If I take insurance, what's the most efficient way to bill a patient/client?

This depends on what you want your patient/client to see before the claim has been paid: A) the total due; B) the co-pay due; or C) no payment due. 

Option A: Send the patient/client an invoice for the bill in full, then update it once the insurance payment has been received.

  1. In Charts>Billing>Settings, make sure "Portal: show the balance due from invoices" IS checked, as shown here:


     If you'd like to enable this for ALL charts in your practice, you can do this in Financial>Settings.

  2. Bill for the session, but do NOT enter the estimated insurance payment.
  3. Create an invoice for the billing and send it to the portal.
  4. Once the insurance payment has posted, apply the payment to the invoice.
  5. Re-send the invoice.

Option B: Send the patient/client an invoice for the co-pay, then update it once the insurance payment has been received.

  1. In Charts>Billing>Settings, make sure "Portal: show the balance due from invoices" IS checked (as shown above). If you'd like to enable this for ALL charts in your practice, you can do this in Financial>Settings, as shown here:

  2. When billing for a session, enter the estimated insurance payment.
  3. Create an invoice for the billing and estimated payment, and send it to the portal.
  4. Once the insurance payment has posted:
    1. Delete the estimated insurance payment in Charts>Billing>All Transactions - this will remove it from the invoice as well.
    2. Apply the payment it to the invoice.
    3. If there is still a balance due, you can re-send the invoice.

Option C: Send the patient/client an invoice only after insurance payment has been received.

  1. In Charts>Billing>Settings, make sure "Portal: show the balance due from invoices" IS checked. If you'd like to enable this for ALL charts in your practice, you can do this in Financial>Settings.
  2. Submit the claim to Apex.
  3. Once payment is received from Apex, create an invoice with both the service and the payment and send it to the portal.

Note: In any scenario, you can put as many claims and payments on one invoice as you like. On the portal side, patients/clients can pay all outstanding invoices at once. You may also set up invoices so that an auto-reminder is sent or that the balance due is automatically charged to the patient/client's credit card on the due date.

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