Populate Insurance Policies with TherapyFuel – TherapyNotes

Entering insurance information in TherapyNotes is now quicker and easier with the help of TherapyFuel. When TherapyFuel is enabled, you can capture a photo, upload, or drag and drop an image of a patient’s insurance card—and it will automatically extract and fill in the key policy details in the patient’s billing settings.

This AI-powered feature helps reduce manual data entry, minimize errors, and save valuable time, so you can spend less time on paperwork and more time focusing on patient care.

See TherapyFuel Overview for details on how to get started.

Role Required: Practice Biller or Biller for Assigned Patients Only

Adding an Insurance Policy

Navigate to the Patients page.
Select the Patient name.
Click on the patient Billing Settings tab.
Click on the +Add Insurance Policy button.
Add the patient’s insurance card by dragging and dropping a file, clicking the Choose from Folder link to upload a saved file, or clicking Take Photo to capture the card. PDF file types with insurance card images are also supported.

Note: The system will display a warning message if the image is not readable or does not appear to be a valid insurance card. You may remove the image and upload a new one to try again.

Once the Insurance Card image is loaded, you can optionally add a Back of Card image. Only the front of the Insurance Card image is read.
Click Save and Read Card to close the dialog and begin automation.

Note: TherapyFuel is not available if the insurance policy is linked to a date of service with a submitted or closed insurance status.

Automatic Field Population

Once the insurance card is saved, TherapyFuel will automatically read and populate as many of the following fields as possible from the insurance card:

Payer
Copay
Member ID
Policy Group
Plan Name

Any fields populated by TherapyFuel are temporarily designated with a purple background and an icon, making it easy to identify for review. TherapyFuel will only populate fields that do not already contain a value to ensure no data is inadvertently overwritten.

Once you have reviewed for accuracy and made any necessary adjustments, simply click Save Changes.

Note: The purple background and icons do not persist if you manually edit a field and/or once you save the policy.

Viewing an Insurance Policy

Once you have added an insurance card to a policy, it contains an image of the saved insurance card for reference. You can click the Insurance Card link to view. If you have uploaded both front and back images of the insurance card, you can simply click the Flip Card button to toggle between them.

Editing an Insurance Policy

If needed, you can add or replace a card in an existing insurance policy via the following steps:

Navigate to the Patients page.
Select the Patient name.
Click on the patient Billing Settings tab.
Click on the Edit button.
Click x Remove to remove the existing insurance card.
Follow the steps above under Adding an Insurance Policy to upload and read a new card.