Billing items that contain insurance amounts behave similarly to self-pay items, but insurance amounts are tracked separately to easily monitor payment responsibility. Items can be marked as paid with insurance payments.
Viewing Unpaid Claim Amounts
How to View a Client's Insurance Balance and Unpaid Claims
Open the client record.
Go to the Billing tab.
The client’s insurance summary is displayed in the Client Balance Summary.
Unclaimed: Shows the total billing items that have not been added to claims.
Insurance Unpaid: Displays the amount added to claims but not yet paid.
Click the number next to either label to view the billing items contributing to that total.
Expand the billing item to view the related claim.
Viewing All Claims for a Client
Open the client record.
Go to the Billing tab.
Click the Claims header in the client billing table.
The full list of all claims for this client will be displayed.
Use the date range or status filters to locate a specific claim.
Adding and Allocating a New Claim Payment
When an insurance payment is received, it must be reconciled with the client’s account to mark services as paid.
Steps to Add an Insurance Payment
Open the client record.
View outstanding payments in the balance summary.
From the Client Billing panel, click New > Insurance Payment.
Select the claim related to the payment (required for workspaces with Insurance Claims enabled).
All Approved or Partially Paid claims will be available for selection.
Enter the payment amount received.
Add additional details to identify the payment, including:
Payment date
Reference number
Payer (choose from pre-configured payers or enter a custom payer for out-of-network claims)
Check the billing items that the payment covers.
If the full amount is not covered, allocations can be adjusted individually.
Ideally, payments should be fully allocated. Unallocated amounts will be marked as unallocated.
Click Save.
The unpaid insurance balance in the client’s account will decrease, and the insurance payment will be recorded in the payment list.
Notes
The insurance payment panel loads all billing items with unpaid insurance amounts.
Adding Payments to an Approved Claim
For workspaces with Insurance Claims enabled, payments can be added directly to Approved and Partially Paid claims.
Steps to Add a Payment to a Claim
Open the claim from the claim list.
From the header, select Add Payment.
Enter the payment amount received.
Add additional details to identify the payment, including:
Payment date
Reference number
Payer (choose from pre-configured payers or enter a custom payer for out-of-network claims)
Check the billing items that the payment covers.
If the full amount is not covered, allocations can be adjusted individually.
Ideally, payments should be fully allocated. Unallocated amounts will be marked as unallocated.
Click Save.
Writing Off Unpaid Amounts
If an insurance company does not fully cover a billed amount, the remaining balance can be written off.
Steps to Write Off an Unpaid Amount
Open the client record.
Change the Billing Item Filter to Insurance Unpaid to view all unpaid items.
Hover over the billing item and select the Write Off action.
Enter the amount to write off against each billing item.
Add a reason for the write-off.
Notes
If a payment is eventually received for a written-off amount, the write-off can be re-adjusted at any time.
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