Client Payments: Processing a Previous Balance or a Payment Not Tied to a Session

When migrating from another system or managing practice billing, you may need to collect an outstanding balance, charge a non-session fee, or record an existing client credit. You can handle these scenarios using a standalone product bill, a retroactive appointment, or a credit balance adjustment.

In this article:

• Video Tutorial
• Method 1: The Product Bill Method
• Method 2: Retroactive Appointments
• Handling Carried-Over Credits
• Frequently Asked Questions
• Related Resources

Video Tutorial

Watch this video tutorial to learn how to process previous balances, issue non-session product bills, and record carried-over client credits in Sessions Health.

Method 1: The Product Bill Method

A Product Bill is the fastest way to issue a one-time charge without creating or altering calendar appointments.

Step 1: Open a New Bill

1. Open the client's chart.
2. Click the Billing tab.
3. Click New... > Bill.

Step 2: Set Billing Responsibility

Select Self-Pay. Product bills are not tied to insurance-eligible CPT codes and must be set to Self-Pay.

Step 3: Add Line Items / Products

1. Click Add a Product under Line Items (or + Add Product in the top-right corner of the section).
2. Choose your product option:
   • Pre-Saved Product: Select an existing item from the list at the top of the pop-up window.
   • Custom Product: Under Or, add a custom product, enter a Name and Price.
3. Click Add.

Step 4: Set Details & Create

1. (Optional) Add notes in the Additional Comments field.
2. Choose a timeframe from the Due drop-down menu.
3. Click Create Bill.

Step 5: Share or Collect Payment

• Share: Click the three-dot menu (...) in the top-right corner and select Share... to email the bill to the client.
• Collect Payment: Click Add Payment at the bottom of the page to process a card through Stripe or record an external cash, check, or manual payment.

Method 2: Retroactive Appointments

Use this method if you need past session balances tied to official CPT service codes, need to add modifiers, or plan to bill insurance.

Step 1: Add the Past Appointment

1. Navigate to Calendar and click the past date of service.
2. Select the Client and choose the Service Code.
3. Adjust the fee or add modifiers if applicable, then click Save.

See Creating and Managing Appointments for more details.

Step 2: Generate the Bill

1. Click the appointment on your calendar to open the flyout menu and select Generate Bill.

   (Note: You can also generate bills from Client Billing > Unbilled or from the Billing tab on the client's chart).

2. Choose Self-Pay or Insurance and enter any applicable co-pay or co-insurance amounts.
3. Click Create Bill.

Step 3: Collect Payment or Submit Claim

• For Client Balances: Click Add Payment on the bill page. See Client Payments: Processing a Client Payment for complete steps.
• For Insurance: Navigate to Insurance > Pending Submission, select the claim, and click Submit Selected Claims. For detailed instructions on submitting claims, see Claims: Individually Submit Claims.

Handling Carried-Over Credits

If a client has an unapplied credit or overpayment carried over from a previous system, you do not need to generate a new bill. Log the credit balance directly onto their chart:

1. Open the client's chart.
2. Click the Billing tab, then select Settings.
3. In the Client Credit field, enter the credit amount.
4. Click Save.

Once saved, Sessions Health automatically deducts from this credit balance to cover the client's responsibility on their next generated bill.

Frequently Asked Questions

Which method should I choose for past balances?

Use Method 1 (Product Bill) if you want a simple, one-time bill without cluttering your calendar. Use Method 2 (Retroactive Appointments) if you need full clinical session history, CPT codes, or insurance claim filing.

Can I bill insurance using a Product Bill?

No. Product Bills are restricted to Self-Pay because they do not contain CPT codes or insurance-eligible billing details.

Will creating a past appointment trigger an email to my client?

No. Appointments scheduled for past dates do not trigger automated appointment reminders or calendar invitations.

Can I edit a bill after creating it?

Yes. To update general bill details like the Due Date or Additional Comments, click the top-right three-dot menu (...) on the bill page and select Edit. To modify or remove specific line items, services, or prices, click the three-dot menu (...) located directly inside the Description table on that item's row.

Related Resources

Refer to the following guides for additional instructions on managing practice billing defaults and client accounts:

• Client Bills: Products
• Billing Automation: AutoPay
• Client Payments: Processing a Client Payment
• Client Payments: Pre-Paying for Services
• Client Payments: Client Credits
• Billing Automation: Settings