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Insurance in a solo or team practice is electronic end to end: you add the payers you bill, enrol your providers with them, check a client’s cover before the visit, and turn appointments you have not billed yet into real claims that are transmitted, tracked and reconciled. The job in order: add payers → enrol providers → record coverage → check eligibility → open unbilled appointments → create and submit claims → reconcile payments. The panel has tabs for Unbilled appointments, Claims, Payments and Analytics, over a stats bar counting Draft, In Progress, Paid and Denied.

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Set up payers and enrollment

1

Fill in your insurance profile

Go to Settings → Insurance. Insurance Profile holds your practice’s billing identity, and everything else reads from it.
2

Add the payers you bill

On Payers, open the payer search sheet — “Search by payer name, ID, or alias (e.g. Aetna, Blue Cross, 62308)…” — and add each one. Afterwards you can switch a payer active or remove it.
3

Enrol each provider with each payer

On Enrollment, create an enrollment, submit the draft, then sync its status. Upload any enrollment documents the payer asks for and complete the tasks it raises. Transaction types are handled separately and cover claim status, professional claims, eligibility and remittance.This is the step people skip and the one that blocks everything: a payer accepts nothing from a provider it has not enrolled, however correct the claim is.

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Record coverage and check eligibility

On the client’s record, add their cover — “Add the client’s insurance coverage to enable eligibility checks and claims.” Once it is saved you can run an eligibility check, and the result shows as an Eligible or Ineligible badge. Check before the appointment, not after: an Ineligible badge on the morning of the visit is a conversation about self-pay, and the same badge a fortnight later is unpaid work.
Create and submit claims transmits to the payer immediately — there is no review step between the button and the payer. Eligibility checks and claim submissions are also charged per use, and the rate depends on your plan, so a mistaken batch costs money as well as rework. Use Create claims while you are learning. See Plans.

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Create the claims

1

Open Unbilled appointments

The tab lists appointments with no claim against them. Select the ones you are billing.
2

Choose how to create them

The split button offers Create claims, which produces drafts for you to read first, and Create and submit claims, which creates and sends them in one action.
3

Work the Claims tab

After either action the view jumps to Claims. Submit any drafts from there and watch the status move through the stats bar.

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Reconcile what the payer sends

The Payments tab is where remittances land. Record what actually arrived against the claims it covers, choosing the method — Check, EFT / ACH, Card or Other. A claim showing Paid with nothing reconciled against it is money you have not received yet. Analytics shows the pipeline as a whole: how much you are submitting, how much is being denied, and how long each payer takes.

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Check it worked

  • Every appointment you meant to bill has left Unbilled appointments.
  • Each new claim appears on Claims with a status and the payer’s name.
  • The stats bar totals match what you submitted.
  • When money arrives, the claim is both Paid and reconciled on Payments.

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If something goes wrong

Usually enrollment rather than coding — the payer does not recognise that provider for that transaction type. Go to Settings → Insurance → Enrollment, submit the enrollment and sync its status.
Check the member number, the payer and the date of birth on the client’s coverage; one wrong digit reads as no cover. If the details are right, the cover has genuinely lapsed — raise an ordinary invoice instead.
A payer with claims against it is deactivated rather than deleted: “This payer has existing claims and will be deactivated (not deleted).” That keeps your claim history readable. It stops appearing on new claims either way.
Submission cannot be recalled. Follow the claims on Claims and settle the outcome with the payer. Use Create claims in future so there is a draft to read first.
It is blocked on the Free plan, and the upgrade prompt names Starter. If the plan is right and you still cannot open it, it is your role — see Permissions.
Only completed appointments with no claim against them are listed. If yours are still open, close them off first — see Appointments.