reimburse Client for insurance payment
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I received an insurance payment for sessions a client billed and paid for themselves. How do I enter the insurance payment and show that I am sending the refund in the form of a check to the client?

If I enter the insurance payment under the insurance provider (Moda) then it does not connect with the client's account because we never dealt with their insurance, they did their own billing. So it shows unallocated. If I enter a payment into the clients account it will not let me add an invoice to then create a reimbursement (-250) because there is no outstanding appointment to bill for.

 

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    Ruth

    Hi Noah - I'm happy to walk you through this process. 

    1. You'll want to edit the Billing type for the previous sessions that the insurance paid you for. Go to the client's Billing page > widen the date range to include all relevant sessions > click on each appointment and edit the Type from Self-Pay to Insurance. Adjust the Client Owes text field to the amount of your client's copay, or the dollar amount for their coinsurance, if the insurance paid your full session fees, make the Client Owes $0. 

    2. Now add a negative client payment for the $250 you owe the client, go to their ADD PAYMENT box, click on the Other Amount option, and enter -$250 in the payment amount field. 

    3. Click the Uninvoiced link under the BILLING OVERVIEW box to create an invoice for the session fee changes you made and the refund you generated for the client.

    4. You can also generate a Statement for a running receipt of all the charges, refunds and payments made for the client. To do this in the client's Billing page > adjust the date range to include all relevant dates of service > +Create New > Statement. 

    5. On the Statement there is an envelope icon in the top right corner, click on it to email a copy to your client. 

    Hi Noah - I'm happy to walk you through this process. 

    1. You'll want to edit the Billing type for the previous sessions that the insurance paid you for. Go to the client's Billing page > widen the date range to include all relevant sessions > click on each appointment and edit the Type from Self-Pay to Insurance. Adjust the Client Owes text field to the amount of your client's copay, or the dollar amount for their coinsurance, if the insurance paid your full session fees, make the Client Owes $0. 

    2. Now add a negative client payment for the $250 you owe the client, go to their ADD PAYMENT box, click on the Other Amount option, and enter -$250 in the payment amount field. 

    3. Click the Uninvoiced link under the BILLING OVERVIEW box to create an invoice for the session fee changes you made and the refund you generated for the client.

    4. You can also generate a Statement for a running receipt of all the charges, refunds and payments made for the client. To do this in the client's Billing page > adjust the date range to include all relevant dates of service > +Create New > Statement. 

    5. On the Statement there is an envelope icon in the top right corner, click on it to email a copy to your client. 

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    Noah Shields

    Thank you, but this method does not seem to work when the client already paid and an invoice and superbill were already created for that client. Are you suggesting I delete the invoice and superbill?

    Thank you, but this method does not seem to work when the client already paid and an invoice and superbill were already created for that client. Are you suggesting I delete the invoice and superbill?

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    Ruth

    Hi Noah - You can leave the Paid Invoices as is, but you'll need to delete the Superbill to make any changes for past sessions. If you want to streamline your billing, I'd suggest also deleting your invoices and regenerating all billing documents according to the new amounts you're billing the client.

    Hi Noah - You can leave the Paid Invoices as is, but you'll need to delete the Superbill to make any changes for past sessions. If you want to streamline your billing, I'd suggest also deleting your invoices and regenerating all billing documents according to the new amounts you're billing the client.