Setting default rates for clinicians

In a group practice, you can set default service rates for each clinician under the same CPT code. This allows you to customize how clients are billed based on level of services and experience without having to manually edit clients’ files or appointments.

In this guide, we’ll cover:

• Setting default rates
• Resetting default rates
• Using client-specific rates
• FAQs

Note: Default clinician rates are only available on the Plus plan.

Setting default rates

Once you add a service and set a rate, that will be the default rate for all clinicians who offer that service.

To customize the rate for each clinician offering the service:

1. Navigate to Settings > Billing > Services
2. Select the service

3. Scroll down to the Clinicians offering this service section
4. Adjust the Rate for each clinician as needed

5. Click Save

The default rate will be applied when scheduling a new appointment.

Changing a clinician’s default rate doesn’t automatically update their existing appointments or recurring series. These appointments can be deleted and recreated so the new rate applies.

Note: Clinicians with entire practice access, practice managers, and practice billers are able to adjust clinicians’ service rates. For more information, see Clinician roles available for team members and Administrative roles available for team members. 

Resetting default rates

If you no longer want to set different rates per clinician, you can reset a service’s rate to its original amount. To do this:

1. Navigate to Settings > Billing > Services
2. Click on a service
3. Click Reset all to reset the rate for every clinician who offers the service

4. Click Reset next to an individual rate to reset it for that clinician only

5. Click Save

If the Reset button is grayed out, it’s because the clinician’s default rate is the same as the original rate.

Important: After resetting a service’s rate, appointments already scheduled with the customized rate won’t be automatically updated. If the clinician already has appointments scheduled, or has a recurring series of appointments scheduled, those can be deleted and recreated so the new rate applies.

Using client-specific rates

A clinician’s default service rate will apply to all appointments scheduled using that code, unless the client has a custom rate for that same code on their profile. When a client has a default service and rate set, the client’s default rate will override the clinician’s default rate for that service.

To set up and manage client-specific default services and rates, see Setting a default service code and custom rate for a client. 

FAQs

• Are clinician rates viewable in the Client Portal?
• I’ve been using custom service codes for unique rates. What should I do with those?

Are clinician rates viewable in the Client Portal?

Service rates aren’t viewable in the Client Portal. When a client requests an appointment through the Client Portal, they’ll only see the description and duration of the service.

I’ve been using custom service codes for unique rates. What should I do with those?

If you previously created a series of custom service codes, each with its own unique rate, for clinicians in your practice, you can delete any that will no longer be in use. To do this:

1. Navigate to Settings > Billing > Services
2. Select a service
3. Click Delete Service