Insurance: Client Insurance Policy

Setting Up Client Insurance Before Creating Claims

Before you create and submit claims, ensure that your client’s insurance details are properly set up in their account. This helps prevent claim denials due to missing or incorrect information.

You have two options for entering a client's insurance details:

Manually: You can enter the insurance information directly in the client’s profile.
Client Entry: The client can input their insurance details themselves during the onboarding process.

Manually

Go to: Clients > [Client Name] > Billing > Settings.
Scroll down to the "Insurance" section.
Select "Add Policy" to enter the correct details.

The following fields are required when entering policy information:

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

Client Entry: Collecting Insurance Information Through the Client Portal

Under Account Settings > Portal > Client Information check Insurance Information to collect this information by default during client intake.

Note: Existing clients will still need this setting turned on within the Portal tab on their chart. This setting only affects new clients.

When the client reaches the Insurance Information screen, they will have the option of adding a primary insurance policy and a secondary insurance policy if applicable. Clicking New Primary Policy will bring up a dialog to enter a new primary insurance policy. Clicking New Secondary Policy will bring up a dialog to enter a new secondary insurance policy.

Completing setup on the client's portal tab on the clinician side

After a client has entered a new policy, they will be flagged as needing review. This is to ensure the policy is associated to the correct payer ID added to the account in the Billing Settings > Insurance > Payers tab.

By clicking on the policy, you will be able to select from a drop down the correct Payer ID from your list of payers. The name entered by the client will be displayed under the input field. After saving the payer, the insurance policy setup is complete.