⚕ Psychiatry Practice Operations
Kaye Capin
Your psychiatric practice deserves an ops specialist who knows this world.

I handle the billing, authorizations, scheduling, and administrative complexity that pulls psychiatrists and PMHNPs away from their patients — built specifically for behavioral health and psychiatric practices.

Schedule a Discovery Call → See Who I Help
Available for new clients
Kaye Capin — Psychiatry Operations Specialist
Kaye Capin
Psychiatry Operations · 5+ Years · All US & AU Timezones
5+
Years in psychiatric & behavioral health operations
2,000+
Patient practice managed end-to-end
10+
EHR & psychiatric billing platforms
39+
Concurrent prior auth cases actively tracked
Who I Help

Built for psychiatric practices of every shape

🧠

Solo Psychiatrists & PMHNPs

You became a provider to treat patients — not to chase insurance approvals, post payments, and manage a scheduling calendar after hours. I take over the entire back office so you can see more patients without burning out.

Common pain: No dedicated admin support, doing billing and PAs yourself after hours
🏥

Group Behavioral Health Practices

Multi-provider scheduling, multi-payer billing, and cross-provider prior authorization tracking is a full-time job on its own. I've managed practices with 10+ physicians and 2,000+ active patients simultaneously.

Common pain: Billing inconsistency across providers, supervision gaps in admin staff
💻

Telehealth-Only Psychiatry Practices

Telehealth has its own insurance complexity — different state rules, platform-specific billing codes, and patients spread across time zones. I'm remote-first, telehealth-fluent, and built for this model.

Common pain: Telehealth billing denials, payer credentialing gaps, async team management
Meet Kaye

A 2-minute intro before you reach out

I believe you should know who you're handing your practice to before we ever get on a call. Watch this short video to hear how I work, what I prioritize, and why psychiatry specifically.

"She was glad the practice finally has someone that gets mental health and how to treat patients on the front end."

— Marge Strawn, MSN, APRN, PMHNP-BC · Founder, Peace Mental Wellness
Kaye Capin Introduction Video
▶ Watch Intro
What I Do

Psychiatric practice operations, end to end

Every service is calibrated for the specific complexity of psychiatric billing, prior authorizations, and behavioral health patient communication — not generic medical admin.

📋

Prior Authorization Management

Full PA lifecycle for psychiatric medications — stimulants, antipsychotics, sleep medications, mood stabilizers. Submission, follow-up, peer-to-peer coordination, and appeals management.

CoverMyMedsControlled SubstancesPeer-to-Peer
🔍

Insurance Verification (VOB)

Eligibility verification via Availity and direct payer contact — deductibles, behavioral health benefits, mental health parity compliance, copays, and prior auth requirements confirmed before every intake.

AvailityMental Health ParityHeadway
💰

Revenue Cycle Management

Claim submission through collections — psychiatric billing codes (90837, 90834, 99213–99215), denial management, payment posting, and payer follow-up to close revenue gaps and prevent write-offs.

Psych Billing CodesDenial AppealsClaim.MD
📅

Multi-Provider Scheduling

Complex telehealth calendar management across providers, time zones, and appointment types — intakes, medication follow-ups, psychiatric evaluations. Patient urgency triage and waitlist management included.

OptiMantraTebraTelehealth
🤝

Patient & Pharmacy Coordination

Sensitive patient communication in psychiatric contexts — escalation handling, medication refill coordination with pharmacies, referral tracking to case managers, residential facilities, and homecare providers.

Psych EscalationsPharmacy CoordinationReferrals
👥

Team Supervision & Training

Supervise and mentor front office staff and virtual assistants in psychiatric practice workflows. Build onboarding materials, lead KPI reviews, and establish performance standards your team will actually follow.

VA ManagementKPI TrackingHIPAA Training
Proof of Proficiency

I work in the systems your practice runs on

Screenshots from live psychiatric practice workflows — not demos, not tutorials. This is active daily use.

Availity
Availity
Insurance eligibility, benefits verification, claim status, and prior authorization submissions across major behavioral health payers.
Used daily for mental health benefit verification & parity checks
CoverMyMeds
CoverMyMeds
Managing 39+ concurrent prior auth cases — stimulants, antipsychotics, sleep meds. Tracking approvals, denials, and peer-to-peer requests in real time.
Primary PA tool for psychiatric controlled substance authorizations
OptiMantra
OptiMantra
Full telehealth psychiatry scheduling — multi-provider, multi-appointment type calendar management across a complete clinical week.
Psychiatric intake & follow-up scheduling, telehealth-native
Tebra
Tebra (Kareo)
Appointment management, clinical documentation workflows, and patient record handling in a multi-provider behavioral health setting.
Practice management & billing for psychiatric group practices
Headway
Headway
Behavioral health insurance billing and session management — payer coordination, rate reconciliation, and insurance credentialing support.
Behavioral health insurance platform — therapy & psychiatry billing
Organized Gmail
Systematic Communication
Labeled, organized inbox management across all practice channels — FAMLI, Headway, GeneSight, Optimantra appointments, patient messages, and intake questionnaires.
Zero-inbox discipline across all practice communication channels

Also proficient in: Athenahealth · SimplePractice · Osmind · Charm Health · Theranest · Psychology Today · Zocdoc · Claim.MD · RingCentral · Doximity

What Providers Say

Trusted by psychiatrists and behavioral health leaders

Real feedback from licensed providers and clinical professionals I've worked with directly.

