Overview
With the Reimbursify + IntakeQ integration, you can automatically send appointment information from your IntakeQ instance to Reimbursify each night, so that out-of-network reimbursement claims can be filed for your clients for appointments that are paid for, and occurred that day. Note, Reimbursify will only file claims for your clients/patients who have opted into this arrangement, and reimbursement claims will not be filed for appointments that are marked as "missed" in your IntakeQ instance. Instructions for obtaining permission from your clients/patients via a “custom field” in your intake form, as well as instructions for marking appointments as "missed" in your IntakeQ booking calendar are contained in this document.
How it works
At the end of each day, with your permission the Reimbursify system automatically accesses your IntakeQ instance via the IntakeQ API, and analyzes the appointments that occurred that day. Our system looks for appointments with clients who have agreed to have reimbursement claims filed. If appointments with these clients are marked as "Paid" and contain diagnosis code(s) and treatment code(s) and fee(s), they will be ingested into Reimbursify as out-of-network claims.
If your clients have provided their insurance information (their Member ID as well as images of the front and back of their insurance card) either in the Reimbursify mobile app or via one of your IntakeQ forms, their claims will be filed directly to their insurance company without any further action on their part. Their claims will be visible to them in the Reimbursify mobile app. (Instructions for obtaining insurance information via one of your IntakeQ forms is included in this document.)
If your clients have opted into the arrangement, but have not provided all of their insurance information, their claims will be saved as “draft claims” inside Reimbursify. Your client/patient will receive an email from Reimbursify notifying them about their draft claim(s), with instructions on how to add their insurance information via the Reimbursify mobile app. Once we have their insurance information in our system, subsequent claims will be automatically sent to their insurance company.
Incomplete Claims
If there are any issues with claims that came from your IntakeQ system when we ingested them, such as missing or invalid diagnosis code(s), missing or invalid CPT code(s), missing or invalid unit(s) or fee(s), these claims will be held as Incomplete Claims inside your Reimbursify Practice Portal, where you will have to edit the issues and submit them for processing via the Practice Portal. Click here for instructions for fixing claim errors in your Practice Portal.
NOTE: Your client/patient will not receive a notification for these types of draft claims, but they will be notified via email once they have been corrected and submitted.
ALSO NOTE: Making corrections to past appointments inside IntakeQ will not automatically submit the corrected claim information to Reimbursify. For past appointments, the corrections and resubmissions will have to be made inside the Reimburisfy Practice Portal.
How to configure your IntakeQ system
Below are the steps for setting up your IntakeQ system to send claims to Reimbursify at the end of each day.
Step 1: Pay for your Reimbursify + IntakeQ integration
Click this link to visit the Reimbursify EHR Integration payment page
Submit your payment information (the cost is $250/year per practitioner)
Step 2: Enable API Access, generate an API Key for your IntakeQ instance and send it to Reimbursify
In IntakeQ, navigate to More > Settings > Integrations
Click the “Settings” button next to the Developer API Integration option (the first item in the list)
Check the box that says “Enable API Access”
Click the button that says, “Display API Key”
Copy your IntakeQ API Key to your computer’s clipboard
Send your API Key to Reimbursify via this secure form
Step 3: Create a “Custom Field” in your IntakeQ instance
In IntakeQ, navigate to Lists > Clients
Click the “Profile Settings” button in the upper right corner
Click the “Add New Field” button
The “Field Name” must say exactly, “Reimbursify Opt-In”
The “Field Type” must be “Dropdown List”
The “Width” can be any size
Click the “List Options button” and add the following two options (each must be on a separate line):
"Yes - I have out-of-network benefits. Please submit reimbursement claims on my behalf."
"No - I do not have out-of-network benefits and/or do not wish my claim to be submitted for me."
Click “Save Settings”
Step 4: Add the “Reimbursify Opt-In” questionnaire field to your intake form
In IntakeQ, navigate to My Forms
Select your intake form from the Questionnaires section
Navigate to the question in your intake form where you collect insurance information
Click the “+ Add Radio Buttons” option at the bottom of the screen
In the new questionnaire field that appears, enter the following question in the “Item label” area:
“Do you have a PPO-type health insurance plan or one that provides out-of-network coverage? If so, we can submit a reimbursement claim for your services at our practice at no cost to you through our partner, Reimbursify. You will receive claim finalization & tracking information directly from Reimbursify by email.”
