Billing
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There are times when a client will pay for part of the bill and their parent or a church will pay the rest. As of now there is no way to split the invoice to bill two entities for the same session. Could this be something that could be added in the future? Any suggestions for how to handle this type of situation now?

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    Monika

    There isn't currently a way to split the cost of an individual invoice between two separate paying parties, such as a client and their church.

    One option would be alternating the responsible party for every other appointment so that the client would be charged for the first and third appointments, while the third party would be charged for the second and fourth appointments, and so on.

    If the individuals from the church don't want to go into the Client Portal to make payments, then you would send them their invoices outside of the Client Portal. If you create a contact profile for this third party and mark that contact as responsible for billing for the client in question as explained in our Help Center guide on Enhanced Client Management features for third party billing, then you can choose to email invoices directly to this third party outside of the Client Portal by navigating to the invoice in question and clicking the Email button (letter icon).

    The second option is that you can add specific payment amounts to a client's billing page using different payment methods. In this case, let's say that the client's session fee was $100, and each party is expected to pay 50%. You can generate the regular invoice for the session for $100. Then add the payment for each party as that comes in by whatever method.  

    Let me know if you have any additional questions, and I'd be happy to help. 

    There isn't currently a way to split the cost of an individual invoice between two separate paying parties, such as a client and their church.

    One option would be alternating the responsible party for every other appointment so that the client would be charged for the first and third appointments, while the third party would be charged for the second and fourth appointments, and so on.

    If the individuals from the church don't want to go into the Client Portal to make payments, then you would send them their invoices outside of the Client Portal. If you create a contact profile for this third party and mark that contact as responsible for billing for the client in question as explained in our Help Center guide on Enhanced Client Management features for third party billing, then you can choose to email invoices directly to this third party outside of the Client Portal by navigating to the invoice in question and clicking the Email button (letter icon).

    The second option is that you can add specific payment amounts to a client's billing page using different payment methods. In this case, let's say that the client's session fee was $100, and each party is expected to pay 50%. You can generate the regular invoice for the session for $100. Then add the payment for each party as that comes in by whatever method.  

    Let me know if you have any additional questions, and I'd be happy to help. 

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    Emily Halder

    I have a new client who has a friend offering to pay for the evaluation and first session, then $30 towards the second session. How can I manage this? I'm new to SP so I'm completely unfamiliar with billing. I know you can add one credit card to a client's account. Can you add two? Split the cost of a session between the cards?

    I have a new client who has a friend offering to pay for the evaluation and first session, then $30 towards the second session. How can I manage this? I'm new to SP so I'm completely unfamiliar with billing. I know you can add one credit card to a client's account. Can you add two? Split the cost of a session between the cards?

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    Gillian

    Hi Emily, yes, you can add two cards to a client's profile and split the cost of the initial and second sessions between the cards. Simply add a partial payment with one card, then another partial payment with the second card.

    Hi Emily, yes, you can add two cards to a client's profile and split the cost of the initial and second sessions between the cards. Simply add a partial payment with one card, then another partial payment with the second card.

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    James Wilson

    Would it be possible to set up the church as an insurance company?  This way the client pays a copay and the church acts as the insurance company and pays the balance?  Simple Practice would just need the "Insurance Payer" to be a field that doesn't have to be a specific insurance company.  I'm new to simple practice and I am trying to find a way to set this up as well.  I have had many clients in the past were a church has wanted to pay for a part of a client's session for years sometimes and they pay in chucks, not per session.  The insurance piece seems like it would allow the payments to be more clean because the client's "copay" for each session is invoiced to them and the church/insurance company would then just need to submit payment for their portion of the sessions (this could be cash, check or credit card).  I have found most churches use a check.  Does this make sense?  Would this be a possible option to add to Simple Practice?

     

    Would it be possible to set up the church as an insurance company?  This way the client pays a copay and the church acts as the insurance company and pays the balance?  Simple Practice would just need the "Insurance Payer" to be a field that doesn't have to be a specific insurance company.  I'm new to simple practice and I am trying to find a way to set this up as well.  I have had many clients in the past were a church has wanted to pay for a part of a client's session for years sometimes and they pay in chucks, not per session.  The insurance piece seems like it would allow the payments to be more clean because the client's "copay" for each session is invoiced to them and the church/insurance company would then just need to submit payment for their portion of the sessions (this could be cash, check or credit card).  I have found most churches use a check.  Does this make sense?  Would this be a possible option to add to Simple Practice?

     

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    Ken Stewart

    I have a patient that does a partial payment in cash for every session accumulating some balance with every session pending a case settlement. I've watched the billing video suggesting a double invoice for each visit but I'm unable to do it as described. I need step by step suggestion as I'm new to SP. Thanks. 

