Clearing out claims that are not submittable
Answered

Hi, everyone, 

I have some clients with outstanding balances from "insurance".  I listed them as insurance clients because they are not self-pay. They are actually victim's compensation or EAP clients.  There is no way to submit the claims electronically.  I am paid by check in the mail.  How do I clear these claims out?  

 

I also have one client whose claim was denied.  I doubt the insurance company is going to cooperate with me and I just want to write it off. How do I do this?  I am starting to accumulate a pretty long list of unsubmitted claims and it's cluttering up my billing records. 

52 comments

  • 3
    Comment actions Permalink
    Avatar
    Reshma Stafford

    I too have claims that will not be paid - either because client was not covered at the time, or insurance does not cover that billing code. I would like to take it off my books. How do I do that

    Thanks 

    I too have claims that will not be paid - either because client was not covered at the time, or insurance does not cover that billing code. I would like to take it off my books. How do I do that

    Thanks 

  • 2
    Comment actions Permalink
    Avatar
    Alice D. Hoag

    I am also faced with this dilemma and would love a solution!  I have submitted these claims via the various EAP portals, have received payments, and have posted the payments in the client's billing sections as payments received.  The claims are still showing up as needing to be filed with insurance!  How do I clear this out?

    I am also faced with this dilemma and would love a solution!  I have submitted these claims via the various EAP portals, have received payments, and have posted the payments in the client's billing sections as payments received.  The claims are still showing up as needing to be filed with insurance!  How do I clear this out?

  • 1
    Comment actions Permalink
    Avatar
    Gillian

    Hi Bridget, Reshma, and Alice, you can create the claims but not submit them to remove them from the Unbilled Appointments list. 

     

    Let me know if you have any additional questions about this, or anything else SimplePractice. I'm here to help.

    Hi Bridget, Reshma, and Alice, you can create the claims but not submit them to remove them from the Unbilled Appointments list. 

     

    Let me know if you have any additional questions about this, or anything else SimplePractice. I'm here to help.

  • 0
    Comment actions Permalink
    Avatar
    Carrie Herbst

    Hi Gillian,

     

    I'm having the same issue as the providers above. I used your suggestion to create the claims but not submit them. While this does remove them from the Unbilled Appointments list, those claims are now stuck in the Claims list. If I delete them, they return to the Unbilled Appointments list. Any suggestions?

     

     

    Thanks,

     

    Carrie

    Hi Gillian,

     

    I'm having the same issue as the providers above. I used your suggestion to create the claims but not submit them. While this does remove them from the Unbilled Appointments list, those claims are now stuck in the Claims list. If I delete them, they return to the Unbilled Appointments list. Any suggestions?

     

     

    Thanks,

     

    Carrie

  • 0
    Comment actions Permalink
    Avatar
    Gillian

    Hi Carrie, you can simply leave them on the Claims list.

    Hi Carrie, you can simply leave them on the Claims list.

  • 0
    Comment actions Permalink
    Avatar
    Nicole Wetherell LCPC, LADC, CCS

    I'm having this issue as well, I have a DOS in my unbilled appointment list but it was billed and paid, I can create and not submit the claim but I don't want it in my claims list. 

    I'm having this issue as well, I have a DOS in my unbilled appointment list but it was billed and paid, I can create and not submit the claim but I don't want it in my claims list. 

  • 0
    Comment actions Permalink
    Avatar
    Gillian

    Hi Nicole, can you clarify why you don't want it in your Claims list? You can filter the Claims list to remove Prepared claims. A claim will need to be created so you can add and allocate the payment to sessions.

    Hi Nicole, can you clarify why you don't want it in your Claims list? You can filter the Claims list to remove Prepared claims. A claim will need to be created so you can add and allocate the payment to sessions.

  • 0
    Comment actions Permalink
    Avatar
    Stephanie Mustopich

    I'm having the issue of having unbilled appointments sitting there because I am JUST now starting my insurance billing in Simple Practice. Prior to this, I did it through the insurance co directly, how can I remove the unbilled appointments that have already been filed and paid for?

    I'm having the issue of having unbilled appointments sitting there because I am JUST now starting my insurance billing in Simple Practice. Prior to this, I did it through the insurance co directly, how can I remove the unbilled appointments that have already been filed and paid for?

  • 0
    Comment actions Permalink
    Avatar
    Gillian

    Hi Stephanie, you can create, but not submit, claims for these sessions to remove them. Then, add the payments from your payers to mark them as paid. 

    Hi Stephanie, you can create, but not submit, claims for these sessions to remove them. Then, add the payments from your payers to mark them as paid. 

