Latest / The Brain Dump / Leaving Insurance Panels as a Therapist | Episode 17

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Leaving Insurance Panels as a Therapist | Episode 17 · The Brain Dump

• 0:00
  SPEAKER_00: Hi, I'm Sandy Boone, therapist, coach, and nervous system educator with 30 years experience in healthcare and mental health.
• 0:06
  SPEAKER_00: I built two practices, got diagnosed with ADHD at 50, and learned the hard way that healers need healing to.
• 0:13
  SPEAKER_00: I help female therapists and healers regulate their nervous systems, reclaim their lives, and stop being everyone's everything.
• 0:20
  SPEAKER_00: Welcome to the Braindump with Sandy Boone.
• 0:40
  SPEAKER_00: Do you know how much control your insurance panels have over your business?
• 0:45
  SPEAKER_00: Not your clinical decisions or treatment approaches, your business, your rates, your client load, your credentialing data, the administrative hours you spend chasing authorizations and fighting denials, the paperwork that eats your evenings, and the reimbursements that haven't kept up with inflation in years.
• 1:05
  SPEAKER_00: Do you know how much of what you think as your practice actually belongs to them?
• 1:10
  SPEAKER_00: I'm going to talk about that today, and then I'm going to give you the real unvarnished picture of what it actually takes to leave.
• 1:17
  SPEAKER_00: Not the motivational version, not the oversimplified social media version, but the actual logistics that nobody walks you through until you're in the middle of it and wondering what you got yourself into.
• 1:28
  SPEAKER_00: Here's what I know after working with therapists who are trying to make this transition.
• 1:33
  SPEAKER_00: The fear of leaving insurance panels keeps more therapists stuck than almost anything else.
• 1:38
  SPEAKER_00: And some of that fear is legitimate.
• 1:41
  SPEAKER_00: Some of it's based on real risk and real uncertainty, and that deserves to be named.
• 1:46
  SPEAKER_00: But a lot of it is based on not knowing what the process actually looks like, and that's fixable.
• 1:51
  SPEAKER_00: So let's fix it.
• 1:53
  SPEAKER_00: Let me tell you something that stopped me in my tracks recently.
• 1:56
  SPEAKER_00: You are probably familiar with CAQH, which is the credentialing system that holds all of your provider data, your licenses, your malpractice history, your practice information, everything insurance companies need to credential you and keep you on their panels.
• 2:12
  SPEAKER_00: You update it, you maintain it, and you attest to it regularly.
• 2:16
  SPEAKER_00: As of January 2026, CAQH, now rebranded as Data Spring, powered by CAQH, is owned by 12 shareholder companies affiliated with the nation's leading health plans.
• 2:30
  SPEAKER_00: Let that land for a second.
• 2:33
  SPEAKER_00: The system that holds your professional data, including your bank information, the one you were required to maintain to participate with insurance companies, the one that is essentially your credentialing identity in this industry, is now owned by insurance companies.
• 2:51
  SPEAKER_00: The foxes are running the hen house.
• 2:53
  SPEAKER_00: And I'm not telling you this to make you paranoid.
• 2:56
  SPEAKER_00: I'm telling you this because it's a perfect illustration of something therapists need to understand before they decide whether to stay or go.
• 3:04
  SPEAKER_00: You are not an independent contractor who happens to work with insurance companies.
• 3:08
  SPEAKER_00: In many ways, you're operating inside a system that was designed by and for them.
• 3:14
  SPEAKER_00: Your rates are set by them, your reimbursements are approved by them, your credentialing data is maintained in a system that they now own.
• 3:23
  SPEAKER_00: And the administrative burden of participating, including the prior authorizations, the treatment reviews, the claim submissions, the denials, that burden falls entirely on you.
• 3:33
  SPEAKER_00: This is the context in which the decision to go private pay lives.
• 3:37
  SPEAKER_00: It's not just about money, it's about who controls your practice.
• 3:41
  SPEAKER_00: The fear is real and it deserves to be named.
• 3:44
  SPEAKER_00: Before we get into logistics, I want to spend some time with the fear, because if I skip over it and go straight to the how-to, I will have missed the most important part.
• 3:53
  SPEAKER_00: The fear of leaving insurance panels is real, and right now it is particularly acute because we are in an uncertain economic moment.
• 4:01
  SPEAKER_00: People are watching their spending.
• 4:03
  SPEAKER_00: Some therapists are reporting that their caseloads are decreasing naturally and organically, even with insurance.
• 4:10
  SPEAKER_00: Not because they're doing anything wrong, but because people are stretched thin and making hard choices about where their money goes.
• 4:16
  SPEAKER_00: And into that environment, someone is asking you to voluntarily reduce your referral pool by leaving the panels that have been sending you clients.
• 4:24
  SPEAKER_00: I understand why that feels terrifying, but I want to offer you a reframe.
• 4:29
  SPEAKER_00: A decreasing caseload under insurance is not the same as a decreasing caseload in private pay.
