key is preparation, a strong understanding of your value, and clear communication. 

Specialization 

Insurance companies value expertise. That means if your practice offers something unique or specialized, you have leverage to negotiate higher rates. Do you have advanced certifications, provide cutting-edge treatments, or serve an underserved population? Highlighting these features in discussions with payers can make all the difference. 

For example, a clinician specializing in cognitive-behavioral therapy or working in rural settings fills important gaps in care. If your practice offers specialized services that can’t be easily replaced, document these strengths with data and case studies. Also, consider how your services meet local needs—for instance, providing expert care in a field where the region lacks similar alternatives. 

Track and demonstrate treatment outcomes 

Insurance companies want proof that your treatments are effective. Data that shows improved patient outcomes or notable cost savings can strengthen your negotiation position. Start by implementing tools such as patient-reported outcome measures (PROMs) to gather reliable data. 

For example, if you’re able to show a 20% improvement in recovery rates among treated clients, that’s a compelling argument for why your services deserve higher compensation. Not sure how to present the results? Try visual aids like graphs or charts to make the information easy to digest. 

Once you have defined your value and documented positive outcomes, the next step is to approach negotiations with insurance providers with clarity and confidence.  

• Identify key decision-makers and understand their reimbursement policies.  

• Clearly define your objectives, like rate increases, and show how your services improve outcomes, reduce costs, or add value.  

• Use a collaborative tone to highlight mutual benefits—better care for patients and enhanced insurer reputation.  

• Address objections with data, such as metrics, success stories, or benchmarks.  

• Summarize agreements, confirm proposed rates, and outline next steps to finalize terms. 

2. Make systems work for you 

Simplifying and improving the way your practice operates doesn’t just save time; it can directly impact your reimbursement success. Insurance claims that are accurate, timely, and aligned with payer requirements get paid faster and more consistently. 

Make sure your billing process is working 

A broken billing process can lead to rejected or delayed claims, which impacts both cash flow and long-term reimbursement rates. Claims with errors (like incorrect codes or missing details) can end up in a pile of denials instead of dollars in your bank account. 

Avoid these issues by investing in systems that manage all the moving parts of billing. Tools like electronic health records (EHRs) come in handy for automating daily practice management processes and tracking claim submissions. If managing billing in-house feels overwhelming, consider delegating to a professional billing service. They can handle everything from compliance to denial follow-up, giving you more time to focus on patient care. 

Offer group sessions 

Group therapy is a smart and efficient way to maximize reimbursements while working smarter, not harder. Did you know that a single group session can be billed individually for multiple patients under specific CPT codes like 90853? By offering group sessions, providers can effectively multitask—treating several clients at once while maintaining high standards of care. With proper documentation and adherence to payer guidelines, group therapy not only improves client access to care but also optimizes reimbursements. For example, running psychoeducational groups or cognitive behavioral therapy sessions allows you to make a bigger impact in less time. 

3. Grow your client base and diversify your expertise 

Having a broader client base gives you more leverage with payers, showing your practice is in demand. At the same time, expanding the range of services you offer can open up additional revenue streams. 

Expand service offerings 

Expanding your service offerings can open new revenue streams and help you reach more clients. For example, telehealth is a powerful tool that allows you to serve clients beyond your geographic area, including rural or underserved communities, without the need to invest in additional office space.  

Other strategies include offering specialized services, such as chronic care management or wellness programs, to cater to specific patient needs. Adding group sessions or workshops can also help you provide value to a broader audience.  

No matter the approach, ensure your coding, billing, and payer requirements are aligned. For instance, with telehealth, many states now have reimbursement parity laws, but it’s important to review each payer’s policies. By diversifying your services, you can grow your practice and meet the evolving needs of your clients. 

Join employee assistance programs (EAPs) 

EAPs connect clinicians with workplaces to deliver wellness services to their employees. These programs often involve short-term counseling and other high-demand services like stress management or substance use therapy. 

EAP clients often access care at no cost to them, but for clinicians, these partnerships can supply a steady stream of referrals and build a long-term client pipeline. While the initial reimbursement rates from EAPs may be lower than traditional insurance, the overall benefits—including consistent volume and lower administrative burdens—often make them worthwhile. 

Provide out-of-network billing options 

Offering out-of-network billing can give therapists more flexibility and help maximize reimbursements. By charging your standard rates and helping patients use their insurance benefits, you can maintain higher fees while still making care accessible. The simplest approach is to provide clients with “superbills,” which they can submit to their insurance for partial reimbursement.  

For an even better experience, you can submit out-of-network claims directly to insurers on behalf of your patients, streamlining the process. This option allows you to attract clients seeking high-quality care while ensuring you receive higher reimbursements compared to in-network rates. 

Advocate for better policies 

While direct strategies can boost your rates right away, long-term change requires industry-wide action. Advocacy is an often overlooked yet powerful tool for practices. 

Join professional groups or organizations that lobby for policy changes aimed at improving reimbursement structures. For instance, initiatives like the Stabilizing Medicare Access to Rehabilitation and Therapy Act help protect practices from payment cuts and improve funding for underserved areas. 

Actions like attending advocacy days, writing letters to policymakers, or even sharing data that highlights the effectiveness of your treatments can make a real impact. When payers and policymakers see what’s at stake for both therapists and their clients, they’re more likely to push for constructive changes. 

Final thoughts 

Increasing your insurance reimbursement rates isn’t something that happens overnight, but it’s absolutely achievable with the right mix of strategy and effort. Negotiating fair terms, finetuning your systems, broadening your offerings, and advocating for structural change are all part of the process. 

Start small by reviewing one area of opportunity, like refining your billing process or gathering better treatment data. From there, build momentum. With these tips in your toolkit, you’ll not only improve your reimbursement rates but also ensure your practice remains successful and sustainable for years to come.