If you need to make billing changes to a client’s appointment, you can manually adjust the billing details.  

In this guide, we’ll cover:

• Changing individual appointment types 
• Updating the billing details for individual appointments 

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. 

Changing individual appointment types

A client’s appointments will automatically populate the Billing Type in their settings. To set the Billing Type for a client: 

• Navigate to the client’s Overview page 
• Click Edit > Billing and Insurance 
• Choose Self-pay or Insurance as the Billing Type

• Click Save Client at the bottom of the page 

When you update a client’s Billing Type, their future appointments will automatically be updated to match. If you need to update an individual appointment type: 

• Navigate to the client's Billing page
• Locate the appointment in question
• Click Manage > Edit details 
  • If a superbill is attached to 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)

• Click Save

Updating the billing details for individual appointments

If you need to change the billing details for an individual appointment, you can edit the appointment. To do this: 

• Navigate to the client's Billing page
• Locate the appointment in question

Note: If it’s a future appointment, adjust the date range to include the appointment date. 

• Click Manage > Edit details 
• Adjust the appointment Type, service(s), or Fee 
• If unit billing and/or modifiers are enabled, you can adjust the units, rate per unit, or modifier(s)
  • To avoid claim rejections, don’t enter leading zeros (0.5) or trailing zeros (1.0) 

Note: We recommend reaching out to your insurance payer(s) to check their unit billing and modifier requirements before submitting a claim. 

• If the appointment is Self-pay, you can adjust the client Write Off 

• If the appointment is Insurance, you can adjust the Client owes amount 
  • The remainder of the appointment fee will be insurance responsibility 

• 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?