Therapy records that show who did the work, and why
For Minnesota clinics and agencies providing outpatient psychotherapy. AraSync links each session to the diagnostic assessment behind it, carries the clinician’s credential onto the record, and keeps start and stop times with the note. Most of the risk in therapy sits in licensure, medical necessity and that assessment.
The assessment behind the episode
A diagnostic assessment establishes the diagnosis that makes therapy medically necessary. 90791 is the evaluation itself, billed separately from the therapy that follows.
Two things commonly go wrong. The first is a 90791 attributed to someone not qualified to render it, which can turn a legitimate service into a recoupment. The second is an episode of therapy running on an assessment that has aged out, so the diagnosis on file no longer supports what is being billed.
AraSync records who rendered the assessment and carries their credential onto the document. It treats a current assessment like every other prerequisite: a psychotherapy note cannot be completed without one, so the gap shows up when the note is written rather than at month end.
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Evaluation The diagnostic assessment 90791
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Diagnosis on file Carried on the client record
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Therapy episode Sessions tied to that diagnosis
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Medically necessary Supported by the chain behind it
In therapy, who signs matters most
Minn. Stat. § 245I sets staff qualifications and supervision requirements. In therapy the license is the service.
Licensure on the document
LICSW, LMFT, LPCC and LP each answer to a different board. The credential belongs on the note, written the way the board writes it.
Clinical trainees
A trainee’s work is billable only with the supervision the statute requires behind it. That supervision has to be shown on the record, not just asserted.
Expiring licenses
A license that lapses mid-episode makes every session after it a problem. AraSync tracks credential expiry and sends warnings at 90, 60 and 30 days ahead of the date.
Scope by service
Not every clinician can render every code. Configured checks can flag a provider type that may not match the service code before a claim goes out.
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Credential on file LICSW, LMFT, LPCC, LP
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On the note Written the way the board writes it
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Its board Each license answers to one
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Expiry tracked Warnings at 90, 60 and 30 days
Session codes and what they assume
90832, 90834 and 90837 are time-based codes for sessions of about 30, 45 and 60 minutes, and each has a minimum time the session has to reach. Billing the 60-minute code for a session documented as 45 minutes is not a matter of interpretation. It is an overpayment, and start and stop times are what settle it.
Family and group psychotherapy carry their own codes and their own documentation expectations about who was present and why that format was chosen. In AraSync the clinician picks the service on the note itself, so the code and the documentation come from the same place.
Telehealth applies here too: place of service 02, and where a payer wants a modifier, generally 95 for audio and video and 93 for audio-only. Audio-only remains valid in Minnesota through July 2027.
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About 30 minutes 90832
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About 45 minutes 90834
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About 60 minutes 90837
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Start and stop recorded On the note itself
Where agencies get caught
Notes that never say why the work continues
Medical necessity is not established once at intake. A file of sessions that never revisits whether therapy is still indicated is hard to defend at month eighteen.
The wrong renderer on a 90791
Often a clerical carryover rather than a decision, and one of the simplest findings a reviewer can make.
Psychotherapy notes handled like progress notes
Minnesota and HIPAA treat process notes differently from the clinical record for disclosure purposes. Agencies that keep both in one file lose that distinction when records are requested.
Therapy and ARMHS in separate systems
Agencies offering both often run two systems: two charts for one person and no single view of what was billed on a given day. AraSync runs therapy and ARMHS in one system, with billing for both in one place.
See it with your own practice
A walkthrough shaped around your clinicians, your codes and how your assessments and therapy episodes connect.
Request a demo