To invoice, collect payments from your clients, submit claims, and add insurance authorizations, an administrator or a biller must first set up services with charges for billing.
Note: If you take insurance in your private practice and submit claims, please add your full-service fee even if the fee exceeds your contracted rate with health insurance, as health insurance will still pay you your contracted rate and provide write-offs.
Important: Don't enter co-pays under Settings >Billing > Services. Co-pay needs to be entered under the client's chart.
Add clinical services and fees
Step 1: Click on Settings< Billing.
Step 2: Click on Services< Add Service.
Step 3: At the pop-up box, enter the title (description) under Description field (e.g., Therapy).
Step 4: Under the Rate field, enter the rate for this service (e.g., $100).
Step 5: If the service you’re adding is your default service (will show as the first service when scheduling), mark in purple Set as Default. If not, leave it un-checked.
Step 6: If the service you’re adding is NOT timed based, leave “Time Based CPT Code”, un-checked (should be white) and under Code, enter CPT code and leave units as 1.
Step 7: If the service you’re adding is timed based, toggle on (mark in purple) Time Based CPT Code, enter the CPT code under Code filed and eave the unit as 1. (It’s important to leave 1 under units, as you enter time in and out on the calendar and our system will automatically calculate and insert on claims number of unites.). To learn how this works, refer to this article.
Step 8: If the insurance requires modifiers, you have TWO options how to mange it:
1. You can either enter them under Modifiers field. If one health insurance requires the modifier but another does not, please enter the same service twice with a slightly different title. For example, Therapy, Therapy (Cigna Telehealth Modifier), etc.
Or 2. Optionally, don't enter modifier under services and edit the scheduled meeting on the Calendar to add modifier: On the calendar, click on the scheduled meeting< at the pop-up box, click on the edit button and enter modifier.
Step 9: Click on More Settings, to expand more options and you will be able to assign different filters to the service you’re adding: These are optional but helpful if you have lots of services and wish to search them quicker with filters either under all the services you added or when scheduling on the calendar.
-
Under Provider type, select the provider type, you wish to assign this service to (e.g., psychologist, etc.) Note: If you don’t see the provider type, you need, contact us and will add it in our database.
-
Under Location, assign location of this service (e.g., office.)
-
Under Therapy type, assign therapy type to this service (e.g., group, individual, etc.)
-
To color code this service, click on the green color and select your preferred color.
-
To mark this service as your favorite, toggle on Favorite option.
Step 10: Click on Save Changes. Just so you know, if your service is timed-based, please mark the service as time-based. Enter the fee per 1 unit.
Timed Services
Note: To learn more about timed services and how they work on TheraPlatform, review this article.
Non-clinical servies (fees)
If you need to add fees/charges for non-services (e.g. no-show, product, etc.), follow the above steps but mark in purple "is non-services" (for non-services this should be marked in blue).
Co-pays
Don't enter co-pays under Services. Co-pays must be entered under the client's chart. Make sure you have the insurance added under Settings< Billing< Insurers and that you assigned insurance under the client chart. Refer to this article on how to add co-pay.
Related Articles:
How to set up private practice
Comments
0 comments
Article is closed for comments.