Add a Payer

In order to make full use of TherapyNotes' robust billing features, each of the payers you bill to should be added to your account, regardless of billing frequency or whether you are in- or out-of-network.

TherapyNotes and our clearinghouse, Claim.MD, support claim submission to over 2,000 payers nationwide. With this partnership, we work to make billing for your services as simple and efficient as possible. Our collaborative relationship with Claim.MD allows you to easily submit electronic insurance claims to any payer, whether you are in- or out-of-network, and quickly receive payment for your services.

Role Required: Practice Biller

Click Payers > + New Payer
Enter the payer's information in the Payer Information box

(A) Payer Name: Begin typing the insurance provider's name to see a list of exact or similar payer matches. Click on the payer in the list to automatically populate the Payer ID as well as information regarding the Clearinghouse Services for the payer.

(B) Network: Select the Network checkbox to indicate that you are in-network with the payer.

(C) Address, Phone Number, Fax Number: Generally, when submitting claims electronically, this information is not necessary. However, address information is required when submitting paper claims.

(D) Clearinghouse Services: Once a Payer Name and Payer ID have been entered, the Clearinghouse Services section will show whether the payer supports electronic claims and electronic remittance advice (ERA). Most payers in TherapyNotes do not require enrollment to submit electronic claims, and several payers do not require enrollment to receive ERAs. For payers that do require enrollment, begin your enrollment by selecting the Begin Electronic Claims Enrollment and Begin ERA Enrollment checkboxes. To learn more about enrollments, reference Electronic Claims Enrollment and Electronic Remittance Advice (ERA) Enrollment.

Note: Enrollment is not the same as credentialing or becoming paneled with an insurance company. Electronic claims and ERA enrollment connects your TherapyNotes account with the clearinghouse and your payers, allowing you to submit claims and receive ERAs in the system.

Click the Save New Payer (or Save New Payer and Enroll) button

Once you have added a payer to TherapyNotes, assign any clients to this payer as appropriate by managing each client's billing settings.

Tip: To disable an existing payer, click the Disable Payer link at the bottom right of the payer’s edit screen. Only payers not associated with any policies can be deleted (this includes inactive policies). To enable or delete an existing payer, click Payers Show Disabled Payers (at the top right of the payers list) Payer name Edit button. Then, click Enable Payer or Delete Payer (at bottom right of edit screen) and confirm the change.

Enabling and Disabling Payers

Billers have the ability to disable payers that are no longer needed, rather than deleting them entirely. Insurance payments can still be entered from disabled payers for previously submitted claims. However, disabled payers cannot be assigned to new dates of service or any new patient insurance policies.

Disable a Payer

Go to Payers > Select the payer name.
Click anywhere in the panels to Edit.
Click Disable Payer in the bottom right.

Disabled payers can be enabled again or deleted at any time. In order to delete a payer, it first needs to be disabled.

Enable or Delete a Payer

Go to Payers > Toggle Show Disabled Payers in the top right.
Select the payer name you wish to enable or delete.
Click anywhere in the panels to Edit.
Click Enable Payer or Delete Payer in the bottom right.

Payers Supported by Clearinghouse

The clearinghouse provides a full list of supported payers who can receive electronic claims and send ERAs through TherapyNotes. To view this list, click Payers and click Payers Supported by Clearinghouse in the bottom right corner of the page.
The list of payers supported by our clearinghouse is searchable by Payer Name, ID, Model (such as Commercial, Medicare, etc.), State, and/or Claims Accepted. Payers that have not already been added for your practice can be added from this list by clicking Add to the right of the payer.