Add a client’s insurance information

Where a client’s insurance shows, how to add or change it, and where a second payer and coverage dates go.

3 parts · 2 minClientsFor the office

The lesson plays on a sample agency, so nothing you do in it changes anything. Open any item in the lesson's panel to read about it, and press See how to watch it done.

What this lesson covers

Everything the lesson says, part by part.

  1. 1

    Your Patients page

    Insurance belongs to each client, so it starts with opening one.

    In the sidebar under Patients.

    On this page

    Open the clientClick their row

    Their insurance is on the Overview tab of their record.

    See how jumps ahead to part 2: Their insurance, on Overview.

    Adding a new client?Put it in as you add them

    Choose Full setup when you add a client, and the insurance fields are part of the form.

    See how plays the lesson Add a client.

    Read the guide
  2. 2

    Their insurance, on Overview

    The plan type, the insurer and their member IDs, with coverage dates and an eligibility check underneath. This section appears once their insurance is entered.

    Patients, the client, then Overview.

    On this page

    Add or change itWith Modify Patient

    Modify Patient at the top of the record opens the whole client, insurance included. You see your changes before they are saved.

    See how jumps ahead to part 3: Modify Patient.

    Read the guide
    Coverage datesWhen their insurance starts and ends

    Edit sets when their main and second insurance start and end.

    See how shows:

    1. Coverage dates A start and an end for each insurance.
    Check their eligibilityAsk the payer whether they are covered

    Get the request file and send it through your clearinghouse, then upload the response here.

    See how shows:

    1. Eligibility check Get the request file, then upload the payer’s response.
    Read the guide
    AuthorizationsThe visits their payer approved

    Once their insurance is in, add each authorization the payer sends you on the Authorizations tab.

    See how plays the lesson Authorizations.

    Read the guide
  3. 3

    Modify Patient

    Near the end are How this client is billed and, below it, Insurance Information. Tick Insurance Information to open its fields. Preview Changes shows what you changed before it is saved.

    The client’s record, then Modify Patient at the top.

    On this page

    How this client is billedInsurance or private pay

    It decides which billing checks apply. A client on private pay is not asked for insurance details.

    See how shows:

    1. How this client is billed Insurance, or private pay.
    Insurance detailsMedicaid, Medicare and member IDs

    Tick Insurance Information and its fields open: their Medicaid and Medicare IDs, the insurer, member and group numbers, the payer ID for electronic claims, and the subscriber if it is not the client.

    See how shows:

    1. Insurance Information Every ID their claims need.
    A second insuranceWhen another payer covers part

    Inside Insurance Information, switch on Patient has secondary insurance and fields open for the second payer.

    See how shows:

    1. Secondary insurance The same fields, for the second payer.
    Read the guide
    Check before it savesPreview Changes

    Preview Changes lists what you changed before anything is saved.

    See how shows:

    1. Preview Changes Its number counts what you changed.

At the end

Now you know where a client’s insurance goes

Watch next

ClientsAuthorizationsRecord the visits a payer approved, the units they cover, and when to warn you before they run out.4 parts · 2 min
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