If you receive money from a client’s insurance company, you’ll need to designate a client as an insurance client so you're able to track and differentiate between the client's balance and the insurance payer's balance.
Note: Be sure to use this feature to track balances for insurance clients whether you file their claims through SimplePractice or not.
When you create a new client whose insurance pays you, you’ll need to start by adding the client’s insurance info to their record. Here's how:
- Go to the Client Overview page > Edit Details > Billing and Insurance tab
- Change client’s Billing Type to Insurance
Adding a client's insurance information
You will need to select the +Insurance info button and then you can add the name of your Client’s Insurance Company and the Member, Group, or Plan ID. This information will show up on the client's superbills.
For more information on selecting your client's insurance company, check out this guide: Selecting the right insurance provider and payer for your client.
If you know your client's copay amount, you can add it in this section as well. This will let the system know how much of the fee for each appointment should be considered the client's responsibility. This will help you make sure that your accounting is accurate.
For example, if your appointment fee is $100 and the client has a $30 copay, our system will automatically know that the client's balance will be $30 for each appointment as long as that information is saved for the client. The remaining $70 will be considered the insurance company's responsibility. If you don't know your client's copay, you can add this information later.
You can also indicate who the payment should be sent to on the Superbill. From the dropdown field labeled For Superbills, send Payments to, you can have it sent to...
- The client
- The primary insured
Note: If you change an existing client's billing type to Insurance, only future sessions you set in the Calendar will have this new billing type applied. Past appointments that were previously set in the calendar before will not recognize have this new billing type applied, and they will still be marked as Self-Pay appointments. If you'd like to change the billing type for some past sessions from Self Pay to Insurance, refer to our guide on Billing at the session level.