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How do I fix duplicate insurance payments?

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The first thing to keep in mind here is that if you try to add an insurance payment for a session and you see that there's a line under that session that states Existing payment on XX/XX/XXXX from ..., this means that a payment was already entered for that session. 

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If after noticing that there's already an existing payment you still want to add another payment to that session, you can. Just make sure you're not entering a duplicate payment. 


Why is there an existing payment for a session?

There are only two reasons why there would be an existing insurance payment: 

  1. You or someone else in your account entered the payment manually.
  2. You are receiving Payment Reports from that insurance payer and the payment was entered automatically by our system.

How do I differentiate insurance payments that were added manually vs the ones that were added automatically through a Payment Report?

Insurance payments that were added automatically because you received a Payment Report include an indicator that can be seen in two different places. 

  1. If you open the actual insurance payment you will be able to see that next to the Check or Wire number, there's an "i". That indicates that the payment was added automatically. If you don't see that symbol, it means that the payment was added manually. Screen_Shot_2018-03-01_at_4.43.57_PM.png
  2. From your SimplePractice calendar, go to Billing > Insurance > Payments. From there, you will be able to see all of the insurance payments that have been added for any specific date-range you select. Again, if you see an "i" next to the Check or Wire number that means that that specific payment was added automatically by our system. If you don't see that, you can be certain that the payment was added manually.Screen_Shot_2018-03-01_at_4.48.32_PM.png

Why is there an existing payment for a session?

There are a couple of cases in which you'd want to enter a second payment for the same session.

  1. Insurance Corrections: If the insurance payer made a mistake when they originally processed the claim and now they have sent you some more money for the same session, you will have to enter a new payment to account for that new payment. The reason we're not adding that money to the original payment is because if we do, then you wouldn't have a way to record the check number. This way, by adding a new payment you can enter a new check number that is just for the amount the payer sent you this second time. 
  2. Secondary payments: When entering a secondary insurance payment, you will need to create a brand new payment for a specific session. This guide will give you details on how to enter the secondary insurance payments. 

How do I delete a duplicate insurance payment?

To delete an insurance payment, whether it's a duplicate or not, go into the insurance payment, select the Edit, and then Delete, as shown below. 

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Tip: Interested in never having to worry about insurance again? Learn more about our in-house medical billing service, SmartBilling Pro here.

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