Can a Virtual Assistant Team Work Inside Therap?
Yes. Dedicated HIPAA-trained teams work inside your agency’s own Therap system, covering intake records, Scheduling/EVV administration, service authorization tracking, documentation completeness, billing, and payment posting for IDD and HCBS provider agencies. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
The Work Your Team Does in Therap, We Staff
What Is Therap?
Therap is the documentation, communication, and billing platform built for agencies serving people with intellectual and developmental disabilities and other home and community based services populations. It is a configurable system of 70+ modules: the person-centered Individual Support Plan for goals and outcomes with ISP Data tracking, T-Log daily notes, the MAR for medication administration records, SComm secure messaging, General Event Reports for incidents, a Scheduling/EVV module built for the 21st Century Cures Act’s visit verification mandates, and integrated billing that turns documented services into professional and institutional claims. Therap reports that 7,000+ HCBS provider agencies and 20+ state IDD systems use the platform, and its mobile app carries documentation to the point of service.
The operational catch is that Therap ties billing to documentation on purpose: units bill when the underlying service documentation and EVV data support them. That protects compliance, and it also means an agency’s cash flow depends on unglamorous daily desk work, checking that notes exist, EVV exceptions get cleared, authorizations have units left, and claims go out supported. Direct support professionals are hired to support people, not to chase spreadsheets. That desk work is what this service staffs.
Who Is This For?
IDD and HCBS provider agencies that run on Therap and are losing office hours to it: residential providers, day program and community habilitation agencies, supported employment providers, in-home support agencies, and case management organizations. It fits a single-county agency that needs one trained Therap specialist as well as a multi-program provider that needs a billing desk plus documentation and EVV follow-up coverage.
Where Therap Agencies Lose Time and Money
The service happened, the note exists, but the visit verification record does not match, and the claim comes back denied. Each one is rework nobody scheduled.
See the fixA missing or mismatched data element, wrong service code, wrong location, no end time, is enough to sink a visit. The errors are small; the revenue loss is not.
See the fixMedicaid authorizations are use-it-or-lose-it. When nobody tracks utilization against authorized units, hours the person was approved to receive quietly expire, and so does the revenue.
See the fixManaged care organizations pay on their own clocks. Without a person on aged claims, the 90-day bucket grows and write-offs follow.
See the fixIntake and Individual Records
Our team keeps individual records in Therap complete and current: entering demographics, insurance and Medicaid identifiers, contacts, and program enrollments at intake, assembling admission paperwork, and auditing records on a cycle so missing consents and outdated information get caught before a surveyor or a claim finds them. Clean records are the upstream fix for half the billing problems on this page.
Scheduling/EVV Administration
Therap’s Scheduling/EVV module records visit verification data for services under state EVV mandates, and somebody has to work its exception queues daily. We maintain schedules against staffing changes, review check-in and check-out exceptions, route corrections through your state’s approved correction process, and reconcile verified visits against what is billable, so no-EVV denials stop being a monthly surprise. Your state’s aggregator rules govern; we work inside them.
Service Authorizations and Utilization
We log service authorizations in Therap with units, date spans, and funding sources, track utilization against authorized units weekly, flag individuals approaching exhaustion or expiration, and prepare renewal paperwork ahead of deadlines so services continue without funding gaps. Unused authorized hours are a revenue drain and a service gap at the same time; a weekly utilization review is the fix, and we own the calendar for it.
Documentation Completeness
Your direct support professionals write T-Logs, ISP Data, and case notes; that is their work and it stays theirs. Ours is the completeness check behind them: daily sweeps for missing or unfinished documentation against the schedule, follow-up lists routed to program managers, and pre-billing checks that confirm each claimable unit has the supporting documentation Therap expects before the claim goes out. Billing built on complete documentation is billing that survives an audit.
Medicaid Eligibility Tracking
IDD services run almost entirely on Medicaid and waiver funding, and eligibility is not a one-time check. We verify Medicaid status on a monthly cycle, watch for lapses and redetermination dates, track waiver enrollment changes, and flag anything that would make next month’s services unbillable before those services get delivered. It is quiet work that prevents loud problems.
Billing and Claims
Can you outsource Therap billing? Yes. Dedicated billers work end to end inside your system: generating claims from documented, verified services, submitting professional and institutional claims per your state and MCO requirements, working rejections, following up aged claims with the payers who pay slowest, and managing resubmissions with the documentation trail attached. Because Therap links billing to documentation and EVV, our billers work hand in hand with the completeness and exception checks in the sections above.
Payment Posting and Remittance
We post remittances against claims in Therap, reconcile deposits to the billing ledger, isolate underpayments and partial denials for follow-up, and keep the AR aging honest so leadership sees real numbers. Multi-program agencies juggle multiple funding streams; disciplined posting is what keeps them from blurring together.
