BILLING - FIRST DAY OF THE MONTH

If these reports can’t be completed within the first 3 days of the month, inform Practice Manager

UPDATE INVOICE SETTINGS - MUST BE DONE ON THE FIRST DAY OF THE MONTH

1. Log in as Cory

2. Settings —> Billing —> Client billing and insurance —> Switch automatic invoice generation to “Monthly” or “Manual”

3. This stops invoices from being generated each night

ACTIVE STATUS REPORT

1. In SimplePractice, go to “Analytics” --> “Reports” --> “Client details”

   1. Change date range - set the initial date to “06/11/2019” - set the end date to today’s date

   2. Change “All client statuses” to only include “Active”

2. Export as CSV file

3. Upload to Airtable - “B - Active Clients (use 06/11/2019) for report”

   1. Add as a new table and rename to current month “Feb2025”

   2. Follow the template to customize the fields

   3. Sort by “Last appointment” as “Earliest —> Latest”

4. Switch clients to “Inactive” in SimplePractice

   1. If they haven’t met with their therapist in 90 days, change to “Inactive” and disable their portal access

   2. If they have an upcoming appointment, leave them as “Active” and don’t change their portal access

5. Check the “Deactivated” box in Airtable

CONFIRM PUBLIC INSURANCE CLIENTS

Because the insurance companies don’t flag which clients receive public insurance, we need to examine the per-session payment amounts (insurance + client responsibility). Public insurance doesn’t have a client responsibility and the total per-session payment is usually $130 or higher.

In SimplePractice, go to “Analytics” --> “Reports” --> “Appointment status”

1. Change the date range - set initial date to the first day of the month, 4 months prior - set the end date to the last day of the previous month (e.g., today is April 11 - set the initial date to Dec 1 and set the end date to Mar 31)

2. Make sure “All” is set to “All” and change “… More” to include “Include Insurance”

3. Export as CSV file

4. Upload to Airtable - “B - Confirming Public Insurance”

   1. Load the CSV file

   2. Create a checkbox field called “Commerical” to the right of “Client” and a long-text field called “Notes” at the far right

   3. Hide these fields: “Clinician” / “Billing Code” / “Total fee” / “Client Payment Status” / “Uninvoiced” / “Paid” / “Unpaid” / “Insurance Payment Status” / “Charge 2” / “Unpaid 2”

   4. Rename “Charge” field to “Client Resp” and rename “Paid 2” field to “Ins Paid”

   5. Organize the data

      1. Group, by “Client”

      2. Filter, where “Commercial” “is” “unchecked” (this will hide commercial clients as we flag them)

      3. Sort, where “Client Resp” field is sorted “9 -> 1” (this puts clients who pay at the top of the chart)

   6. Click the checkbox in “Commercial” where:

      1. “Client Resp” shows client regularly pays out-of-pocket

      2. “Ins Paid” is > $130

      3. “Client Resp” + “Ins Paid” is > $130

      4. Where “Rate per unit” is less than 190 (this is either sliding scale or a no-show/cancel fee)

      5. NOTE - if any of these client names are in ALL CAPS, please change their name to “Sentence Case”

   7. The remaining clients should be the public insurance clients:

      1. Ensure their names are written in ALL CAPS

      2. Audit to ensure these are all Active Clients

   8. Any questions, contact Nathan for guidance and input

OUTSTANDING BALANCES (Client + Insurer)

1. In SimplePractice, go to “Analytics” --> “Reports” --> “Outstanding balances”

   1. Change the date range - set initial date to any date more than 30 days earlier - set the end date to the last day of the previous month (e.g., today is April 11 - set the initial date to Jan 1 and set the end date to Mar 31)

   2. Change “… More” to include “Show Details” and to include “Include Insurance”

2. Export as CSV file

3. Upload to Airtable - “B - Balances (Client + Insurer)”

1. Duplicate the “template” but don’t copy the records

2. Load the CSV file

3. Update the fields

4. Sort by “Client Balance”

5. Schedule a meeting with Nathan to review the report and decide on next steps (www.nathankavlie.com/calendar)

SECONDARY INSURANCE

In SimplePractice, go to “Analytics” --> “Reports” --> “Appointment Status”

1. Change the date range - set initial date to the first day of last month and the end date to the last day of the previous month (e.g., today is April 11 - set the initial date to Mar 1 and set the end date to Mar 31)

2. Change “… More” to include “Include Insurance”

3. Export as CSV file

4. Upload to Airtable - “B - Secondary Insurance”

   1. Hide all fields except “Date of Service”, “Client”, and “Secondary Insurance”

   2. Add a checkbox field called “Secondary submitted”

5. Check SimplePractice for all clients with secondary insurance

   1. Go to the client’s main page

   2. Click the “Billing” tab

   3. Click on each claim - in the upper right, there’s a button “Create Secondary Claim” - create and submit those claims

6. Update Airtable after the claims are submitted - check the “Secondary submitted” checkbox

MISSING INSURANCE CLAIMS to find if an insurance company is ignoring the claims (not paying but not denying)

ENTER PAYMENT FROM CHECKS (including MHCP) INTO SIMPLEPRACTICE

1. Log each check and allocate to each client

2. For MHCP, please make best guesses to allocate to all clients

LOG PAYMENTS FROM UMR INTO SIMPLEPRACTICE