Tips and Tricks: How to Track a Patient’s Remaining Coverage in Practice Perfect

In our Tips and Tricks series, we provide users with novel ideas for making the most of Practice Perfect.


Client profiles are the foundation of Practice Perfect. They’re the central hub for recording your patients’ appointments, treatment notes, and service charges. But on top of that, they also give you a place to record all of their insurance coverage information. In this article, we’ll be discussing the myriad ways you can use Practice Perfect to track a patient’s remaining coverage, sometimes referred to as authorizations.


Single Payor or Multiple Payors


In every client profile, periods of treatment are divided into ‘Incidents’. And in each ‘Incident’ there is a tab called ‘Billing Rules’ (as seen below). The ‘Billing Rules’ tab provides a place where you can enter the payor(s) from whom this patient is receiving coverage.


In the event that the patient has a secondary or tertiary payor, you can record both of them under the same incident, as well as the amount of coverage allotted by each. When treatment and service charges are entered to the patient, they will be automatically divided accordingly. Furthermore, you can note if the payor is covering a certain percentage of treatment, as well.

Tracking a Total Amount of Coverage


Some patients receive a lump sum of money to cover their course of treatment. Practice Perfect allows you to specify the amount in the ‘Billing Rules’ tab. Then going forward, you’ll be able to watch the money count down as you enter new treatment and service charges and produce invoices for the patient and their payor.

Click here to watch our tutorial about how to enter treatment and service charges.


Tracking a Total Number of Visits  


The ‘Billing Rules’ tab also provides you with the option to track a patient’s coverage by the total number of visits allowed by their insurance carrier. Once an amount is entered here, then each time you book a new appointment for the patient, their total number of visits will be counted down.


Tracking a Total Number of Units


In the US, all treatment and service charges are referred to as CPT codes. And the way these CPT codes measure treatment is in the form of ‘units’. Some insurance carriers may provide coverage for a certain number of these units as part of the patient’s coverage. You can enter the total amount units for which they are covered in their ‘Billing Rules’ tab and count down as new treatment and service charges are entered.


Per Diem Allowances


If the patient is receiving a certain dollar amount of coverage per day, or a certain number of ‘units’ per day, this can also be tracked in the ‘Billing Rules’ tab. To see what this tab looks like, just check out the screenshot below:


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