How to change the client's insurance

This guide provides a step-by-step process for changing a client's insurance in our software. It ensures a smooth transition by guiding users through selecting a new insurance plan, completing necessary information, setting the effective date, handling existing visits and approvals, and reviewing insurance history. Following these steps will ensure that the client's new insurance is correctly configured, and all future visits will be billed under the updated insurance.

1. Changing a client’s insurance in our software is a straightforward process. Follow the steps below to ensure a smooth transition. Just go to "Clients"

2. Navigate to the Client’s Profile: Go to the client’s profile where you wish to change the insurance information.

Step 1: Select the New Insurance

3. Click "Insurance"

4. Click "Change Insurance"

5. This operation cannot be reverted, so you need to confirm before continuing.

6. Choose the New Insurance: From the list of all insurances configured in your agency, select the new insurance plan.

7. Click "Next"

Step 2: Complete the Insurance Information

8. Fill in the necessary insurance information:

Insurance Number
Accept Assignment (Yes/No)
Client's Relationship to Insured (e.g., self, spouse, child)

9. Click "Next"

Step 3: Set the Effective Date

10. Choose the effective date for the new insurance.

You can select a date based on previously billed visits. The earliest date you can choose is the last date a visit was billed under the previous insurance. The system will suggest this date by default, but you can choose a later date if needed.

11. Click "Save"

If there are visits in the "Pending Visits" section ready for billing, the system will automatically update the insurance information for those visits. Only visits that have already been billed are locked to the insurance they were billed under.

Step 4: Handle Existing Visits and Approvals

12. If there are any visits already created after the selected effective date that have not been billed yet, you will need to update the approvals for these visits.

Visits cannot be left without an associated procedure code

13. Create New Approvals: Add the new approvals for all procedure codes with scheduled visits.

Include the PA (Prior Authorization) number or create it as provisional.
Enter the units

14. Set the Authorization Dates:

The start date of the new authorization must be at least the last day a session from the previous insurance/authorization was billed. The system will suggest this date by default.

15. - The end date should be at least the last day of visits scheduled in the system.

16. Click "Save"

17. Once you have completed these steps, the client's new insurance will be correctly configured, and all future visits will be billed under the updated insurance. If you have any pending visits that need to be billed, make sure to check that their insurance information has been updated accordingly.

Review the Insurance History

18. View Insurance Records:

After updating the insurance, you will see a record of all the client's insurances listed in their profile.
Previous insurances will be marked with their respective effective end dates.
The current insurance will be listed with its effective start date.