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Appointment level billing changes

If you need to make billing changes to a client's appointment after the appointment took place, this guide can show you how to do that. We'll cover how to:

Note: In SimplePractice, an appointment's billing type can either be Self-Pay or Insurance, depending on how the appointment is paid. 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, then 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.


Change the billing type (Self-Pay or Insurance) for individual appointments

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

Once they're set up for insurance billing, you'll see that all future appointments will be set to Insurance-pay 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 from the client's profile.

To change the billing type for a specific appointment:

  • Navigate to the client's Billing page and delete any invoices and superbills associated with the appointment you want to edit 
  • Hover your cursor over the appointment and click the Edit button that appears 

editappointment.simplepractice.clientbilling.jpg

Note: If a superbill is attached to an appointment, you won't be able to edit the appointment until the superbill is deleted. 

  • Select the billing type you want to change the appointment to in the dropdown (Self-Pay or Insurance)
  • Click Save

billingtype.simplepratice.clientbilling.jpg


Change the service code for individual appointments

  • Navigate to the client's Billing page and delete any invoices and superbills associated with the appointment you want to edit 
  • Hover your cursor over the appointment and click the Edit button that appears 
  • Select the service code you want to change the appointment to in the dropdown 
  • Click Save

servicecode.simplepractice.clientbilling.jpg


Change the fee for individual appointments

Tip: If you need to zero out a client's balance for any reason, you can change their past appointment fees to $0 to remove the balance that they owe. 

  • Navigate to the client's Billing page and delete any invoices and superbills associated with the appointment you want to edit 
  • Hover your cursor over the appointment and click the Edit button that appears 
  • Select the appropriate billing type (Self-Pay or Insurance)
    • If Self-Pay is selected, enter the new appointment fee in the field next to the service code and/or enter a Write Off if there is one 
    • appointmentfee.simplepractice.clientbilling.jpg
    • If Insurance is selected, enter the new appointment fee in the field next to the service code and/or a new Client owes amount
    • clientowes.simplepractice.clientbilling.jpg
  • Click Save
  • Create a new invoice for the appointment to reflect the change you made
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