• 4:35
  SPEAKER_00: Because in insurance, when your caseload decreases, your income drops at whatever rate insurance has decided to pay you, which, let's be honest, is roughly half of what your services are actually worth.
• 4:46
  SPEAKER_00: In private pay, you have a different lever.
• 4:49
  SPEAKER_00: You can adjust your rate.
• 4:51
  SPEAKER_00: You can be strategic about who you market to.
• 4:53
  SPEAKER_00: You have agency that the insurance model simply does not allow.
• 4:57
  SPEAKER_00: You can diversify your income.
• 5:00
  SPEAKER_00: The fear is real, but the math is worth looking at honestly.
• 5:04
  SPEAKER_00: And here's the other thing I want to name.
• 5:07
  SPEAKER_00: The but what if nobody pays me terror is almost always louder than it really warrants.
• 5:12
  SPEAKER_00: Because the therapists who have made this transition, when they look back, almost universally say the same thing.
• 5:19
  SPEAKER_00: Why did I wait so long?
• 5:21
  SPEAKER_00: This doesn't mean it's risk-free.
• 5:23
  SPEAKER_00: It means that the fear is bigger than the reality for most people.
• 5:26
  SPEAKER_00: And knowing that is useful information.
• 5:29
  SPEAKER_00: Okay, let's talk logistics because this is where people get blindsided.
• 5:34
  SPEAKER_00: One, you cannot just stop taking new insurance clients.
• 5:37
  SPEAKER_00: This is probably the most common misconception I hear.
• 5:41
  SPEAKER_00: Therapists think they can quietly phase out insurance by simply not accepting new clients who want to use their benefits, and that's not how this works.
• 5:49
  SPEAKER_00: Depending on your contracts, it may actually be an ethical and a contractual violation.
• 5:54
  SPEAKER_00: When someone contacts you for an appointment and they mention their insurance, you have an obligation to tell them you're transitioning off of panels.
• 6:01
  SPEAKER_00: You cannot simply not mention it and let them assume you take their insurance.
• 6:05
  SPEAKER_00: Tell people you are transitioning.
• 6:07
  SPEAKER_00: Be clear, give them accurate information so that they can make an informed decision about whether to work with you or find someone who still takes their insurance.
• 6:16
  SPEAKER_00: Two, the termination timelines vary wildly, and some of them will surprise you.
• 6:22
  SPEAKER_00: Some insurance panels require 60 days notice to terminate your contract.
• 6:26
  SPEAKER_00: That sounds manageable.
• 6:28
  SPEAKER_00: Some require six months.
• 6:30
  SPEAKER_00: Six months of continued participation while you are trying to transition.
• 6:34
  SPEAKER_00: You need to read your contracts, every single one, because the timeline is in there and it's not standard across panels.
• 6:42
  SPEAKER_00: Do not assume because one panel required 60 days that they all do.
• 6:46
  SPEAKER_00: Three, get proof of receipt on every termination letter.
• 6:50
  SPEAKER_00: This is not optional and it's non-negotiable.
• 6:52
  SPEAKER_00: When you send your termination notice, send it certified mail with a return receipt requested and keep that receipt.
• 6:59
  SPEAKER_00: Keep the copy of the letter.
• 7:02
  SPEAKER_00: Document the date you sent it and the date the receipt was confirmed.
• 7:05
  SPEAKER_00: Because insurance companies lose paperwork, systems fail, and if there is ever a dispute about when you terminated, you need proof.
• 7:13
  SPEAKER_00: Certified mail with a return receipt every time, no exceptions.
• 7:18
  SPEAKER_00: Four, building a referral list for your transitioning clients is harder than you think and ethically complicated.
• 7:25
  SPEAKER_00: When you leave a panel, you have clients who have been seeing you under insurance who now need to transition to another provider if they can't afford private pay.
• 7:33
  SPEAKER_00: You have an ethical obligation to help them find continued care.
• 7:37
  SPEAKER_00: What is less clear is how responsible you are for making sure those referrals actually work out.
• 7:43
  SPEAKER_00: You can give a client a list of providers who take their insurance.
• 7:46
  SPEAKER_00: You can make calls on their behalf.
• 7:48
  SPEAKER_00: You can write a warm transition letter, but you cannot control whether those providers are accepting new clients, whether there are a wait list, whether the fit is right.
• 7:58
  SPEAKER_00: And building that referral list is harder than it sounds because directories are not always up to date.
• 8:04
  SPEAKER_00: Do the best you can.
• 8:05
  SPEAKER_00: Document that you did.
• 8:07
  SPEAKER_00: Your ethical obligation is to make a good faith, thorough effort, not to guarantee a perfect outcome.
• 8:14
  SPEAKER_00: Five, insurance is paying you about half of what your service is actually worth.
• 8:19
  SPEAKER_00: When you look at what insurance reimburses for a 45 or 50 minute session, even before you factor in documentation, prior authorizations, claim submissions, and denials, you are looking at a rate that is typically 40 to 60% of what a private pay therapist in your area charges for the same service.
