Insurance Information and Payments

Videos
Manage insurance information
Collect Insurance Information
Record an insurance payment
Frequently asked questions

Videos

We have several videos related to insurance, billing, and payments. We recommend viewing our Orientation to billing video, our series of Billing Video Tutorials, and Insurance Billing Video Tutorials which includes submitting electronic claims.

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Manage insurance information

Add or change insurance information

If you need to add/change or remove a client insurance policy or add/change or remove a client credits, you can do so from Clients > [Client Name] > Billing > Settings.

New insurance policy information

There's several required* and optional fields for creating a new insurance policy.

Type* - Is this Primary, Secondary or Other insurance. Client's relationship to the insured* - Is it the client's policy, or someone else's that the client is dependent upon. Payer* - The name of the company providing the policy Member ID* - The unique identifier for the policy Plan ID - The ID for this specific plan Group ID - The ID if this is a group policy Copay - The copay amount, if any. Deductible - The deductible amount, if any. Employer/School - Any employer or school associated with the policy.

You can also choose to provide Additional Claims Information that may be needed in some special circumstances on an Insurance Claim 1500 form.

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Collect insurance information

The most common way for collecting insurance information is through the client portal. Make sure Client Uploads are turned on under Account Settings > Portal. Once turned on, clients may upload a photo of the front and back of their insurance card. Once uploaded, you will find the files under Clients > [Client Name] > Files (panel in the right-hand side) > Uploaded by the client.

You may then use this information to add a new insurance policy for the client.

You may also add the photos directly to the insurance policy if you wish by using the Upload Copy of Insurance button when creating the new insurance policy record.

Another alternative is to create an intake form and add the File Upload element for clients to upload a copy of their insurance card. Once uploaded, you can open the completed form and click to view the upload.

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Record an insurance payment

For clients who are using insurance, you may log any insurance payments toward the balance on a bill.

1. Navigate to the bill

You may get there from Clients > [Client Name] > Billing > Documents or from your Client Billing page. Make sure the Responsibility is set to Insurance, then click the Add Payment button, then choose Insurance Payment.

2. Add an insurance payment

Click Add Payment to bring up a modal. Select Add Insurance Payment. Now you will see the Add Insurance Payment screen. Enter the amount that insurance reimbursed for each service included in this bill.

3. Calculate the write-off amount

Click the calculator icon to automatically calculate the write-off amount. The write-off amount is the remainder of the service price after subtracting the client and insurance portions. This is a convenience to make the bill balance to $0. Note:The write-off isn't considered a business write-off, but rather the amount that is written-off of the bill due to a sliding scale or a contracted amount with a 3rd-party payer. This wouldn't be considered a business loss for tax purposes.

4. Attach the EOB

You may click Add Attachment to upload a copy of the EOB.

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Frequently asked questions

Do you have electronic claims or integration with a clearinghouse?

Yes! You may submit electronic claims, receive remittances/ERAs, and run eligibility reports all within Sessions Health. We use Claim.MD as our clearinghouse. Their extensive insurance network links providers to Medicare, Medicaid, Blue, and thousands of commercial insurance companies across the country. When enrolled in remittance/ERAs, we'll automatically apply the EOBs to your bills for you. See our Setup electronic claims and Submitting electronic claims articles for more details.

How do I add modifiers to my insurance billable services?

When creating an appointment, you may enter modifiers next to the primary service. Click Add Modifier to add additional modifiers.

How do I apply a vCard payment?

We don't support adding insurance payments via vCards, but you may enter the payment as a client card payment. You'll first want to adjust the remittance to apply the insurance paid amount as client responsibility. Then, you can take one of two approaches:

Add the card to the client's profile (via the client's Billing > Settings page). Once the card has been added, capture the payment against the bill with the client responsibility.
If you have Online Payments enabled, you can click into the bill's PDF and use the one-time payment feature by clicking the payment link, entering the Invoice Number and Access Code, and apply the payment.

When adding the card to the client's profile, Stripe may add an initial authorization to check the validity of the card when it's entered. That authorization may block the payment while the processor runs a test transaction. If you receive an Insufficient Funds decline, you'll want to wait a few days for the test transaction to complete and try again.

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