  • 0
    Comment actions Permalink
    Avatar
    Christine Garrison

    Gillian, can you advise after you create the claim that you aren't submitting how do you remove it from your prepared claim list? 

    Gillian, can you advise after you create the claim that you aren't submitting how do you remove it from your prepared claim list? 

  • 1
    Comment actions Permalink
    Avatar
    Gillian

    Hi Christine, the claim will stay in the Prepared claim list until a payment is added and allocated to the claim. Then, the claim will move to the Paid claim list as long as the payment and write-off are added.

    Hi Christine, the claim will stay in the Prepared claim list until a payment is added and allocated to the claim. Then, the claim will move to the Paid claim list as long as the payment and write-off are added.

  • 0
    Comment actions Permalink
    Avatar
    Bobbi Lowe

    Hello - Mine was a complete accident.  I didn't realize that the client was scheduled under my telehealth practrice instead of my office.  Therefore, dual claims were submitted (client had scheduled herself and put both in there).  So I would like to get them off of my prepared claims/unsubmitted list as they are completely bogus claims (will never receive payment).  I just don't like the fact that I will always have to see them there going forward and be careful that they are unchecked forevermore.

     

    Suggestions?

     

    Hello - Mine was a complete accident.  I didn't realize that the client was scheduled under my telehealth practrice instead of my office.  Therefore, dual claims were submitted (client had scheduled herself and put both in there).  So I would like to get them off of my prepared claims/unsubmitted list as they are completely bogus claims (will never receive payment).  I just don't like the fact that I will always have to see them there going forward and be careful that they are unchecked forevermore.

     

    Suggestions?

     

  • 0
    Comment actions Permalink
    Avatar
    Bobbi Lowe

    Not "submitted", created ... sorry

    Not "submitted", created ... sorry

  • 0
    Comment actions Permalink
    Avatar
    Christine Garrison

    Bobbi, 

    You can just delete the claim..even if it was submitted..just click on the claim number and select Delete in the top right corner..

    Bobbi, 

    You can just delete the claim..even if it was submitted..just click on the claim number and select Delete in the top right corner..

  • 0
    Comment actions Permalink
    Avatar
    Stacey Baughman, LPC, NCC, CSAT, SEP, CPTT

    I would like to remove delete claims from the claims list that I am yet to submit electronically due to enrollment status is pending. 

    How do I delete the claims from the claims list?

    I would like to remove delete claims from the claims list that I am yet to submit electronically due to enrollment status is pending. 

    How do I delete the claims from the claims list?

  • 0
    Comment actions Permalink
    Avatar
    Gillian

    Hi Stacey, to delete a claim from the claims list and return those appointments to the Unbilled Appointments list, you can open the claim, then click "Delete" in the upper right-hand corner. The claim will be deleted and the appointments will return to the Unbilled Appointments list until you're ready to create and submit the claims for those sessions. To avoid any interruption in your cashflow, we do recommend submitting claims outside of SimplePractice while you wait for your enrollments to be accepted. 

    Hi Stacey, to delete a claim from the claims list and return those appointments to the Unbilled Appointments list, you can open the claim, then click "Delete" in the upper right-hand corner. The claim will be deleted and the appointments will return to the Unbilled Appointments list until you're ready to create and submit the claims for those sessions. To avoid any interruption in your cashflow, we do recommend submitting claims outside of SimplePractice while you wait for your enrollments to be accepted. 

  • 0
    Comment actions Permalink
    Avatar
    Kathy Frazier-Napoleon

    I am having the same problems with the same issue. insurance never paid and claims are from 2017. i would like to just get rid of them without deleting the client. Is there a way to do this? please help trying to do year end. 

    Thanks, Kathy 

    I am having the same problems with the same issue. insurance never paid and claims are from 2017. i would like to just get rid of them without deleting the client. Is there a way to do this? please help trying to do year end. 

    Thanks, Kathy 

  • 0
    Comment actions Permalink
    Avatar
    Gillian

    Hi Kathy, one thing you can do is add a $0 insurance payment and allocate the payment to the sessions on the older claims. Then, calculate the write-off. These claims will then be marked as Paid. 

    Hi Kathy, one thing you can do is add a $0 insurance payment and allocate the payment to the sessions on the older claims. Then, calculate the write-off. These claims will then be marked as Paid. 

  • 0
    Comment actions Permalink
    Avatar
    Dennis McCarthy, MA LMHC

    I have unbilled appointments that it turns out will be self pay.  From reading the notes above it looks like I would need to create claims and then delete them to clear them.  Am I reading that right?  Thanks!

    I have unbilled appointments that it turns out will be self pay.  From reading the notes above it looks like I would need to create claims and then delete them to clear them.  Am I reading that right?  Thanks!

  • 0
    Comment actions Permalink
    Avatar
    Gillian

    Hi Dennis, I'd be happy to help. Your situation is a little different from others in this thread who submitted claims outside of SimplePractice. Instead of creating claims to clear these sessions from your Unbilled Appointments list, you can change them from Insurance to Self-Pay on the Billing tab of your client's chart.

    All you need to do is visit the Billing tab of the client's chart and hover your mouse over the session fee to reveal the Edit button. Then, click Edit and flip the session from Insurance to Self-Pay, and make any needed adjustments to the session fee. 

    This way, the sessions will accurately be listed as Self-Pay and these sessions will no longer appear on your Unbilled Appointments list. 

    Hi Dennis, I'd be happy to help. Your situation is a little different from others in this thread who submitted claims outside of SimplePractice. Instead of creating claims to clear these sessions from your Unbilled Appointments list, you can change them from Insurance to Self-Pay on the Billing tab of your client's chart.

    All you need to do is visit the Billing tab of the client's chart and hover your mouse over the session fee to reveal the Edit button. Then, click Edit and flip the session from Insurance to Self-Pay, and make any needed adjustments to the session fee. 

    This way, the sessions will accurately be listed as Self-Pay and these sessions will no longer appear on your Unbilled Appointments list. 

  • 0
    Comment actions Permalink
    Avatar
    Dennis McCarthy, MA LMHC

    Thanks Gillian! 

    That totally fixed it. 

    Thank you!

    -Dennis

    Thanks Gillian! 

    That totally fixed it. 

    Thank you!

    -Dennis

  • 0
    Comment actions Permalink
    Avatar
    Karen Keeton

    Hi Gillian,

    OK. I am just starting to bill through SP, prior to this someone else was doing my billing. I did not update payments in SP when received, and now have huge backlog of appointments that have been paid. I want to zero out the insurance balance and start at ground zero. Is that possible?

    Thanks,

    Karen

    Hi Gillian,

    OK. I am just starting to bill through SP, prior to this someone else was doing my billing. I did not update payments in SP when received, and now have huge backlog of appointments that have been paid. I want to zero out the insurance balance and start at ground zero. Is that possible?

    Thanks,

    Karen

  • 0
    Comment actions Permalink
    Avatar
    Gillian

    Hi Karen, I'd be happy to help with your question. For the best possible accounting, and to ensure that SimplePractice has an accurate historical record of your payments from insurance, we do recommend going back and retroactively entering and allocating past insurance payments to sessions. There is not currently a way to clear a client's insurance balance without adding an insurance payment and allocating the insurance payment to past client sessions.

    Hi Karen, I'd be happy to help with your question. For the best possible accounting, and to ensure that SimplePractice has an accurate historical record of your payments from insurance, we do recommend going back and retroactively entering and allocating past insurance payments to sessions. There is not currently a way to clear a client's insurance balance without adding an insurance payment and allocating the insurance payment to past client sessions.

  • 2
    Comment actions Permalink
    Avatar
    Kim Sullivan

    I have the same issue as many of the above comments - past clients that appear on my "unbilled appointments" list because I was using the services of a billing agent to file claims.  I marked the client as paying by insurance so that I could manually allocate insurance payments, but did not enter all of SP's required information (as I didn't need it) so that I am now unable to create a claim without submitting it (which seems to leave the possibility of accidentally submitting it later). 

    It would be very helpful if the "unbilled appointments" and "claims" lists had an option to hide unused claims.  That would prevent SP from automatically checking it each time I go to that page to create claims (I am now transitioning to using SP to submit claims).  It would also help me ensure that all claims for that week had been created and filed.

    Thanks!

    I have the same issue as many of the above comments - past clients that appear on my "unbilled appointments" list because I was using the services of a billing agent to file claims.  I marked the client as paying by insurance so that I could manually allocate insurance payments, but did not enter all of SP's required information (as I didn't need it) so that I am now unable to create a claim without submitting it (which seems to leave the possibility of accidentally submitting it later). 

    It would be very helpful if the "unbilled appointments" and "claims" lists had an option to hide unused claims.  That would prevent SP from automatically checking it each time I go to that page to create claims (I am now transitioning to using SP to submit claims).  It would also help me ensure that all claims for that week had been created and filed.

    Thanks!

  • 2
    Comment actions Permalink
    Avatar
    Katina Walker

    Yes! I agree with Kim S. How do I hide or remove unused claims? I submit all of my UHC claims through their portal and not through SP. I then go in and manually add the insurance payment and allocate it to the client's account but now I have a long list of Prepared claims that are never sent out. When i allocate the payments to the account it does not mark the prepared claims as Paid. 