    I have a patient that does a partial payment in cash for every session accumulating some balance with every session pending a case settlement. I've watched the billing video suggesting a double invoice for each visit but I'm unable to do it as described. I need step by step suggestion as I'm new to SP. Thanks. 

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    Hiram K. Johnson

    I am trying to bill an EAP through Optum. Can you bill EAPs through Optum? In their authorization letter, they state the required CPT codes and HJ modifier to use for billing an EAP. But each time the claim is rejected because my tax ID# is not found. Yet its the same one I've had for years and the same for all other insurance companies. 

    Also, can I bill American Behavioral EAP through Simple Practice? Frustrating....

    Seems as if certain EAPs I can't bill. Please advise. Thanks. HJ

    I am trying to bill an EAP through Optum. Can you bill EAPs through Optum? In their authorization letter, they state the required CPT codes and HJ modifier to use for billing an EAP. But each time the claim is rejected because my tax ID# is not found. Yet its the same one I've had for years and the same for all other insurance companies. 

    Also, can I bill American Behavioral EAP through Simple Practice? Frustrating....

    Seems as if certain EAPs I can't bill. Please advise. Thanks. HJ

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    Ayelette R

    Hi James,

    For non-insurance third party billing, we recommend using the Edit > Contacts workflow on a client's profile. You can learn more about this process in this Help Center guide: Enhanced Client Management for third party billing.

     

    Hi Ken,

    I see my colleague Cam worked with you to resolve your question. Feel free to let us know if you have any further questions.

     

    Hi Hiram,

    To check if an EAP is linked to SimplePractice for insurance billing, go to Settings > Insurance > search for the payers name beneath the All Payers heading.

    If the EAP does not appear on that list, you will not be able to electronically file those claims through SimplePractice, however you can prepare and download the claims in SimplePractice. To learn more about adding EAP payers and payments in your account, feel free to check out these Help Center guides:

    Hi James,

    For non-insurance third party billing, we recommend using the Edit > Contacts workflow on a client's profile. You can learn more about this process in this Help Center guide: Enhanced Client Management for third party billing.

     

    Hi Ken,

    I see my colleague Cam worked with you to resolve your question. Feel free to let us know if you have any further questions.

     

    Hi Hiram,

    To check if an EAP is linked to SimplePractice for insurance billing, go to Settings > Insurance > search for the payers name beneath the All Payers heading.

    If the EAP does not appear on that list, you will not be able to electronically file those claims through SimplePractice, however you can prepare and download the claims in SimplePractice. To learn more about adding EAP payers and payments in your account, feel free to check out these Help Center guides:

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    Miesha Berry

    Hi. I wanted to be able to give Client Portal access to a third party, but it seems like they will have access to more than billing information.  They seem to have access to Documents and appointments as well.  And I would like to know if they will have access to the credit card information that is already saved on the client's account.  There are client's that have two people alternating payments, but those people don't want to share their credit card information with the one another.

    Hi. I wanted to be able to give Client Portal access to a third party, but it seems like they will have access to more than billing information.  They seem to have access to Documents and appointments as well.  And I would like to know if they will have access to the credit card information that is already saved on the client's account.  There are client's that have two people alternating payments, but those people don't want to share their credit card information with the one another.

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    Ruth

    Hi Miesha - Any forms, including the Credit Card Information Form, that were shared with one person, won't be accessible to anyone else, even if they have access to the same client's Client Portal. Each person with Client Portal login will only have access to information entered by them, or forms that were specifically sent to them.

    When enabling Client Portal access for a third-party biller, you'll want to restrict their permissions. Navigate to the client's Contacts tab, click Manage > Manage Client Portal & Billing, scroll down to the Allow Access section and only check the boxes to "Access this Client's billing documents" and "Pay a balance with credit card using Stripe." If you'd like for this Contact's information to appear on invoices and for their credit card to be the default card that's charged, you can make them "Responsible for billing." I'd also recommend going back to the Contacts tab > Manage > Edit Appointment Reminders and make sure that the boxes for text and email appointment reminders are unchecked. 

    Here's more on Enhanced Client Management for Third-Party Billing. 

    Hi Miesha - Any forms, including the Credit Card Information Form, that were shared with one person, won't be accessible to anyone else, even if they have access to the same client's Client Portal. Each person with Client Portal login will only have access to information entered by them, or forms that were specifically sent to them.

    When enabling Client Portal access for a third-party biller, you'll want to restrict their permissions. Navigate to the client's Contacts tab, click Manage > Manage Client Portal & Billing, scroll down to the Allow Access section and only check the boxes to "Access this Client's billing documents" and "Pay a balance with credit card using Stripe." If you'd like for this Contact's information to appear on invoices and for their credit card to be the default card that's charged, you can make them "Responsible for billing." I'd also recommend going back to the Contacts tab > Manage > Edit Appointment Reminders and make sure that the boxes for text and email appointment reminders are unchecked. 

