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Creating and using service codes and products

You can set up service codes and products in your account to charge clients for the different types of services and items you may offer through your practice. 

In this guide, we'll cover the following topics: 

Creating and using service codes:

Creating and using products:


What are services and products?

  • Services are billable appointments that you record in the calendar. These are things like "90834 - Psychotherapy 45 minutes" or a more general service like "Art Therapy, or "Supervision."  All services include the option to write a progress note.
  • Products are non-appointment items that you can add to invoices to charge a client. These can include services that don't need to be on the calendar and don't have any documentation, books, online courses, workshops, returned check fees, reports, or credit card processing fees.

Important: Make sure to verify whether passing credit card fees to your clients is legal in your state. See Adding a credit card processing fee to invoices to learn more. 


Adding a new service code

Every appointment that you create on the calendar will need to have a service code, or CPT code, whether you bill insurance or not. 

Here's how to add a new service to offer at your practice: 

  • Navigate to My Account > Settings > Billing and Services > Services.
  • Click Add New Service
  • Select the service code.
    • The system is already populated with commonly used codes that are billable to insurance. You can type in the numbers to see the list of codes that are available to choose from. 
    • If you select a pre-populated service code, the Description will auto-fill. If you edit the service code description, the change will reflect on the Online Booking page for clients and on invoices, statements, and superbills. The description will not show on claim forms. 
    • servicecode.simplepractice.billingandservices.jpg
  • Check Make this the default service if you want this service code to be the default when creating new appointments. 
  • Enter the Rate and select the Duration.
  • Select the Booking Options and the Clinicians Offering this Service
  • Click Save.

Note: You can also bill services in units and add multiple service codes to appointments. To learn more, see Understanding Unit Billing and using Multiple CPT Codes in SimplePractice.


Creating a new custom service code

If you don't see a code that you'd like to use or if you provide non-insurance services, you can create a new custom service code. 

  • Navigate to My Account > Settings > Billing and Services > Services.
  • Click Add New Service
  • Enter the custom code in the Service field and click Add new code.
  • addnewcode.simplepractice.billingandservices.jpg
  • Check Make this the default service if you want this service code to be the default when creating new appointments. 
  • Enter the Description and Rate and select the Duration.
  • Select the Booking Options and the Clinicians Offering this Service
  • Click Save.

Editing an existing service code

You can edit the description, rate, duration, booking options, the clinicians that offer it, and the active status of existing service codes. 

  • Navigate to My Account > Settings > Billing and Services > Services.
  • Click the service you want to edit.
  • Make updates to the fields as needed. 
  • Click Save

If you need to edit the service code itself, you will have to click the service and click Delete Service. Then you can create a new service using a different code. 

deleteservice.simplepracticebillingandservices.jpg

If a service code is set as the practice default, you will not be able to delete it or make it inactive. You can select a different service to be the new default practice service and then you can go back and delete or change the active status of the original service. 

Important: Editing service codes will not update existing scheduled appointments on the calendar. This means that if you are trying to update a recurring series of appointments that are already set in the calendar, you will have to delete all future occurrences of this series and recreate the series so that the changes to the service code apply.  


Setting a default service code and custom rate for a client

If you're seeing a client on a sliding scale or set a special rate for them, you can set a default service code and rate that's specific to that client. 

  • Navigate to the client's Overview page.
  • Click Edit details Billing and Insurance
  • Scroll down to the Client's Default Service section
  • Select a service code from the dropdown menu
  • customcode.simplepractice.billingandinsurance.jpg
  • Enter a custom rate for that service code
  • Click Save Client

The new default service code and rate will automatically apply to all new appointments created moving forward. You'll still be able to select a different service code and manually edit the rate when creating a new appointment if needed. 

Note: See How do I add modifiers to my claims? to learn how you can add a modifier to a client's default service code so it populates on claim forms. 


Adding service codes when creating a new appointment

When you create a new appointment on the calendar, the default service code that populates will be the code that was set as the practice default in your Services settings, unless the client that you selected has their own default service code set up.

You can always change the service code by selecting a different option from the dropdown. You can also change the default rate by editing the amount while you're creating the new appointment. 

updateservice.simplepractice.appointment.jpg

If you want to add multiple service codes to the same appointment, click + Service. See Understanding Unit Billing and using Multiple CPT Codes in SimplePractice to learn more about adding multiple CPT codes to an appointment. 


Using add-on codes

Frequently used add-on codes are already populated in our system. Similar to regular service codes, you can add these add-on codes to your settings to use them for appointments. 

Important: The add-on codes available in the system are based on what insurance companies accept. If a code doesn't appear in your Services setting, this means that it likely isn't accepted by insurance companies. If you notice any discrepancies, please contact us.  

To set up add-on codes in your account: 

  • Navigate to My Account > Settings > Billing and Services > Services.
  • Click Add New Service
  • Enter a + symbol in the Service field and select the add-on code you're looking for. 
  • addoncode.simplepractice.billingandservices.jpg
  • Enter the Rate and select the Duration.
  • Select the Clinicians Offering this Service
  • Click Save.

To use add-on codes in appointments

  • Create a new appointment.
  • Click + Service and select the add-on code. 
  • selectaddon.simplepractice.newappointment.jpg
  • Click Done to save. 

Note: You will only be able to select an add-on code for an appointment as an additional line of service after a regular service code is selected first.  

Tip: To learn more about extended sessions, see How to Navigate Billing for Extended Sessions


Adding a product

To begin charging clients for products, or non-appointment items, you'll have to add them to your account settings first. 

  • Navigate to My Account > Settings > Billing and Services > Products
  • Enter the Product Name and Price
  • Click Save
  • productname.simplepractice.billingandservices.jpg

Note: Product names and prices can be edited as you add them to invoices later on.  


Charging a product with an appointment

You can add a product as a line item to any unpaid invoice. The product fee will reflect on the client's overall balance. 

Here's how to add a product to an invoice: 

  • Open the unpaid invoice. 
  • Click Edit
  • editinvoice.simplepractice.billing.jpg

Note: If the invoice has already been marked as paid, you can delete it and create a new one to add the product. New invoices can be edited before they're saved. Refer to Creating invoices to learn more. 

  • Click + Add Line Item.
  • Click + Add for the product you want to add. You can add as many as you need. Click the X when you're done. 
  • addproduct.simplepractice.clientbilling.jpg
  • Make edits to the Description or Amount for the new product line item as needed. 
  • editlineitem.simplepractice.invoices.jpg
  • Click Save

Charging for a product only

If you want to create an invoice for a product only with no appointment, then follow these steps:

  • Navigate to the client's Billing page. 
  • Click + Create New > Invoice.  
  • Click OK in the pop-up window.
  • novalidappointments.simplepractice.invoices.jpg

Note: You will only see the No valid appointments for invoicing pop-up if all existing appointments are already invoiced. If all existing appointments are not already invoiced, create invoices for these appointments first.  

  • Click + Add Line item
  • addlineitem.simplepractice.invoices.jpg
  • Click + Add for each product you want to add to the invoice. Click the X when you're done. 
  • Make edits to the Description or Amount as needed. 
  • Click Save
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