• 8:37
  SPEAKER_00: And that gap does not account for your administrative time.
• 8:41
  SPEAKER_00: When you add in the hours you spend on the business of insurance, easily several hours a week for a full caseload, your effective hourly rate drops even further.
• 8:50
  SPEAKER_00: The reimbursement rate is not your real rate.
• 8:53
  SPEAKER_00: Your real rate is actually lower.
• 8:55
  SPEAKER_00: I want to talk for a minute about what an ethical exit actually looks like, because I think there is a version of this conversation that is all bravado.
• 9:03
  SPEAKER_00: Just leave, burn it down, you owe them nothing, and that's not the right framing.
• 9:07
  SPEAKER_00: You made agreements with insurance companies and you made implicit agreements with clients who came to you through those panels.
• 9:13
  SPEAKER_00: And those agreements deserve to be honored, even as you transition out of them.
• 9:18
  SPEAKER_00: What this looks like in practice, giving appropriate notice per your contract terms.
• 9:24
  SPEAKER_00: Not 59 days when the contract requires 60, the full term, honored completely.
• 9:30
  SPEAKER_00: Being transparent with incoming clients from the moment you know you're transitioning, not after, not eventually, from the moment you know.
• 9:39
  SPEAKER_00: Making a genuine, documented effort to help existing clients find continuing care if they cannot afford private pay.
• 9:46
  SPEAKER_00: And following through on claims for sessions that occurred while you were still on the panel, even if it takes months after your termination date.
• 9:53
  SPEAKER_00: An ethical exit is not a fast exit, it's a clean one.
• 9:57
  SPEAKER_00: And the reason that matters, beyond the obvious professional reasons, is that how you leave says something about who you are.
• 10:03
  SPEAKER_00: It protects your reputation, it protects your clients, and it lets you skip into that next chapter of your practice with integrity intact.
• 10:11
  SPEAKER_00: So when is the right time?
• 10:13
  SPEAKER_00: I get this question all the time.
• 10:15
  SPEAKER_00: How do you know when you're ready?
• 10:17
  SPEAKER_00: And here's my honest answer: there is no perfect time.
• 10:21
  SPEAKER_00: The economy will always be uncertain about something.
• 10:24
  SPEAKER_00: Your caseload will never feel completely full enough to feel safe leaving.
• 10:29
  SPEAKER_00: There will always be a reason to wait.
• 10:31
  SPEAKER_00: The question is not whether the conditions are perfect.
• 10:34
  SPEAKER_00: The question is whether you have the information, the plan, and the support to make a thoughtful transition.
• 10:40
  SPEAKER_00: And that is what preparation looks like.
• 10:42
  SPEAKER_00: Not waiting for certainty because certainty is not coming.
• 10:46
  SPEAKER_00: Gathering information, making a plan, and taking a step.
• 10:50
  SPEAKER_00: The therapists who are thriving in private pay right now are not the ones who waited until everything felt safe.
• 10:55
  SPEAKER_00: They're the ones who got educated, made a plan, and moved.
• 11:00
  SPEAKER_00: That can be you.
• 11:01
  SPEAKER_00: Here's what I want you to take away from this episode.
• 11:04
  SPEAKER_00: Leaving insurance panels is not simple and it's not fast, and it's not without risk or complexity or logistical headaches.
• 11:11
  SPEAKER_00: And it is absolutely possible.
• 11:14
  SPEAKER_00: The fear that keeps most therapists stuck is not fear of the process.
• 11:18
  SPEAKER_00: It's the fear of the unknown.
• 11:20
  SPEAKER_00: It's the discomfort of not knowing exactly what is on the other side.
• 11:24
  SPEAKER_00: But now you know more than you did 20 minutes ago.
• 11:27
  SPEAKER_00: You know the timelines vary, you notice in certified mail, you know that just not taking new insurance clients is not a strategy.
• 11:34
  SPEAKER_00: You know your credentialing data is now housed in a system owned by the insurance companies themselves.
• 11:40
  SPEAKER_00: And you know what you're being paid is not what your work is worth.
• 11:44
  SPEAKER_00: That knowledge is power, and I want you to use it.
• 11:47
  SPEAKER_00: If something today resonated, check the show notes.
• 11:50
  SPEAKER_00: You'll find information about the ethical exit, my course that walks you through exactly how to leave insurance panels the right way.
• 11:57
  SPEAKER_00: You'll also find information about working with me privately if you want personalized support through your transition.
• 12:02
  SPEAKER_00: And grab my free guide, 50 things I do to calm my freaking nervous system, because Lord knows this process requires a regulated nervous system.
• 12:10
  SPEAKER_00: Come find me on Instagram at the Sandy Boone.
• 12:13
  SPEAKER_00: And if you're a healing professional looking for a community that actually feels good to be in, come join us in the Rooted Calm Collective on Facebook.
• 12:21
  SPEAKER_00: Links for everything are in the show notes.
• 12:23
  SPEAKER_00: I'll see you next time.