When you receive a payment from an employee assistance program (EAP), you can manually add this payment into your SimplePractice account. This way, you can accurately track the amounts you’ve been paid, and how much you’re still waiting to be reimbursed. 

Note: You won’t be able to electronically file claims to an EAP that you’ve manually added to SimplePractice, so you’ll need to continue filing outside of SimplePractice. To learn how you can search for EAP payers to whom you can file claims electronically through SimplePractice, see EAP connections within SimplePractice below.

In this guide, we’ll cover:

• EAP connections within SimplePractice
• Manually adding an EAP to your insurance payers list
• Adding an EAP to your client's profile
• Adding an EAP payment from a prepaid credit card

EAP connections within SimplePractice

There are several EAP payers with whom we have a connection to file claims electronically. To check if we have an existing connection with an EAP payer and add that payer to your insurance payers list:

• Navigate to Settings > Client billing and insurance > Payers
• Click Search available payers

• Search for EAP

• Click + Add next to the EAP payer you’d like to add
• Locate the payer on your insurance payers list

Note: For assistance with filing claims to an EAP payer electronically through SimplePractice, please submit a help request.

Manually adding an EAP to your insurance payers list

To manually add an EAP to your insurance payers list:

• Navigate to Settings > Client billing and insurance > Payers
• Click Add payer manually

• Enter the name of the EAP
• For Coverage type, choose Other
• You can add an address by clicking + Address

• Click Save

If you've already added an EAP and need to include an address: 

• Use the search bar to locate the payer
• Click + Address to add the physical address

• Click Save

Adding an EAP to your client's profile

To add an EAP to your client’s profile, follow these steps:

• Navigate to the client's Overview page
• Click Edit > Billing and Insurance 
• Scroll to Insurance info 
• Click + Insurance info
• In the Payer field, select the EAP you recently added

• Enter the client's insurance information in the required fields marked with a red asterisk
  • While the Member ID is a required field, you can choose any number since it’s not associated with an active insurance policy
• Click Save

Now, you’ll be able to apply the EAP payments you receive to the client’s profile, as long as the appointment type is set to insurance.

Adding an EAP payment from a prepaid credit card

Occasionally, insurance companies will reimburse you for a client appointment in the form of a prepaid credit card. In these instances, you can add this as an insurance payment, and then charge the card outside of SimplePractice.

If you don’t have a way to charge the card outside of SimplePractice, please refer to our guide on Processing a Vcard or insurance credit card.