Managing CPT & Service Codes

The Services list is where you set up the session types your practice offers, the CPT codes you use, and the pricing that appears when billing clients. This article walks you through importing CPT codes, creating custom services, and managing your billing setup in Sessions Health.

ℹ️ Only practice administrators can add or edit service codes.

In this article:

Importing CPT Codes
Adding Custom Service Codes
Using Unit-based Billing
Hide or Remove a Service
Frequently Asked Questions
Related Resources

Importing CPT Codes

You can import CPT codes from the built‑in CPT library to quickly set up the services your practice uses.

To import CPT codes:

Go to Billing Settings > Services.
Select Import CPT Codes.
Check the boxes for the CPT codes you want to add. Some CPT codes are add‑on codes and must be paired with a parent code. These appear with a ↳ symbol in the import list. To import an add‑on code, be sure to select its parent code first.
Enter a Default Price and Duration for each selected code.
Select Import Codes to add them to your Services list.

ℹ️ Each selected CPT code must have a price entered before you can import it. You may enter $0 if that’s the correct amount, but the field cannot be left blank.

Adding Custom Service Codes

If you offer services that don’t use CPT codes, you can create your own custom service codes.

To add a custom service:

Go to Billing Settings > Services.
Select +Add.
Enter the details you want to include for the service. All fields are optional except for the price:
- Code: Your custom internal code
- Type: Custom Service
- Name: The name that appears in menus
- Description: Optional text shown on invoices or superbills
- Bill this code in units: Enables unit‑based billing
- This service code can be applied multiple times: Allows multiple uses in a single session
- Default Price: Required to save the service (may be $0)
- Default Duration: Duration of this service on the calendar
- Enabled: Controls whether the service appears when scheduling
- Color: Default color on the calendar
Customize the price and duration for each practitioner if needed.
Save the service.

Screen for adding a new service, showing fields to enter the service name, description, pricing, duration, and optional billing settings.

Using Unit-based billing

Some services are billed in units rather than a single flat amount. Unit-based billing lets you charge for services that occur in repeated time segments.

To set up unit‑based billing:

Edit the service from Billing Settings > Services.
Check Bill this code in units.
Enter:
- Default Price per unit
- Default duration per unit
Select Save.

💡 Unit‑based billing is helpful when a service naturally runs in repeated time blocks, like longer appointments or activities that take place in small, structured segments.

When a service is set up this way, you will be prompted to enter the number of units during scheduling, and the total will be calculated automatically based on the price per unit.

Add Event screen showing a client session with a service that uses unit‑based billing. The form displays the number of units selected and the total cost calculated automatically.

Hide or Remove a Service

If you no longer use a service, you can hide it from scheduling or remove it from your Services list.

To disable a service code:

Go to Billing Settings > Services.
Open the three‑dot menu next to the service.
Select Edit.
Uncheck the Enabled box to hide the service from scheduling.
Save your changes.

ℹ️ Disabling hides a service from scheduling. Removing deletes it from your list. Existing appointments and bills stay the same.

To remove a service code:

Go to Billing Settings > Services.
Open the three‑dot menu next to the service.
Select Remove.
Review the confirmation message, then select Remove to confirm.

Frequently Asked Questions

Can I import CPT codes into Sessions Health?

Yes. You can import CPT codes into Sessions Health, and once they’re added, they’ll appear in your service list for use throughout the system.

What is an add‑on CPT code?

Add‑on codes are CPT codes that must be billed together with a primary code. They appear with a ↳ symbol in the import list and can’t be used on their own. Some add‑on codes can be paired with multiple parent codes.

Can I still have $0 services, and why do I need a price?

Yes. You can create $0 services, and they’ll show a badge and a warning when scheduled. Sessions Health requires a price when saving a service to prevent accidental unpriced services from being used during scheduling or billing.

What is a modifier?

A modifier is an optional billing code that adds extra detail to a CPT code, such as telehealth delivery or special circumstances for the service. Modifiers appear below the CPT code when booking an appointment and are only needed if required by your billing workflow or payer.

What are the approved rates for CPT codes?

Rates vary by provider and payer. For insurance billing, check your contracted rates. You can also reference Medicare’s Physician Fee Schedule tool: https://www.cms.gov/medicare/physician-fee-schedule/search

Can I change the price of a service later?

Yes. You can update the price of a service at any time. The new price will apply to future appointments and billing, while previously created appointments and bills will retain their original pricing.

For a deeper look at how billing works in Sessions Health, these resources are a good next step: