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reimburse Client for insurance payment

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5 comments

  • Ruth

    Hi Heather, if you're refunding a client for Stripe payments made in the last 90 days, you can go to your Billing tab > Card Transactions, adjust the date range and search for the client's name in the search bar. Now hit the Refund button next to each of the payments you'd like to refund your client. Here's a guide on how to do this: https://support.simplepractice.com/hc/en-us/articles/360022512232-Processing-Online-Payments#howtorefun . If your client made these payments more than 90 days ago, you'll have to add a negative manual payment (check, manual credit card, cash) and process the refund outside of SimplePractice. Adding a negative manual payment won't issue a refund to their credit card, it is only used to record the fact that you sent them their refund outside of the system, via money order, cash, check etc. Let me know if you need anymore help! 

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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. 

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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?

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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.

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  • Heather Fisher

    I had the same issue come up and followed your directions (very helpful!) except that when I went to do the payment it tells me that the amount must be higher than 0. Do I need to load money on my stripe account somehow to make the payment? Or does Simple Practice issue a check? Any help is much appreciated!!

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