Handling insurance billing and payments

While MassageBook does not have an insurance billing feature, we do have options that will allow you to accurately record and track insurance payments.

When you take partial payment from the client at the time of the Service, you can discount the appointment down to the amount that is being paid that day. Then, use the Cash Register to sell a Product to record the insurance payment once it comes in. A note can also be added to the Client's record to indicate that partial payment was taken at the time of the Service and that more payment is remaining. Additionally, our detailed insurance receipts feature is perfect for displaying all of the information needed for processing insurance payment. Staff NPI and License numbers, appointment details, etc. are included, and your receipts are ready to be printed or emailed at your convenience. 

  1. Check out the appointment at a discount once you receive initial payment from the client. This allows for accurate appointment activity in the client's record. This will also trigger all follow up email communication (review requests, etc.). 
  2. Once insurance payment comes in, use the Cash Register to sell a Product titled "Insurance Billing - Client Name - Date of Service". We recommend creating a client record titled Insurance Payment so that you can accurately keep track of all insurance payments.
  3. Add a reminder to the client's record indicating that partial payment was taken at the time of Service, and a balance of X dollars remains. This alert will display any time the client has an appointment.
  4. Add a reminder to the client record for Insurance Payment so that you can easily keep track of all outstanding payments that are due. 

Note: This process can also be done in reverse, should you want to track which appointments have not been paid in full. In that case, you can sell the Product at the time of the appointment to record the initial payment, and check out the appointment once the remaining balance has been received from the insurance company.



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