    Here's more on Enhanced Client Management for Third-Party Billing. 

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    Miesha Berry

    Hi Ruth.  Thank you.  So I tried your advice using the Johnny Appleseed account that comes with our Simple Practice account, and what happened was the only thing that the third party didn't have access to was Documents that weren't shared with them.  I used 2 different emails and I was still able to see the credit card that was saved to the account.  I could only see the last 4 digits, but I still had the option of clicking Pay Now and then the Make a Payment window pops up with the Default credit card there for whichever login that I used. 

    The problem with this is that the person who is not the owner of the credit card could then easily click the Pay $200 (or whatever amount would be there) button and use the other's card.  We deal with a few divorced parents of minors and this could be an issue.

    It seems like if there is a default card on file, anyone that has client portal access can click the Pay Now button to make a payment even if it's not their card. 

    I know this may seem trivial, but we see minors of divorced parents that specifically requested that the other parent does not have access to their credit card information. 

    Hi Ruth.  Thank you.  So I tried your advice using the Johnny Appleseed account that comes with our Simple Practice account, and what happened was the only thing that the third party didn't have access to was Documents that weren't shared with them.  I used 2 different emails and I was still able to see the credit card that was saved to the account.  I could only see the last 4 digits, but I still had the option of clicking Pay Now and then the Make a Payment window pops up with the Default credit card there for whichever login that I used. 

    The problem with this is that the person who is not the owner of the credit card could then easily click the Pay $200 (or whatever amount would be there) button and use the other's card.  We deal with a few divorced parents of minors and this could be an issue.

    It seems like if there is a default card on file, anyone that has client portal access can click the Pay Now button to make a payment even if it's not their card. 

    I know this may seem trivial, but we see minors of divorced parents that specifically requested that the other parent does not have access to their credit card information. 

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    Ayelette R

    Hi Miesha,

    I'm happy to clarify this. When adding a Contact to a client's profile, you can customize their Client Portal settings by clicking Edit beneath the client's name > clicking the Contacts tab > next to the contact, clicking Manage > Manage Client Portal & Billing. On that page, you can select and de-select the below options.

     

    If the Contact has access to Pay a balance with credit card using Stripe, they will be able to pay invoices on the Client Portal using any saved credit card information on that client's profile.

    To remove the Contact's ability to see the credit card information, you can deselect the Pay a balance with credit card using Stripe option > click Save. In this case, you can still charge the client on your end using the card on their profile.

    Hi Miesha,

    I'm happy to clarify this. When adding a Contact to a client's profile, you can customize their Client Portal settings by clicking Edit beneath the client's name > clicking the Contacts tab > next to the contact, clicking Manage > Manage Client Portal & Billing. On that page, you can select and de-select the below options.

     

    If the Contact has access to Pay a balance with credit card using Stripe, they will be able to pay invoices on the Client Portal using any saved credit card information on that client's profile.

    To remove the Contact's ability to see the credit card information, you can deselect the Pay a balance with credit card using Stripe option > click Save. In this case, you can still charge the client on your end using the card on their profile.

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    Miesha Berry

    Ok. So basically, I won't be able to give both parents access to go in and pay their own invoices without seeing the default card unless I remove the default card?

    Ok. So basically, I won't be able to give both parents access to go in and pay their own invoices without seeing the default card unless I remove the default card?

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    Ayelette R

    Hi Miesha,

    You're correct that currently any Contact on a client's profile who is given access to Pay the client's balance on the Client Portal can select any credit card that is saved in the client's profile.

    If you have a moment, I encourage you to add your feature request to our Ideas & Suggestions Board. Posting on this board means that members of our Product Team, as well as all members of our Community, have transparent access to review your suggestion. This board is one of our most important resources for understanding which features will have the most value for our community.

    If you're curious, here's more information about how a customer idea can become a SimplePractice feature: Customer feedback: How a customer idea can become a feature in SimplePractice.

    Hi Miesha,

    You're correct that currently any Contact on a client's profile who is given access to Pay the client's balance on the Client Portal can select any credit card that is saved in the client's profile.

    If you have a moment, I encourage you to add your feature request to our Ideas & Suggestions Board. Posting on this board means that members of our Product Team, as well as all members of our Community, have transparent access to review your suggestion. This board is one of our most important resources for understanding which features will have the most value for our community.

    If you're curious, here's more information about how a customer idea can become a SimplePractice feature: Customer feedback: How a customer idea can become a feature in SimplePractice.

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    Miesha Berry

    Ok. Thanks.

    Ok. Thanks.