7 Key Takeaways from our CYBHI Preparedness Webinar
Billing is often treated as the finish line for CYBHI. But districts that are seeing real results know the truth: long before the first claim is submitted, setup determines whether CYBHI becomes a sustainable funding stream or an operational strain.
In our recent webinar, Before You Bill: Why CYBHI Setup Makes All the Difference, district leaders and implementation experts shared what’s actually working on the ground - and what they wish they had done sooner.
Here’s a recap of the biggest takeaways:
1. Frame CYBHI as Reimbursement, Not a New Initiative
Carissa Lemos, Assistant Superintendent of Schools at Soquel Union Elementary School District, encouraged districts to position CYBHI as reimbursement for services already happening - rather than introducing it as a brand-new initiative.
“We’re continuing the work we already do for students - now we can be reimbursed for some of it.”
This approach helped reduce initiative fatigue, ease resistance, and keep teams focused where it matters most: supporting students.
2. More Is Billable Than Most Districts Realize
A recurring theme from the webinar was how much everyday student support is reimbursable under CYBHI - far beyond 1:1 counseling.
Examples discussed included:
- Classroom SEL and behavioral health lessons
- Recess and hallway conflict resolution
- Brief check-ins, de-escalation, and crisis response
- Group sessions, mindfulness blocks, and wellness coaching
When districts explicitly identified these scenarios, staff felt more confident documenting care, and districts unlocked reimbursements that were already there.
3. Language Matters for Families
Devon Phillips, Executive Director & Principal at Old Town Academy K-8, highlighted how thoughtful communication can shape family perception from the start.
At Old Town Academy, the team intentionally avoids “billing” language, instead emphasizing reimbursement and that services come at no cost to families. They also address potential concerns by explaining EOBs, why insurance details are collected, and how CYBHI funding supports student services.
Clear communication early on has helped build trust while reducing misunderstandings.
4. Trusted Messengers Drive Engagement
Who delivers the message matters just as much as what’s being said.
Both speakers shared that CYBHI outreach performed best when it came from:
- Counselors
- Teachers
- Principals
To keep staff lift low, districts provided ready-to-use templates and simple QR codes, making it easy to share accurate information without extra prep.
5. Protect Staff Time from Day One
Time surfaced as the #1 barrier across districts.
Carissa Lemos of Soquel Union Elementary School District shared several practical strategies districts can use to better protect staff time:
- Roughly 5–10 minutes per day for logging
- Removing duplicative documentation
- Replacing low-value meetings with protected logging time
- Occasionally giving staff time back to catch up
Small structural choices made consistency possible - and burnout avoidable.
6. Setup Works Best as a Partnership
Devon Phillips highlighted that districts gaining early momentum treated county offices and implementation partners as thought partners - not just compliance resources.
Through a school walkthrough with TadHealth, his team was able to align everyday practice with CYBHI requirements, revealing that much of the school day was already billable - it simply needed the right structure and workflows to support it.
7. The First Time You Do Anything Isn’t Easy
A final truth leaders emphasized: Year one is the heaviest lift.
Once systems, workflows, and training are in place, CYBHI becomes far more manageable. Districts that invested early in setup are now seeing reimbursement support - not distort - their mental health programs.
Because in CYBHI implementation, billing is the outcome.
Setup is the strategy.
Don’t Miss the Full Conversation
To hear directly from district leaders and implementation experts, watch the full webinar recording of Before You Bill: Why CYBHI Setup Makes All the Difference.
Want more insights like this? Subscribe to TadHealth’s CYBHI Playbook for weekly guidance, tools, and real stories from districts navigating CYBHI in real time.
