When you receive an insurance payment for a claim, here’s how to manually record it in SimplePractice.
In the main menu on the left, click on Billing. Then, on the far right side of the screen, click on the semi-white button labeled Insurance. Next, on the top right side of the screen, click on the blue button labeled Add Payment.
Grab your insurance statement and record the payment date, name of the insurance (payor), and the total amount of the payment you’ve received. Optionally, you can enter in the payment method and the check/reference number. You’ll notice that the Unallocated Amount item will match the total amount you’ve just typed in; keep that in mind as we’ll come back to it soon.
Look carefully at your insurance statement to find the full range of dates that are paid for. Enter in the appropriate date range. Caution: If you start entering individual payments and come back to change the date range, all your work will be erased! It’s worth it to get the date range correct the first time around.
You should now have a list of clients who have outstanding insurance payments specific to the insurance you’ve selected above. Find each date/client line item that corresponds to your insurance statement and record the copay/deductible under Client owes and the amount the insurance paid.
Click the circled arrows to have SimplePractice automatically calculate the Write-off amount. Essentially, this is the total amount you billed, minus the copay/deductible and the insurance payment. Do not skip this step!
Remember the Unallocated Amount item from earlier? You should notice that number getting smaller and smaller. The goal is for it to reach zero, which means your insurance statement is balanced with the data you’ve entered in SimplePractice.
Once you have entered in all of your client payments, the Unallocated Amount should be zero. If it’s not, go back and recheck your entries. When you’ve got it at zero, click the blue Save button.
You’ll be given a confirmation screen after clicking Save.