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Managing client and insurance billing

Managing client and insurance billing

The Billing and Insurance pages provide insightful data regarding your clients’ billing. With these pages, you can track your Recent activity, verify the delivery of Billing documents to clients, quickly Export payments, view all of your Cards transactions, and manage your Insurance claims.

In this guide, we’ll go over:

To begin viewing billing information, click the Billing tab from your Calendar homepage:

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Recent activity

You’ll see the Recent activity page by default to start. This page shows all transactions within the last 30 days. This includes all sessions, invoices, refunds, and all client and insurance payments.

To view beyond the 30-day default range, you can expand the calendar dates. To do this:

  • Click the date range at the top of the page

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  • Use the arrows to select new dates
  • Click Apply

Billing documents

The Billing documents page shows a record of all your client’s billing documents, the delivery method, the status of the delivery, and the date/time the billing document was created.

On this page, you can:

  • See all client billing documents and sort them by individual client
  • View client billing details
  • See the type and delivery method of the billing document
  • View the status of each document:
    • Sent: This document has been shared with the client via email or the Client Portal
    • Not sent: This document hasn’t been shared with the client via email or the Client Portal
    • Pending: This document has been created, but not exported or sent to your clients
    • Exported: This document has been exported via the Export Billing Documents page
  • View the Date Created and Time
  • Filter by billing document Type and date range
  • Filter to see all manually created documents, which will appear here as Pending

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To export your billing documents, select which documents you'd like to export: 

  • Specify the date range
  • Select which clients' documents you'd like to export
  • Click Export PDF

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Now that you've exported the PDF, you can share this document with your clients.

Note: To learn how to share billing documents with clients, see: How to share billing documents with clients.


Export transactions

You can export a spreadsheet of all of your transactions from the Recent activity page. Here's how:

  • Navigate to Billing > Recent activity
  • Adjust the date range as needed 
  • Click Export payments

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  • Select Since last export on or Select Date Range 
  • Choose the file type (Quickbooks or CSV) for your report 

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  • Click Export 

The exported file will contain the date, transaction type, amount, and name of the client. This file contains protected health information (PHI), so be sure to manage it with care.

Note: Any recent version of QuickBooks should support this report. If you run into any issues, you’ll need to enter this information manually into your QuickBooks account.


Card transactions

The Card transactions report will only appear if you have an active Online Payments account in SimplePractice. To set up Online Payments, navigate to Settings > Billing and Services >  Online Payments, and follow the steps found in Getting Started with Online Payments.

The Card transactions report includes the following details for each card transaction:

  • Date of the transaction 
  • Client charged
  • Type of transaction
  • Status of the transaction
  • Net amount of the transaction
    • This is the amount remaining after the Stripe fee has been deducted from the gross amount
  • Amount of the transaction
    • This is the gross amount before the Stripe fee has been deducted
  • Fee associated with the transaction
    • This is the Stripe processing fee associated with the transaction (2.95% + $0.30 per each successful transaction)

Clicking Details allows you to view the Transaction Details:

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This information includes:

  • Charge Details 
    • Payment ID
    • Statement descriptor
    • Amount
    • Fee
    • Net
    • Date of the transaction 
  • Card Details
    • Card ID 
    • Name on the card
    • Number (last 4 digits of the card) 
    • If a CVC check took place
    • Expiration date
    • Type of card 

You also have the option to export this report by clicking Export transactions in the upper right corner of the Card transactions page:

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Note: We'll send you an email when the file is ready for you to download. 

To download the file, navigate to Settings > Data Export and click Ready for download next to the export:

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Tip: Exporting your Card transactions report is recommended if you'd like to compile and organize information, such as credit card processing fees, outside of your SimplePractice account.  


Insurance

On the Insurance page, you can add an insurance payment at any time by clicking Add insurance payment in the upper right corner. See Adding an insurance payment for more information.

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Unbilled appointments

The Unbilled appointments tab lists all insurance appointments that don’t have a claim created for them yet. This list is organized by client and shows the last 30 days by default. You can use the drop down menus to sort by:

  • Insurance payer
  • Clinician
  • Date

You can also view:

  • Number of Appointments
  • Client name
  • Insurance payer
  • Number of Clinicians the client has seen
  • Total amount Charged

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Clicking the arrow to expand the window reveals:

  • Date(s) of the service
  • CPT code(s)
  • Modifier(s)
  • Place of Service code
  • Clinician’s name
  • Amount charged per CPT code

On this page, you can also create and submit batch claims. To do that, check the box next to each appointment you want to include before you click Create > Create claims or Create > Create and submit claims. For more information, see Creating batch claims.

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Claims

The Claims tab lists all the claims created within the last 30 days by default. You can use additional filters to search for a client’s name in the search bar, or use the drop down menus to filter by:

  • Insurance payer
  • Claims status
  • Date range

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Payments

The Payments tab lists insurance payments from all payers within the last 30 days by default. 

To view beyond the 30 day default range, you can expand the calendar dates. You can also view: 

  • Date of the payment
  • Insurance payer
  • Payment details
  • Amount paid
  • Unallocated amounts

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