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Practitioners can file courtesy claims for patients in the Reimbursify Practice Portal. Please reference the Reimbursify Practitioner Terms of Service before doing so.
Click here for a downloadable consent form that you can use in your practice.
Below are step-by-step instructions for filing courtesy claims via the Reimbursify Practice Portal.
Getting Started
Navigate to Claims and click the "File A Claim" option.
Choose an Existing Patient
To see if your patient is already in our system, click into the "Patient's First Name" field to display a list of your existing patients. If the list is long, you can start typing their first or last name to narrow down your choices. Select a patient from the list to auto-fill their details. You will then only need to complete the "Visit Information" section of the form.
File a New Claim or Clone Their Most Recent Claim
If you choose an existing patient from your list, you will be prompted to either "Clone their most recent claim" or "File a new claim." If you choose to clone their most recent claim, all of the visit information except the date(s) of service will be auto-filled based on their most recent claim. You can edit all of their visit information on this new claim, if you wish.
If the patient for whom you are filing the claim does not appear in the list, enter their details as described below.
Enter a New Patient's Information
This is the person who received the treatment. Even if your patient is a minor (under the age of 18), their personal information should be entered in these fields.
Enter the Reimbursify App User's Email Address
The Reimbursify App User is the person responsible for viewing and managing reimbursement claims, via the Reimbursify mobile app. They must be at least 18 years old. If your patient is a minor, their parent or legal guardian's information should be provided in this section.
In the field provided, enter the email address to verify if a Reimbursify account already exists.
If an account does not exist, the email address that you provide in this section will be used to create a Reimbursify account for this person, and an email will be sent to them with usage instructions once you submit the claim.
If an account does exist, all of the insurance information associated with the account will be pre-filled.
Enter the Primary Policy Holder's Information
If the Primary Policy Holder's information is not pre-filled on the claim form, as described above, you can enter it here. All of the fields in this section are required, except the Policy Group Number.
If your patient is also the Primary on the insurance plan, select the "Patient" option where it says, "The Primary Policy Holder is " to auto-fill their name, date of birth and legal sex.
You can also submit the form without providing any information about the patient's insurance coverage by selecting "I don't know" when asked who the Primary Policy Holder is.
In this case the claim will be saved as a Draft and will not be filed to the insurance company until those details are provided by either you or your patient at a later time (more on that, below).
Enter the Visit Information
Practitioner - Select the practitioner and visit location from list. If a practitioner in your group is not listed, you will have to add them to your group via the My Practice > Practitioners page.
Tax ID Number - If this field is blank, enter the Tax ID associated with the location where the visit occurred. If it is incorrect, you will need to correct it via the My Practice > Addresses page.
Date(s) of Service - Using the calendar, select the date or dates when the treatment was rendered. If you select multiple dates, individual claims will be filed for each date that you specify, with all of the same location, diagnosis, treatment and fee information. If you saw your patient on multiple dates where this information is not all the same, you will have to complete this form separately, for each variation.
Place of Service - Select from the options provided. Note: if you select the "Telehealth" option, a "95" modifier will automatically be added to each CPT code.
Diagnosis Code(s) - Your claim must include at least one valid diagnosis code (also known as an ICD-10 code). Click the "+ Add Another Diagnosis Code" button to add multiple codes.
CPT Code(s) - Your claim must include at least one valid CPT code (also known as a treatment code). Click the "+ Add Another CPT Code" button to add multiple codes.
CLIA Number (only necessary for lab claims) - If your treatment included a lab test, enter the CLIA number in the space provided.
Submit the Claim or Save the Draft and Notify the App User
Once all of the fields have been completed, verify that the value displayed for the "Total for All Appointments" is equal to what you were paid, then click the "Submit Claim" button. If there are any errors on the form, a message will be displayed, directing you to the form fields that need to be corrected.
If the Primary Policy Holder's insurance information was not provided above, the claim will be saved as a draft and will be submitted to the insurance company once your patient’s insurance information has been added to their Reimbursify User account. Your Patient will be notified via email that their insurance information is required, with instructions for how to add it via the Reimbursify mobile app.
Email Notifications Sent to the Reimbursify App User
If your patient's insurance information is already in the Reimbursify system, their claim will be filed and an email notification will be sent to the Reimbursify App User associated with their claim. Here is an example of what the email that they will receive:
If your patient's insurance information is not in the Reimbursify system, their claim will be saved as a Draft and an email notification will be sent to the Reimbursify App User associated with their claim. Here is an example of what the email that they will receive:
Viewing Submitted Claims
Submitted claims will immediately appear at the top of the list on the Claims page in the Practice Portal.
Draft claims will appear in a subsection of the Claims page, accessible via the "View Draft Claims" link at the top of the page, as illustrated below.
Editing Draft Claims
Click the "Edit" option next to any Draft claim to add your patient's insurance information and file the claim to their insurance company.
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