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, 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:
- When the appointment is set to Insurance, it will display the client owes amount and the Insurance payer's portion.
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: