Unpaid (& uncollectable) client balance
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How do I account for balances due that cannot be recovered? I want to keep track of what is owed (in case the client surfaces again in the future), but I don't want the balance due to continually show up in my list - nor do I want it to impact my annual accounting. I'm not sure how to handle this issue.

Similarly, when an insurance claim is denied, how is the unpaid session fee handled from an accounting standpoint in SP?

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    Marlina

    Hi Camille,

    I hope your week has been lovely so far. Just to clarify, you'd like to write-off these client balances that will likely go unpaid?

    First I recommend recording the remaining balance as an Administrative Note so that you can quickly view this if the client comes back.

    Then, you can write-off the unpaid sessions. If your clients are self-pay, all you will need to do is navigate to the individual client's Billing Overview Page, hover over the session charge itself and select the blue 'Edit' button. Once you are in the 'Edit' screen, simply enter the write-off amount and Save. Please make sure to delete and recreate any invoices (if necessary). 

    This guide will walk you through those steps: How do I enter write-offs?

    If you're receiving payment reports, insurance fees for denied claims are automatically added to your clients' outstanding balances. If you'd like to adjust this, you can use this guide to edit session fees.

     

    Please let me know if you have any other questions about this.

     

     

    Edited by Marlina

    Hi Camille,

    I hope your week has been lovely so far. Just to clarify, you'd like to write-off these client balances that will likely go unpaid?

    First I recommend recording the remaining balance as an Administrative Note so that you can quickly view this if the client comes back.

    Then, you can write-off the unpaid sessions. If your clients are self-pay, all you will need to do is navigate to the individual client's Billing Overview Page, hover over the session charge itself and select the blue 'Edit' button. Once you are in the 'Edit' screen, simply enter the write-off amount and Save. Please make sure to delete and recreate any invoices (if necessary). 

    This guide will walk you through those steps: How do I enter write-offs?

    If you're receiving payment reports, insurance fees for denied claims are automatically added to your clients' outstanding balances. If you'd like to adjust this, you can use this guide to edit session fees.

     

    Please let me know if you have any other questions about this.

     

     

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    Jodie Shea

    But if you are not receiving payment reports, how would you write off denied claims from insurance? I attempted to add it to an entered payment but it did not reflect it due to no payment actually being made. I don't want to change the balance of the appointment. I would like to keep track of what the insurance has not reimbursed.

    But if you are not receiving payment reports, how would you write off denied claims from insurance? I attempted to add it to an entered payment but it did not reflect it due to no payment actually being made. I don't want to change the balance of the appointment. I would like to keep track of what the insurance has not reimbursed.

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    Gillian

    Hi Jodie, I'd be happy to help with this further. If a claim is denied and you enter a $0 payment for that claim, you'll see a message from SimplePractice that the insurance payment is $0. You can simply ignore this message and calculate the write-offs for the session, then save the insurance payment. 

    Hi Jodie, I'd be happy to help with this further. If a claim is denied and you enter a $0 payment for that claim, you'll see a message from SimplePractice that the insurance payment is $0. You can simply ignore this message and calculate the write-offs for the session, then save the insurance payment.