    Yes! I agree with Kim S. How do I hide or remove unused claims? I submit all of my UHC claims through their portal and not through SP. I then go in and manually add the insurance payment and allocate it to the client's account but now I have a long list of Prepared claims that are never sent out. When i allocate the payments to the account it does not mark the prepared claims as Paid. 

  • 0
    Comment actions Permalink
    Avatar
    Gillian

    Hi Katina, these claims should update to Paid as soon as payments have been allocated to the claimed sessions. Are you calculating the write-off for these sessions as well? As long as you've entered a payment and calculated the write-off for the sessions on the claims, these claims should update from Prepared to Paid. 

    Hi Katina, these claims should update to Paid as soon as payments have been allocated to the claimed sessions. Are you calculating the write-off for these sessions as well? As long as you've entered a payment and calculated the write-off for the sessions on the claims, these claims should update from Prepared to Paid. 

  • 1
    Comment actions Permalink
    Avatar
    LeaderWise Counseling

    I agreed that it would helpful to move these Prepared claims that will never be submitted to a Manual status or something. I like to review the list of Prepared claims to be sure everything that's supposed to be submitted has been submitted. "Prepared" status infers that it will be submitted, when, in reality the claims discussed here will not ever be submitted through Simple Practice.

    I agreed that it would helpful to move these Prepared claims that will never be submitted to a Manual status or something. I like to review the list of Prepared claims to be sure everything that's supposed to be submitted has been submitted. "Prepared" status infers that it will be submitted, when, in reality the claims discussed here will not ever be submitted through Simple Practice.

  • 1
    Comment actions Permalink
    Avatar
    Kate Hilton

    I hope in the future there is an option to delete "unbilled appointments" without having to do all of the background work. I am also just starting to use SP's insurance processing, but have been filing outside of SP for years. Thanks for all of the help to walk through the process though.

    I hope in the future there is an option to delete "unbilled appointments" without having to do all of the background work. I am also just starting to use SP's insurance processing, but have been filing outside of SP for years. Thanks for all of the help to walk through the process though.

  • 1
    Comment actions Permalink
    Avatar
    Mia Bush

    I also would like a clean slate on insurance payments that were done directly through my group practice and not through Simple Practice. For a while it appeared that the actual question was not being directly addressed, glossed over where it is clear people want to be able to clear it out cause it is overwhelming and timely. If it were that simple to put in all insurance payments at the time they came in from somewhere, I am sure it would be done. There should be a fix to clear out and begin from a fresh slate instead of it building up and messing up current accounting

    I also would like a clean slate on insurance payments that were done directly through my group practice and not through Simple Practice. For a while it appeared that the actual question was not being directly addressed, glossed over where it is clear people want to be able to clear it out cause it is overwhelming and timely. If it were that simple to put in all insurance payments at the time they came in from somewhere, I am sure it would be done. There should be a fix to clear out and begin from a fresh slate instead of it building up and messing up current accounting

  • 0
    Comment actions Permalink
    Avatar
    Kim Sullivan

    Mia made the point exactly!  I have been using the services of a billing agent for two years and have just transitioned over to billing through Simple Practice.  Needless to say, there are a number of claims on my list that I don't wish to submit.  Many are missing information, so there is no way to clear them out as directed unless I spend many hours entering information and resolving old billing statements.

    Another problem with this system - without going into details, having the old claims on the system led to me inadvertently submitting 19 old (already processed claims) for a client who recently returned.  Ultimately that was my oversight for clicking the button to submit all instead of submitting claim by claim, but an easy oversight to make.  I quickly cleared it up with insurance, but still had to pay for submitting those 19 unnecessary claims.

    That being said, I absolutely love being able to quickly process my billing through Simple Practice!  It involved a bit of a learning curve and still has some hitches, but overall I am pleased with the process.

    Mia made the point exactly!  I have been using the services of a billing agent for two years and have just transitioned over to billing through Simple Practice.  Needless to say, there are a number of claims on my list that I don't wish to submit.  Many are missing information, so there is no way to clear them out as directed unless I spend many hours entering information and resolving old billing statements.

    Another problem with this system - without going into details, having the old claims on the system led to me inadvertently submitting 19 old (already processed claims) for a client who recently returned.  Ultimately that was my oversight for clicking the button to submit all instead of submitting claim by claim, but an easy oversight to make.  I quickly cleared it up with insurance, but still had to pay for submitting those 19 unnecessary claims.

    That being said, I absolutely love being able to quickly process my billing through Simple Practice!  It involved a bit of a learning curve and still has some hitches, but overall I am pleased with the process.