How to Request Insurance Information From a Client

The admin and staff can enter insurance information under the client's chart or they can request insurance information from the client so the client does it for them via the client portal.

To learn how you and your staff can manually enter the insurance information under the client's chart, please refer to this article.

You can request insurance information when you first add a new client to the platform or you can request insurance information later on (from existing clients via the chart). 

Important: Before requesting insurance information from your clients or adding insurance information under the client's chart yourself, you must add all payers (health insurance) under Settings < Billing < Insurers < Add Insurer. To learn how to add health insurance that you contract with, refer to this article.

There are two options in terms of requesting insurance information from clients:

Option # 1: Manual: the client will manually fill out the insurance form

Option # 2: Data extraction option: the client can upload the insurance card and our system will automatically extract data from the insurance card into the form.  Data extraction has an additional charge for each data extraction. 

This article will review both options (manual and data extraction) and will provide steps on how to request insurance information when adding a new client and from existing clients.

From New Clients

Option # 1 Manual (When adding a new client)

Step 1: Click on Clients.

Step 2: Click on Add Client Account.

Step 3: Fill out the form with your client's information

Step 4: Click on Require Insurance Information. (Blue indicates it is selected. White indicates it is not selected)

Step 5: Click on Save changes. At this point, your client will receive an email from TheraPlatform and will be asked to log in to the client portal to fill out insurance information manually. Our system will save data under the client's chart.

Option # 2 Data extraction from the insurance card (When adding a new client)

Step 1: Click on Clients

Step 2: Click on Add Client Account

Step 3: Fill out the form with your client's information

Step 4: This time do not mark in blue Require Insurance information (leave it white)

Step 5: Click on Save changes

Step 6: Then go to the Clients link to find this new client you just added and click on the blue view box next to the name of the client to open the chart. Or you can look up this new client by clicking on Clients and start typing the name of the client in the Client Search bar (on the left top).

Step 7: This will open the chart of this client. Click on Client Details > Details > green Edit button.

Step 8: At the pop-up box, mark in blue "Require insurance card " and Save changes.

Step 9: If you wish you can also mark in blue "Require driver's license and our system will extract data from the driver's license. To learn more about this function, refer to this article on how to request a driver's license. 

After you click on Save changes, the client will get an email from TheraPlatform and the client will be required to upload the insurance card. Once the client uploads the insurance card, the insurance form will be automatically filled out with our data extraction feature. The client still needs to verify information, enter any other additional information under the fields that are blank on the insurance form, and save changes.

Once the client submits this, the client's insurance information will be saved under the client's chart under Client details and the insurance card will be automatically saved under the chart, under the Attachments tab.

From existing clients

If you already added the client under Clients but you did not request insurance information when adding this client to the caseload, you can still request insurance information from existing clients from the chart.

Option # 1 Manual (from existing clients)

If you haven't requested insurance information when adding a new client, you can do it later on directly from the client's chart.

Step 1: Click on Clients. 

Step 2: Click on the eye icon next to the name of your client  to open the chart or start typing the name of the client in the upper search bar "Clients", select the name of the client and this will open the chart.

Step 3: The chart will open, click on Client Details > Details > Edit

Step 4: In the pop-up box, mark in blue Require insurance information.

Step 5: Click on Save Changes. At this point, your client will receive an email from TheraPlatform and will be asked to log in to the client portal to fill out insurance information manually.

Option # 2 Data extraction from the insurance card (from existing clients)

Step 1: Click on Clients.

Step 2: Click on the eye icon next to the name of your client or start typing the name of the client in the upper left search bar "Clients", select the name of the client and this will open the chart.

Step 3: The chart will open, click on Client Details < Details < Edit.

Step 4:  In the pop-up box mark in blue Require Insurance Card and Save changes.

Step 5: Click on Save changes.

Step 6: If you wish you can also mark in blue "Require driver's licenses " and our system will extract data from the driver's license. To learn more about this function, refer to this article on how to request a driver's license.

After you click on Save changes, the client will get an email from TheraPlatform and the client will be required to upload the insurance card. Once the client uploads the insurance card,  the insurance form will be automatically filled out with our data extraction feature. The client still needs to verify the information, enter any other additional information under the fields that are blank on the insurance form, and save changes.

Once the client submits this, the client's health information will be saved under the client's chart under Client details and the insurance card will be automatically saved under the chart, under the Attachments tab.

 

 Note: Please, note that the data extraction option (when you require the driver's license and the insurance card) is not free and there is an additional charge for this service.

Related Articles: 

How you can enter demographic information yourself

How to request demographics from clients

How to add health insurance (payers) you contract with on TheraPlatform