BILLING - DAILY (MTWThF+Sa)

If there’s a day when these can’t be completed, inform Practice Manager

SIMPLE PRACTICE

1. Submit claims

2. If a claim is missing client info or a diagnosis, email the client or the therapist (template)

ZENDESK

1. No-Show/Late-Cancel Notifications

   1. Commercial insurance clients

      1. Under “Billing” tab, on the right side of the session, click “Manage” and choose “Edit details”

      2. Under “Type” change to “Self-pay”

      3. Update “Fee” amount to 50% of regular session fee

   2. Public insurance clients

      1. Under “Billing” tab, on the right side of the session, click “Manage” and choose “Edit details”

      2. Under “Type” change to “Self-pay”

      3. Change “Fee” amount to $0

      4. Check session history

         1. 1st NoShow/LateCancel in 12 months, send email (template) and copy therapist

         2. 2nd NoShow/LateCancel in 12 months

            1. Send email (template) and copy therapist and nathankavlie@gmail.com

            2. Put Admin Note in account “StateIns no NoShow/LateCancel until [date of 1st] 17Jan25NRC”

         3. 3rd NoShow/LateCancel in 12 months, inform Practice Manager

2. Denials

   1. Commercial insurance clients

      1. Email client, copy therapist (template)

   2. Public insurance clients

      1. Email client, copy the therapist, and bcc nathankavlie@gmail.com (template)

      2. Turn off portal access

      3. Cancel future sessions (for LaShawn and MarQueda clients, put “Hold for [Client Initials]” in their recurring appointment spot)

      4. Email nathankavlie@gmail.com with summary (so he can create followup reminders)

3. Deductible

   1. Email client, copy therapist (template)

   2. Add admin note to account “Deductible notice sent 17Jan26NRC”

4. Client provides insurance details

   1. Upload to SimplePractice

ZENDESK - OTHER ITEMS

1. Assign to NJKO and email a summary to nathankavlie@gmail.com