Customize, Share, and Process the Client Insurance Form

By default, each practice's Library includes a Client Insurance Form which users can share with clients through TherapyPortal when document sharing is enabled. The Client Insurance Form allows a client to either opt-out of using insurance benefits or provide details about their insurance information and authorize claims and assignment of benefits.

To customize the text of the Client Insurance Form acknowledgement:

• Click Library > Portal Forms tab
• In the table, click Client Insurance Form
• Click the Edit icon in the form Preview box to edit.
• Edit the text in the Acknowledgement section.
• Click the Save Changes button.

To share the Client Insurance Form with a client:

• Click Patients > Patient name > Portal tab
• In the Portal Requests and Shared Documents section, click the Share Documents button.
• The Share Documents on Portal dialog appears. With the Library Documents tab selected, begin typing "Client Insurance Form" in the Select Library Documents to Share field.
• TherapyNotes will generate a list of possible matches as you type. Click on the form from this list to add it to the request.

• Add other documents to the request if desired and enter Instructions for your request.
• Click the Send Document Request button.

Once your request is sent, your client will receive an email notification informing them that there are documents ready for them to complete.

You can share the same form with a client as many times as needed. However, if you want to share the form with a client again before they have completed the initial request, you must first cancel the initial request before sending the form again. For more information on sharing documents with your clients, read Share Documents With Clients on TherapyPortal.

Processing a completed Client Insurance Form:

Once your client completes the Client Insurance Form, you will receive a To-Do List notification to process the client response. 

• Click To-Do > Process Portal Responses.
• In the table, click the Needs Processing link in the Status column to the right of the form name or click the form name.
• This opens a page that includes the information your client entered in the form within the “Submitted Policy” section of the form. By default, that same information will be shown in the “New Policy” section of the form.
• Edit or add additional information as needed within the “New Policy”. Click on the “Save x New Policy” button at the bottom.

• If there is a policy that should not be saved to the patient information, click the “X” remove icon that is to the right of the heading “New Policy: <policy name>” and click on the “Mark as Processed” button.  Or, if there are other policies on the submitted form that should be saved, click on the “Save x New Policy” button, where x represents the number of policies to be saved. Notice that there is a warning message shown stating, “You are adding only x of y policies submitted.”, where x represents the number of policies that will be saved. Y represents the number of policies that the patient submitted.

• When policies are removed in error, they can be restored by selecting the “+ Add Policy” button shown in the informational banner at the top of the Submitted Policy section.
• By saving any changes made to Patient Information in this process, the client's Info tab is updated automatically.