Reporting and Agency Admin
We run Therap reporting on a fixed calendar: unbilled services, documentation completeness by program, EVV exception trends, authorization utilization, AR aging by funding source, and the program-level summaries your leadership meetings actually use. Someone on our team owns that calendar, so a program whose services quietly stopped billing gets caught in week two, not at quarter close.
Put a Dedicated Therap Team on This Work
You have seen what we cover, from intake records to the AR report, with direct support left where it belongs. Meet us, pick the seats you need, and watch a trained team work your own Therap queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on Therap
Before anyone touches your production system, your team trains on your own SOPs plus Therap’s published workflows for records, Scheduling/EVV, authorizations, and billing, plus your state’s specific EVV and claiming rules, then works supervised alongside a senior team lead through go-live. Every account starts with a written runbook for your agency: which queues get worked at what time, what gets escalated to a program manager, and what gets reported back each evening. A trained backup shadows the account from day one at no charge, so coverage does not hinge on a single person. Every specialist works under an individual HIPAA agreement with named, auditable Therap credentials, never shared logins.
Why Outsource Therap Work, and Why Staffingly
Most vendors sell IDD billing alone. We staff across the administrative surface of a Therap agency: records, EVV exceptions, authorizations, documentation completeness, billing, posting, and reporting, so work stops falling between vendors.
Billing services usually charge a percentage of collections, so their fee grows with your census. Ours is a flat weekly fee per dedicated specialist, and every efficiency gain accrues to your agency’s margin, which in IDD services is thin to begin with.
In Therap, a claim is only as good as the documentation and EVV record behind it. Because one team owns completeness checks, exceptions, and billing together, problems get fixed where they start instead of bouncing between departments.
Live in 14 days. 2-Week Free Trial. Replace any team member in 48 hours. 800+ providers served, 4.9 Google rating you can verify on our listing.
Agency Types We Support on Therap
Residential providers (documentation completeness across shifts and houses), day program and community habilitation agencies (attendance-driven billing at volume), supported employment providers (unit tracking across sites), in-home support agencies (EVV exception queues worked daily), case management organizations (records and reporting discipline), and multi-program providers that need one administrative desk across several funding streams.
Process and Onboarding
20 to 30 minutes on Teams. We map your Therap modules, programs, and state requirements before we meet.
Named Therap user accounts per specialist, role-based permissions, your approval on every account.
Your SOPs plus Therap’s published guides and your state’s EVV rules; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit logs, so you can review our activity in your own system. Records for the people your agency serves get handled with the confidentiality discipline vulnerable populations deserve. Read the complete program at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated Therap FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight documentation gaps, EVV exceptions, and payer correspondence, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on Medicaid billing + your platform
- Software seat + equipment + PTO coverage
Calculate Savings
Therap Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant team do in Therap?
Individual record upkeep, intake paperwork, Scheduling/EVV exception review, service authorization and utilization tracking, documentation completeness sweeps, Medicaid eligibility monitoring, claim generation and follow-up, remittance posting, and reporting. Anything administrative that happens inside Therap screens, a trained remote specialist can own.
Can you outsource Therap billing?
Yes. Dedicated billers generate claims from documented, verified services, submit professional and institutional claims per your state and MCO rules, work rejections and aged claims, and post remittances, with daily production reporting.
Do you provide direct support staff?
No. We are an administrative team, not direct support professionals, and we do not deliver or document services on your staff’s behalf. We track documentation completeness and work the office queues so your DSPs and program managers can stay with the people they support.
How do you handle EVV?
We work the administrative side of Therap’s Scheduling/EVV module: schedule maintenance, exception review, corrections routed through your state’s approved process, and reconciliation of verified visits against billing. Your state’s EVV rules and aggregator requirements govern how corrections happen; we work inside them.
How do your staff access our Therap system?
Through named individual user accounts you approve, with role-based permissions and full audit logging. No shared logins, no offline exports of PHI, and you can review our activity in your own system.
How fast can a dedicated Therap team start?
Most teams go live in about 14 days: access setup, training on your SOPs and your state’s requirements, then supervised production. The engagement starts with a 2-Week Free Trial.
Which agencies does this fit?
Therap-based IDD and HCBS providers: residential, day program and community habilitation, supported employment, in-home supports, case management organizations, and multi-program agencies.
Do we keep control of our Therap?
Yes. It stays your system, your data, your logins to grant or revoke. We work inside it and report daily; you can review our activity in your own system.
Medicaid Billing and EVV Resources for IDD Agencies
Published answers from the teams that work these queues daily.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the agency support workflows described on this page.
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Claim Your 2-Week Free TrialTherap is a trademark of Therap Services, LLC. Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by Therap Services. Staffingly works inside client-owned Therap systems under client-granted access.