Adding an insurance payment

When you receive insurance payments for claims that you’ve filed, you can manually assign the payments to appointments. This is a great way to keep track of which claims have been paid when you are not enrolled in electronic payment reports.

Before adding a payment, check the following settings:

  • Make sure the client's Billing Type is set to Insurance. If you haven’t set your client’s Billing Type yet, check out this article before continuing: Setting up insurance billing for a client.
  • Check that your client's appointments are recognized as insurance billable appointments. There are a few ways to check this:
    • When the appointment is set to Insurance, it will display the client owes amount and the Insurance payer's portion.
    • You can also view this, by hovering under the client owes amount and clicking Edit. This will display the billing type for the appointment:

    • Or you can view this by clicking the client’s appointment on the Calendar homepage:

Adding the insurance payment

Use the EOB (Explanation of Benefits) you received to manually add insurance payments to appointments. Here are the steps to follow:

  • Go to the the client's Overview page and then navigate to their Billing tab.
  • Click Add Insurance Payment.
  • On the Add Payment page, the client's Primary insurance will automatically be selected in the Payer dropdown menu. If the payment is from the secondary insurance or a previous insurance payer the client had, you can manually select the correct payer from the searchable Payer list.
  • Enter the Payment Date and Payment Method.
  • Next, set the Date Range that includes the appointment(s) associated with the payment. If no appointments display, this article will explain why and how to proceed: Appointments missing from an insurance payment.
  • Select the client(s).
  • In the Amount field, enter the total insurance payment amount.
  • In the Insurance paid field, enter the insurance payment amount for each individual appointment.
  • Click the blue arrows to calculate the Write-off, and then click Save.

The insurance payment has now been added to the appointment. When you return to the client’s Billing page, you’ll see the insurance payment and the write-off applied. The claim’s status will also update to Paid.

Additional insurance resources:

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