Insurance companies are increasingly sending their payments to providers in the form of Vcards, or virtual credit cards. Our integration with Stripe currently only supports charging client's credit cards. This means that if you were to charge a Vcard or insurance credit card in SimplePractice, it would be recorded as a client payment.
Currently we recommend processing these insurance credit cards outside of SimplePractice, and if possible reaching out to the insurance payer to have future payments sent via check or direct deposit.
If you don't have a way to process these cards outside of SimplePractice, then we recommend that you follow these 3 steps:
Important: Keep in mind that when charging a Vcard through Stripe in SimplePractice, you won't be able to collect the full payment amount because of the processing fee and authorization charge.
Charge the card
Navigate to the client's Billing page to charge the Vcard from the insurance company. Since Stripe places a $1 temporary authorization hold on cards to verify that they're active and valid, you'll need to process $1 less than the total value of the card.
For example, if the insurance company sent a Vcard with $200 loaded, you would need to add a $199 payment when processing the card in SimplePractice.
Note: Refer to Why are my clients getting charged $1 by Stripe? to learn more about this authorization hold.
In the Add Payment box, enter the payment amount and select Stripe Credit Card as the payment method. Enter the Vcard information, and click Add Payment.
Note: To learn more about adding Stripe card payments, see Charging, refunding, and setting up AutoPay for clients with your Stripe account.
Add a manual insurance payment
For accurate bookkeeping, you will need to add a manual insurance payment to reflect the payment the insurance payer made.
When adding the insurance payment, you can opt for either the Check or Wire payment type. Then you can record the last 4 digits of the card as the payment reference number.
You can also write a chart note on the client's Overview page to add a more detailed note about this insurance payment.
Note: If you're already set up to receive payment reports for this payer, you don't need to add a manual insurance payment. Refer to Payment reports (ERAs) to learn more about payment reports.
Refund the client credit balance
After you process the Vcard, the payment will show on the client's Billing page as if it's a client payment. To resolve this, add an adjustment to zero out this credit balance.
Note: See Refunding a client to learn how to add an adjustment.
By doing this, the payment you collected through the Vcard won't be attributed as money coming from the client.