Flexible Billing lets you document your self-referral caseload on Tava, all in one place. Choose whether to Bill on Tava or Bill Elsewhere for each session, and adjust these settings anytime. It’s designed to support providers who see clients through multiple billing workflows but want to keep scheduling, documentation, and records all in one place.
Who Flexible Billing is for
Flexible Billing is available for:
- Provider self-referral sessions (clients you add and manage yourself)
It is not available for:
- Tava Referrals. These sessions must be billed on Tava.
Two Billing Methods
During documentation for eligible self-referral sessions, you’ll see two options under Billing Method:
Bill on Tava
- Tava submits claims on your behalf.
- You receive bi-weekly payouts with 100% protection from claw-backs.
- You can view earnings for each session and see expected payouts in advance.
- Late cancellation and no-show fee payouts (if enabled)
- Automatic card-on-file processing
Bill Elsewhere
- Hold and document the session in Tava but submit claims and collect payment through your own billing process.
- Tava will not submit a claim or pay you for that session.
- You’ll choose one of four coverage types for the session:
- Insurance
- Medicare / Medicaid / Tricare
- Self-Pay
- Non-Tava EAP
When is Flexible Billing Available?
All self-referral sessions will have the option to Bill Elsewhere. If the client’s coverage isn’t compatible with Tava billing, you’ll see an alert indicating that Bill on Tava is unavailable. You can choose Bill Elsewhere instead.
Documentation Timelines
- You have 30 days after the session date to document and choose a billing method. After 30 days, the session becomes Undocumented and can’t be documented on Tava.
- Once you submit your note, you have 72 hours to make edits. After that, the note and billing method are locked.
- If changes are needed after the note is locked, contact Tava Support. We can unlock edit access for the note only so you can correct documentation; the billing method itself cannot be changed.
What Flexible Billing Does Not Include
Flexible Billing does not currently include:
- CMS-1500 claim form, superbill or invoice generation
- Filters or reporting by billing method in client/session lists
- The ability to add non-accepted coverage types directly to the client profile
FAQs:
- How long after a session can I document a session and use flexible billing? Providers have 30 days to document a session and select a billing method.
- Can I switch billing methods after the note is submitted? After submission, you have 72 hours to edit the note; afterward, the note and billing method are locked.
- Can I see estimated payouts for Bill Elsewhere sessions? Bill Elsewhere sessions do not appear in the payouts tab or expected payout calculations.
- Can clients see charges in their transaction history for Bill Elsewhere sessions? No. These charges will not appear in their transaction history.
- Can I choose to Bill On Tava, even if the required coverage is disabled? Yes, but only if there is a Tava-accepted coverage method on file.
- What happens if I turn on my late cancel / no-show fee enforcement? Clients will be prompted to add a fees coverage method and accept your policies before joining their next session.
- Am I able to adjust coverage requirements & fee enforcement before the client's profile is created? No, only after the profile is created
- Can I filter clients or sessions by billing method? No, not at this time.
- Can I export sessions as a CMS-1500, create invoices, or generate superbills? Not at this time.
- Can providers & clients add coverage that is not currently accepted at Tava to the client profile? Not at this time. Only Tava-accepted coverage can be saved on the client profile.