Insurance: Managing Client Insurance Policies

Accurate insurance information helps ensure clean claims and smooth billing. This article walks through how to add, edit, and manage a client’s insurance policies in Sessions Health, including how coverage dates affect which policy appears when you create claims.

ℹ️ Before you create and submit claims, make sure your client’s insurance details are set up correctly. This helps prevent claim denials caused by missing or incorrect information.

In this article:

Adding a New Insurance Policy
Editing an Existing Policy
Making a Policy Inactive
Understanding How Policies Are Selected for Claims
Frequently Asked Questions
Related Resources

Adding a New Insurance Policy

You can add insurance information at any time from a client’s chart.

To add a new policy:

Go to Clients > [Client Name] > Billing > Settings.
Scroll to the Insurance section.

Select Add Policy.

Enter the policy details:
- Required fields:
  - Type
  - Client’s relationship to the policyholder
  - Payer
  - Insurance Type
  - Member ID
  - Effective Date
- Optional fields:
  - Plan ID
  - Group ID
  - Copay
  - Deductible
  - End Date
  - Employer/School
  - Attachments (insurance card images or PDFs)
Select Save.

GIF showing a practitioner opening a client’s Billing Settings, scrolling to the Insurance section, selecting Add Policy, and viewing the form where they can enter required and optional insurance details.

Editing an Existing Policy

Editing is helpful when the policy itself hasn’t changed, but the details need to be updated. For example: correcting a Member ID, adding an attachment, or adjusting coverage dates.

To edit a policy:

Go to Clients > [Client Name] > Billing > Settings.
Scroll to the Insurance section.
Select the three-dot menu, then choose Edit.
Make your updates.
Select Save.

Screenshot of an insurance policy showing a Primary, active plan with options to edit or make the policy inactive.

ℹ️ When a client changes insurance, it’s best to add the new policy instead of editing the old one.

Making a Policy Inactive

When a client no longer uses a policy, you can mark it inactive to keep their record accurate.

To deactivate a policy:

Go to Clients > [Client Name] > Billing > Settings.
Scroll to the Insurance section.
Select the three‑dot menu, then choose Make Inactive.
Enter an End Date (optional).
Select Continue to save.

ℹ️ Inactive policies remain visible in the client’s record and may still be used for claims depending on their coverage dates.

Understanding How Policies Are Selected for Claims

When you create a claim, Sessions looks at the date of service (DOS) and shows you the policies that were active during that time.

Here’s how it works:

Active policies always appear as options.
Inactive policies with both an Effective Date and an End Date appear only if the date of service falls within that coverage period.
Inactive policies without an End Date won’t appear when creating claims.

This helps ensure the correct policy is used for past and current services, even when a client has switched plans.

Frequently Asked Questions

Why would I still see an inactive policy when creating a claim?

You may see an inactive policy if the date of service falls within the coverage dates listed on that policy.

Why would an inactive policy not appear when I create a claim?

Inactive policies without an End Date won’t appear as options when creating claims.

What if I don’t know the client’s exact End Date?

You can leave the End Date blank when making the policy inactive. Just know that the policy won’t appear for claims unless an End Date is added later.

For more information on insurance billing, see these resources: