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Using claim reference numbers

Using claim reference numbers

Each claim submitted successfully through SimplePractice is assigned a unique Clearinghouse Reference #. Once a claim is accepted for processing, most payers will assign a Payer Claim # to the claim. 

In this guide, we’ll cover: 


Finding claim reference numbers

To find a claim’s reference numbers: 

  • Navigate to Insurance > Claims
  • Click View beside the claim 

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  • Review the Clearinghouse Reference # and Payer Claim # next to the status of the claim

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To find claim reference numbers in your reports: 

  • Navigate to Analytics > Reports
  • Click Filed claims 
  • Review the Clearinghouse Reference and Payer Claim columns 

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If the same claim is submitted multiple times, you can find the reference numbers for each submission in your Filed claims report. You can also find the Clearinghouse Reference # for each submission directly from the claim. To do this:  

  • Navigate to the claim 
  • Click Claim Details

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  • Review the Claim filing history  

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Note: Reference numbers will only be available if they’ve already been assigned. For more information on when these numbers are assigned, see Processing an insurance claim.   


Using a Clearinghouse Reference #

A Clearinghouse Reference # is the identifying number that our clearinghouse assigns to each claim submitted successfully to an insurance payer. You can use this number to reference a claim when reaching out to our support team

Important: When contacting a payer, don’t use the Clearinghouse Reference # to identify a claim. This number is only used by our team and our clearinghouse. 


Using a Payer Claim #

A Payer Claim # is the identifying number that many insurance payers assign to a claim when they accept it for processing. If contacting a payer directly about a claim, you can use this number as reference, or you can provide the client's member ID and the date(s) of service on the claim. 

Note: Certain payers don’t assign a Payer Claim #. This doesn’t indicate that the claim didn’t reach them but that they don’t support this service through our clearinghouse. 

If a payer rejects a claim, they likely won’t assign a Payer Claim # as claims are rejected before entering a payer’s system. For more information, see What causes a claim to be rejected?


Recording claim reference numbers

It’s important to always keep a record of a claim’s reference numbers. If you need to edit, resubmit, or delete a claim, we recommend that you take note of any reference numbers first as well as download a copy of the claim before it’s deleted. Once a claim is adjusted, the original reference numbers will no longer be available on the claim.    

Important: Once a claim is deleted, we're unable to retrieve the reference numbers.  

A helpful location to save claim reference numbers is in an administrative note at the top of a client’s Overview page: 

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For additional details on administrative notes, see Using administrative notes in SimplePractice

If you’d like to upload a copy of a claim to a client’s profile, see Storing client documents

Tip: For more information on updating and resubmitting claims, see When to submit a corrected claim in SimplePractice and how.

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