In the text area enter the following two options (where it says, “Enter 1 option per line”):
"Yes - I have out-of-network benefits. Please submit reimbursement claims on my behalf."
"No - I do not have out-of-network benefits and/or do not wish my claim to be submitted for me."
Step 5: Map your new questionnaire field to your “Reimbursify Opt-In” custom field
Click the “gear” icon in the upper right corner of this new questionnaire field to configure its settings.
Choose “Radio Buttons” from the Type dropdown menu.
Choose “Reimbursify Opt-In” from the Profile Mapping dropdown menu.
Click “OK”
You can now preview the appearance of your intake form by clicking the “...” option at the top of your IntakeQ screen and selecting “Get URL” from the dropdown menu. Below is how the Reimursify Opt-In question should appear on your intake form.
Step 6 (Optional, but Recommended): Add front and back "Insurance Card Images" questions to your intake form
In IntakeQ, navigate to My Forms
Select your intake form from the Questionnaires section
In the left column, click on the question that you want to appear above the new insurance card questions
Click the “+ Add New Question Button” option at the top of the screen to insert a new question into your form
Specify "File Attachment" as the Question Type
Enter "Upload Your Insurance Card Image (Front)" as the Question label
In the ID field, you must enter "insurance_front" (without the quotes)
Leave all of the other fields in their default state.
IMPORTANT NOTE: It's possible that the ID fields may not be visible to you in your IntakeQ instance. If this is the case, please contact IntakeQ's Customer Support team at [email protected] and instruct them to add this ID field to this question in this form, with the field ID spelled exactly as "insurance_front" (without the quotes)
Now we need to add another question for collecting an image of the back of the insurance card
While on the same form, Click the “+ Add New Question Button” option at the top of the screen
Specify "File Attachment" as the Question Type
Enter "Upload Your Insurance Card Image (Back)" as the Question label
In the ID field, you must enter "insurance_back" (without the quotes)
Leave all of the other fields in their default state.
IMPORTANT NOTE: As above, it's possible that the ID fields may not be visible to you in your IntakeQ instance. If this is the case, please contact IntakeQ's Customer Support team at [email protected] and instruct them to add this ID field to this question in this form, with the field ID spelled exactly as "insurance_back" (without the quotes)
Step 7: Test Your Integration
Once you have paid for the EHR Integration, provided us with your IntakeQ API key and added the "Reimbursify Opt-In" to your questionnaire, we will run a test import of one or more of your previous appointments, to ensure that all of the appointment data is flowing properly from your IntakeQ instance into Reimbursify.
In order to do this, the "Reimbursify Opt-In" question must be answered "Yes" for at least one of your clients, and they must have at least one completed and paid-for appointment in the past, with valid diagnosis and treatment codes.
If you have verbal approval from a client to submit their reimbursement claims, you can manually opt them into the Reimbursify integration by editing their profile in IntakeQ. To do this, select a client from your IntakeQ list and navigate to the “Overview” section of their profile. Find the “Reimbursify Opt-In” question and select “Yes…” from the dropdown menu as illustrated below. Then click save.
Once this has been completed, please send an email to [email protected] with the first name and last initial(s) of the client(s) that can be tested, along with at least one date of service in the past where an appointment is marked as "Paid" and contains diagnosis code(s) and treatment code(s) and fee(s). If this test client has also uploaded insurance card images, please let us know. We will verify the data, and with your go-ahead we will enable your integration and all subsequent claims for clients who have opted-in will be filed for completed appointments.
If you’d like, we can also run a bulk-import of previous appointments (up to 6 months in the past). Just let us know how far back you’d like us to go.
Handling Missed Appointments
Life happens, and sometimes your client will miss an appointment. In these cases, reimbursement claims should not be filed, even if the appointment is paid for. To prevent reimbursement claims from being submitted for missed appointments you must mark the appointment as "missed" in your IntakeQ instance. From your Booking calendar, click on the appointment. On the panel that appears, click on "More ^" and then click where it says "Mark as Missed." A reimbursement claim will not be filed for this appointment.
