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Understanding Unit Billing and using Multiple CPT Codes in SimplePractice

Our Unit Billing feature gives you the power and flexibility to select which service codes you want to bill in units, instead of or in addition to time. This will allow you to automatically and effortlessly populate the correct number of units onto your superbills and/or claims. 

This feature also allows customers to add multiple CPT codes to the same appointment without having to create multiple appointments. Below you'll find steps for using this feature successfully from your laptop, desktop, mobile device, or tablet.


Enabling Unit Billing in your account

  • Go to My Account > Settings > Billing and Services: You can enable or disable Unit Billing in your SimplePractice account 
    • Flipping the switch here to enable Unit Billing will then allow you to navigate to your Services page:
    • When you've enabled Unit Billing you will be promtped to go to your Services page
    • You will now see a new Unit Billing checkbox for each service code on your Billing and Services > Services page:
    • You can choose which codes to bill in units by checking the box
    • When adding a new code or editing an existing one, you will see this new checkbox: Bill this code in units
      • If the Bill this code in units box is checked, the Rate field changes to Rate per unit:
      • If you bill a code in units then the rate will also be in units
      • You can set the Rate per unit for each code that you choose to bill in units.

Note: If the Rate per unit is applied to an existing service, this change will only be applied to appointments that are created after the edit and will not affect existing future appointments.

Tip: The Default Service Duration is used to reflect the length of time a service blocks off on the Calendar. It does not automatically impact the number of units billed on claims. For detailed information, please see this guide: What is the Default Service Duration?


Creating an appointment to bill in units

When you create an appointment and a unit-billed code is selected, you will see:

  • The code
  • The number of units (default is 1 unit)
  • The Rate per unit
  • The Total rate fields

You can enable unit billing and set your rate per unit when creating an appointment via the SimplePractice Calendar flyout

  • From here you can adjust...
    • The Total rate by increasing the number of units
    • The Rate per unit for this appointment
    • The Total rate
      • If you adjust this, the number of units and Rate per unit calculation will be disconnected 
        • You can reset this if needed

Note: You'll want to double-check that you're billing the correct units by reviewing the details after you've held the appointment with your client. Due to the needs of different specialties, the default is always 1 unit. We are considering adding enhancements to this option in the future.

Tip: If you're not sure which service(s) a client will need before you see them, you can create a custom service code to serve as a placeholder until after the appointment. After you've held the appointment with the client, you can go back and edit the service(s) to accurately reflect the services you provided.


Adding Multiple CPT Codes to an appointment

You will also see that you have the ability to add other services onto this appointment. This allows you to use multiple primary codes as well as multiples of the same add-on codes for appointments.

You can add multiple CPT codes to an appointment via the SimplePractice Calendar flyout

  • For subsequent primary codes added, it will default with the base unit fee and 1 unit. 
  • If you add three or more CPT Codes to an appointment, you will have the options to rearrange them and to delete them.
    • To rearrange the position of the CPT Codes for a client's appointment, use the arrow icons to drag and drop them into the correct order:
      • You can drag and drop multiple CPT codes in an appointment via the SimplePractice Calendar flyout by using the arrow icons to rearrange them in any order
    • To delete a CPT code from a client's appointment, click the trashcan icon:
      • Click the gray trashcan icon to delete a CPT code from an appointment

Note: Once an appointment has been created with units, any and all units added will automatically be added to any claims created.

Tip: The first CPT Code added for an appointment is considered the original service and cannot be rearranged. If you need to rearrange the position of the first CPT Code, you will need to delete the appointment from the Calendar and then create a new appointment with the correct order of services.

Note: Currently, the maximum number of CPT codes that can be added to an appointment is 6.


Adding a unit-billed service as a client's default service

To add a unit-billed service as a client's default service, go to the Client Overview Page > View/edit client info > Billing and Insurance tab

You can set your rate per unit when selecting a unit-billed service as a client's default service

The default unit-billed service code will support the Rate per unit for the client and the number of units will default to 1.

Note: Non-unit-billed codes will continue to work the same way, but only for the first code added to an appointment.


Documenting and billing with Unit Billing and Multiple CPT Codes

When Unit Billing and Multiple CPT Codes are enabled for your appointments, you will see some changes to statements, claims, and the Appointment Status Report with clients you've chosen to bill this way.

  • Here is an example of a statement for a client whose appointment has been billed in units and with Multiple CPT Codes:
    • Statement with appointments showing multiple CPT Codes that have been billed in units
  • Here is an example of a claim for a client whose appointment has been billed in units and with Multiple CPT Codes:
    • Claim with appointments showing multiple CPT Codes that have been billed in units
  • Here is an example of a client's Appointment Status Report when an appointment has been billed in units and with Multiple CPT Codes:
    • Appointment Status Report with an appointment showing multiple CPT Codes that have been billed in units
    • In the above example, if you click the +2 more option, you will see the full billing details for all codes billed for that appointment:
    • Clicking the +2 More link in blue will show you the full billing details

Using Unit Billing and Multiple CPT Codes on mobile

For now, you will still need to enable Unit Billing in your account from the web app. Once you've done that, you can bill in units and add Multiple CPT Codes to appointments from your mobile device. From your iOS or Android mobile device you can...

  • Add a service to bill in units, and for each one you can adjust the...
    • Rate per unit
    • Total rate
      • Note: You will want to edit the Total rate if you need a specific amount reflected. If you do edit this field, the Rate per unit will be disconnected for that particular service on that specific appointment.
  • Add Multiple CPT Codes to an appointment by clicking +Add Service.
    Clicking the green +Add Service link in SimplePractice's highly rated mobile app will let you add multiple CPT Codes to an appointment
  • For each additional CPT Code you add, you can also adjust the...
    • Rate per unit
    • Total rate
      • Note: Remember that editing this field will disconnect the Rate per unit for that particular service on that specific appointment.
  • Just like on your laptop or desktop, you can rearrange the order of your services by following these steps:
    • Click Re-order Services.
      The Re-order services option is next to a scrolling icon on the Choose Billing page
    • Then use the three lines to drag and drop the services into the correct order for this appointment.
      Re-order your services by clicking and dragging the three horizontal bars next to the service 

 

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