These instructions will help you add an insurance provider to a client's billing settings. You can add one or more providers if necessary. For example, a client might have Aetna as their primary insurer and Cigna as their secondary.
In the client's chart there is a tab called Billing Settings.
Click the Billing Settings tab.
At the top of the Billing Settings tab, there is an area called Insurance Providers. To add the first provider for the client click the + Add button.
The fields highlighted in yellow are important to consider.
Provider name-Click on this drop down to select the correct insurance provider. The contents of this dropdown were created by the System Administrator for the Practice. If the insurance provider that you are looking for doesn't appear in the list, contact the Systems Administrator for the Practice to have it added.
Billing Method-Select the appropriate billing method from the drop down. If you're billing through Claim.MD for example, choose "Clearinghouse Claims-Direct".
Copay-If the client's copay amount is known, enter it in dollars (23.97) without the dollar sign. If the copay isn't know leave this field blank.
Client's Relationship to Insured-You must make a selection from the drop down. This is typically the person who is the main person on the insurance policy. If you choose "Self" most of the information will prepopulate (name, address, city, state, postal code, date of birth) for you from the client's information page if that was configured. If you pick any of the other options in the drop down you will need to enter the data.
Insured's ID number-Look at the client's insurance card and enter their policy number in this box.
Insured's policy group or feca number-If the client's insurance card has a group number on it, enter it in this box. Otherwise leave it blank.
All the other boxes are not required.
Click the blue Add button when done. Repeat the process if the client has a secondary insurer.
Here is an example of a completed settings page before it is saved:
Here is what it looks like after the Insurance Billing Settings are saved:
Important Tips
1. Making changes to a client's billing settings are NOT retroactive to appointments or invoices that may already exist. It is always best to configure their settings before schedule the client. If you have existing appointments you can delete them and add them back again to pickup the changes if needed.
2. After you configure their insurance billing settings, do an eligibility search. This is important to prevent billing problems later down the line. If you can verify that the information is correct at this stage, the claims submission process will go much smoother. If you are using Claim.MD, you can click the + Eligibility button on the page above. If you are using another clearinghouse you will need to do the search in their system.