"

I received one of the BEST compliments about you. The Director of Fraud with the military insurance called you "professional, kind and efficient" — and said the practice finally has "someone that gets mental health and how to treat patients on the front end." That is a HUGE compliment. Thanks for all you do!

MS
Marge S., MSN, APRN, PMHNP-BC
Founder, Peace Mental Wellness
Practice Owner · Direct Email
"

Kaye was very attentive and efficient at her job. She was fast and reliable when asked to do something urgent. She was very knowledgeable and helped me a lot during my time at PWC center.

NR
Nicole R.
Clinical Psychologist (EC) · Psychometrician (USA)
LinkedIn Recommendation
"

Kaye is an excellent assistant. I had the pleasure of working with her for over 7 months. She is timely, professional, and great at her job. She provides top of the line customer service. Highly recommend her for any job in the future!

MW
Maggie W., MPAS, PA-C
Physician Assistant
LinkedIn Recommendation
Track Record

5+ years inside psychiatric practices

Every role has been in high-volume outpatient psychiatry or behavioral health — not general medical, not dental, not temp admin work.

Credentials
HIPAA Certified — Jan 2026
BAA-Ready (Business Associate Agreement)
BS, Civil Engineering — Cebu Technological University
Remote · All US & AU Timezones
Office and Billing Manager
Fields Psychiatric Consultants, LLC — Mililani, HI
Apr 2023 – May 2025
  • Led all administrative and billing operations for a multi-provider behavioral health practice serving 2,000+ patients
  • Supervised front office staff and virtual assistants; built onboarding materials and training workflows that standardized performance across the team
  • Facilitated weekly KPI reviews, identified billing bottlenecks, and implemented corrections that closed revenue cycle gaps
  • Owned the complete revenue cycle: insurance verification → prior authorizations → claim submission → denial resolution → payment posting → collections follow-up
  • Managed complex multi-provider scheduling; triaged patient urgency and coordinated referrals to case managers, homecare nurses, rehab, and residential facilities
  • Handled all escalated patient concerns including sensitive psychiatric cases; maintained full HIPAA compliance across all communication channels
Verification of Benefits (VOB) Specialist
Neurology Associates of the East Valley — Mesa & Chandler, AZ
Jan 2025 – Jan 2026
  • Verified insurance eligibility and benefits for a multi-location specialty practice using Availity and direct payer portals
  • Confirmed deductibles, copays, prior auth requirements, and PCP referral needs directly with payers — preventing intake delays and scheduling disruptions
  • Communicated benefit details and referral statuses to patients clearly; maintained precise EHR documentation for all verifications
  • Collaborated cross-functionally with front office, scheduling, and billing teams with full HIPAA compliance
Patient Care Coordinator & Receptionist
Psychiatry Wellness Center & Petit Psychiatry — Lake Worth, FL
Jul 2020 – Jun 2023
  • Managed front-desk operations for a 10-physician outpatient psychiatric facility — high-volume scheduling, patient registration, and inquiry handling
  • Verified patient insurance coverage, confirmed eligibility, collected co-pays, and maintained accurate demographics and health histories in the EHR
  • Coordinated with pharmacies via phone and fax for psychiatric medication prescriptions and refills
  • Adhered strictly to HIPAA regulations across all patient records, communications, and clinical documentation
Investment

Transparent, straightforward pricing

Two engagement options. No hidden fees, no surprise invoices. Both are remote-only.

Flexible · Part-Time
Hourly Rate
Best for practices that need targeted support — prior auths, billing clean-up, or scheduling help — without a full commitment.
$12/ hour
Minimum 15 hours per week · $180 / week billed
Includes
  • Insurance verification & eligibility checks
  • Prior authorization submissions & follow-up
  • Claim submission, denial resolution, payment posting
  • Scheduling support & patient intake coordination
  • EHR documentation & data entry
  • Weekly hours report delivered transparently
Billing: Invoiced weekly. Payment due within 3 business days of invoice date. Hours tracked and reported each week.
Get Started →
Best Value · Full Coverage
Monthly Retainer
For practices that need a dedicated operations specialist — consistent hours, predictable cost, complete coverage.
$1,600/ month
40 hrs/week · Up to 20 working days per month
Includes
  • Full revenue cycle management
  • Prior authorizations & insurance verification
  • Multi-provider scheduling & calendar management
  • Patient escalation & inquiry handling
  • Staff or VA supervision & coordination
  • HIPAA-compliant documentation throughout
  • Weekly KPI check-in with provider or owner
  • Priority response during business hours
Downpayment: $400 due upon signing to reserve your slot.
Balance: $1,200 invoiced and due on the 11th of each month.
Book a Discovery Call →

All engagements require a signed service agreement. By proceeding you agree to the . · Rates in USD. · Remote only.

Let's Talk

Ready to get your practice running the way it should?

A 20-minute discovery call is all it takes. I'll ask about your current pain points, walk you through how I'd approach your practice, and give you a clear picture of what working together looks like — no pressure, no pitch.

Schedule a Discovery Call → Send an Email Instead
✉capinkayeg@gmail.com 📞+1 (720) 736-5615 🌏Remote · All US & AU Timezones