Increasing Cost Estimate Accuracy by 25%: How Sohar helped Mindful Health Solutions Improve Upfront Payment Collections Across Three States
Increasing Cost Estimate Accuracy by 25%: How Sohar helped Mindful Health Solutions Improve Upfront Payment Collections Across Three States
Client Overview
Mindful Health Solutions (MHS) is a leading behavioral health group with clinics across California, Texas, Georgia, and Washington. Offering services like psychotherapy, transcranial magnetic stimulation (TMS), and esketamine, MHS manages over 16,000 patient appointments monthly across a diverse payer landscape.
Industry: Psychotherapy and psychiatry provider
Results
By embedding claims-informed data into their intake systems, the Mindful Health Solutions team now provide patients with accurate cost estimates upfront — reducing surprise bills, improving payer response consistency, and enhancing the overall patient experience.
By the Numbers
Challenge
Despite using tools like Phreesia and NextGen, Mindful Health Solutions faced persistent issues in surfacing accurate eligibility data. Critical information such as copays, deductibles, and payer carve-outs was often unreliable — resulting in front-office teams bearing the burden of manual checks and post-visit financial follow-up.
Baseline data from July 2024 revealed an eligibility accuracy rate as low as 72%, with downstream effects on claim denials, patient transparency, and administrative workload. The organization needed a scalable solution to improve both accuracy and operational reliability across its multi-state footprint.
Solution
In our conversations with the Talkiatry team, it became clear that the right solution to their problems would not just create efficiencies in their front-end RCM process, but must also reduce costs and positively affect the patient experience.
Objectives
Reduce dependency on manual eligibility checks for high-volume appointments
Improve the accuracy of patient-facing financial data during intake
Lower operational burden on front-office staff while improving billing transparency
Pain Points
Implications
Key Products Leveraged
To meet the brief, we suggested our Verification product from our Insurance Intake suite of products.
Verification
Implementation
Sohar worked closely with Mindful Health Solutions team across RCM, operations, and IT to roll out a clean integration path.
- API credentials were issued and implemented alongside sandbox testing
- Historical claims analyzed to benchmark initial accuracy (72%)
- Daily eligibility exports were piloted from Oakland and Seattle locations
- Adjustments were made per payer based on downstream audit findings
By mid-2025, verification accuracy had stabilized at 90%, a result of continuous claims-informed tuning and automation improvements.
Solution
Sohar partnered with Mindful Health Solution to implement its Eligibility Verification product through a structured, API-led integration.
This included:Sohar collaborated directly with MHS’s offshore IT and RCM teams to embed eligibility into their intake systems without disrupting existing tools like NextGen or Waystar.
- A dedicated sandbox and secure credentialing for testing
- Custom workflows aligned with front-office timing (3-day pre-check window)
- Claims-informed validation to improve copay and coinsurance accuracy
- CSV-based daily exports to support real-time intake operations
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