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How to change the primary client and payments on previous couples sessions in order to create a superbill

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9 comments

  • Michelle Bloomberg

    I do not have stripe, but have the same question.  My 2ndary clt in the couple is asking for a superbill for reimbursement.  How do I have one made without having to go back to delete 2ndary clt's name and change it to primary clt? 

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  • Molly Howard

    Exact same situation. Don't want to go through and reimburse through Stripe but assuming that's what needs to be done. 

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  • Sheena Hoffmann

    I am in the same boat, and cannot figure it out; I also use stripe for payments and used to do the same thing when I used square payments 

    The only option I am thinking is to refund patient #1, and recharge under patient #2.  My couple's backdate request April-July, and I am debating this versus stating it can only be from today moving forward.  But want to help my clients!  Would love to hear solutions.  Thank you.

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  • Anna Thomison

    I am struggling with a similar situation, second session they said that they wanted client 2 listed as primary. Fortunately, I hadn't submitted any claims or collected any payment yet, but I'm finding it impossible to make the change in primary for their first and second appointment, diagnosis, and treatment plan.

     

    Has anyone found a solution for this yet?

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  • Ruth

    Hi All,

    In the previous functionality of Couples Appointments, you'd need to recreate the sessions to make the person who you'd like to bill, or whose insurance you want to bill, the Primary Client. Then you'd want to transcribe all notes, or documentation made for that session to the new duplicate appointment you created. Finally, you'll want to delete the old appointment and any Invoices, or billing documents you generated for it. 

    If you're billing a Couple Client under the new functionality, then you can change who's "Responsible for Billing" by going to the Couple Client > Edit > Clients. Next, navigate to the client you want to bill, click Manage > Manage Client Portal & Billing check the box "Responsible for Billing." Any billing documents you create after this, the information for the designated "Responsible Biller" will populate.

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  • Sheena Hoffmann

    Hi Ruth,

     

    Thank you for the information!  Makes the new couple's model sound appealing!  I have not yet converted yet, as I do not yet understand the pro's: Could you describe them?

    For both options, billing with Simple Practice Stripe is not addressed.  Could you please comment on that process?  You mention option 1 includes deleting invoices and shifting notes.  Would you then have to refund a client and literally bill the other client in the first model?

     

    Thank you!!

    Sheena

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  • Ruth

    Hi Sheena - If you're creating a Couple Client from pre-existing individual clients, then their credit card information would populate into their new Couple Client Profile. Whoever has been marked "Responsible for Billing" will be the member of the couple whose card will be the Default Credit Card on file. You can manually charge the other person's card, but you'll do this from the ADD PAYMENTS box in the Couple Client's file.

    You won't lose any documentation, billing, notes, or forms, that were entered in their individual client files. They'll remain in the individual client files. Any new appointments you create, you'll create for the Couple Client instead and the billing and notes for these appointments going forward will be housed in the Couple Profile.

    If you want to migrate notes, or billing history, that were entered in the previous functionality, you'll need to recreate those appointments for the Couple Profile and manually enter that information. You can also go to Settings > Data Export and export a zip file for the individual files of each member in the couple and upload the PDF documents from the export onto the Couple's Profile page. 

    I'd recommend reviewing our Enhanced Client Management FAQs for more information. 

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  • Anna Thomison

    Hi All, 

    After making the mistake again of not catching that the wrong 1/2 of the couple was selected as primary, until after I created the diagnosis, treatment plan, and intake note.  I discovered that all I really had to do to correct it was change who was selected as the primary and then recreate the diagnosis and treatment plan giving it the same date and time as the mistaken one. Then I deleted that first one that was assigned to wrong person and all of the notes will automatically change to state that the diagnosis is for the correct person and claims generate correctly for the right person with the right diagnosis. 

    So glad that I now know that I don’t have to create new appointments, transcribe notes, and then delete original appointment. 

    I’ll be so glad when everyone is transitioned so that I won’t have to do all this extra work. 

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  • Gretchen A. Carrillo, MFT

    Ugggh I just tried this and it is not working.  I updated the responsible party, changed the diagnosis, logged out, re-entered the appointments and still nothing.  HELP!

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