Setting up insurance billing for a client

If you receive money from a client’s insurance company, then this is the article for you... 

Here you’ll learn how to designate a client as an insurance client so you’ll be able to track the client's balance separately from the insurance provider's balance.

If you accept payment from an insurance provider, be sure to use this feature whether you file claims through SimplePractice or not.

When you create a new client whose insurance pays you, you’ll need to start by adding the client’s insurance info to their record. Go to Client Detail > Edit Client Info > Billing and Insurance.

Change client’s Billing Type to “Insurance”



You will need to select the + Insurance button and then you can add the name of your Client’s Insurance Company and the Member, Group, or Plan ID. This information will show up on the Client Superbill.  When we add e-filing there will be some additional required information here. 

For more information on selecting your client's insurance company, check out this article: Selecting the right insurance provider and payer for your client.

If you are collecting Co-Pays, you can add the Co-Pay amount in the Co-Pay field. Doing this will fill in the Co-Pay amount when you add a payment to the session.  

The Co-Pay amount will also be used to calculate how much money the Client owes you.



You can also indicate on the Superbill who the payment should be sent to (you, the client, or the primary insured) - you select this from the drop down in the field labeled For Superbills, send Payments to.



Don’t forget to SAVE 

Now that you’ve entered the client’s insurance info and set their Billing Type to “Insurance” you will be able to bill this client’s sessions to his/her insurance company.



If you change an existing client's billing type to "Insurance" only new sessions you set in the calendar will recognize this new billing type and be applied to the insurance provider's balance. Sessions that were previously set in the calendar will not recognize this new billing type and will still be applied to the client's balance.

After changing an existing client's billing type to "Insurance" you must delete and recreate the upcoming sessions that were previously set in the calendar. This means that if you have a recurring appointment for the client, you must delete the future sessions in the series and recreate the series with the client's new billing type set.



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