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Appointment level billing changes

Appointment level billing changes

You can easily make billing changes to a client’s appointment after the appointment takes place if needed. In this guide, we’ll cover: 

Note: An appointment’s billing type can be Self-Pay or Insurance. If an appointment is set to Self-Pay, the client will be responsible for the full appointment fee. If the appointment is set to Insurance, the client will be responsible for a portion of the appointment fee (such as their copay amount), and their insurance payer will be responsible for the remainder of the fee. 

Updating the billing details for individual appointments

If you have a client that pays out-of-pocket for some appointments and uses insurance for others, you’ll need to set them up as an Insurance-pay client. You can do this by setting the client’s billing type to Insurance from the Billing & Insurance tab of their client settings.

Once they’re set up for insurance billing, appointments will have their billing type set to Insurance by default. For any appointments where the client needs to pay out-of-pocket, you can make an appointment level billing change to update the billing type to Self-Pay. Here’s how:

  • Navigate to the client's Billing page
  • Click Manage > Edit details 
    • If a superbill is associated with the appointment, you won't be able to edit the appointment until the superbill is deleted


  • Select the new billing type in the dropdown (Self-Pay or Insurance)
    • You can also update the service code and/or add a modifier


  • Click Save

Changing the fee for individual appointments

If you need to change the fee for an individual appointment, you can do this by editing the appointment's details. Here's how: 

  • Navigate to the client's Billing page
  • Click Manage > Edit details 
  • Enter the new appointment fee in the field next to the service code and enter a write off if there is one 


  • If Insurance is selected and the client responsibility has changed, you can update the Client owes amount 


  • Click Save

Important: If there isn't a payment for the appointment, you can delete any invoice that's already attached to the appointment and create a new one after you've updated the fee. If there is a payment for an invoice, and the client's responsibility has changed, we recommend not deleting the paid invoice, as this will result in the associated payment becoming unallocated. If a client’s responsibility has changed, and the appointment has already been invoiced and paid, see How do I update an appointment’s fee if it’s already paid?

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