Practice Better makes it easy to create insurance claims directly from a client's record, a booked session, or your calendar, with automatic data population. This article explains how to create, edit, update, and download insurance claims in Practice Better. Users can manually update claim statuses and download fillable PDF claim forms for manual submission.
📍 Note: To submit and manage claims electronically, you'll need a Claim.MD account linked to Practice Better. Setting Up Your Claim.MD Integration →
In this article:
Creating a Claim
You can create a claim from three places in Practice Better: a client's record, your calendar, or a client's Bookings and Packages page. All you need is a booked session to get started.
💡 We recommend reviewing the official CMS-1500 instruction manual → and any payer-specific requirements before submitting claims for reimbursement.
From a Client Record
- Go to My Clients and open your client's record.
- Select Billing & Payments from the left menu and click the Claims tab.
- Click Create Claim, or use the Fast Action Button in the bottom right corner.
- In the pop-up, select the session or sessions you want to include in the claim, or click the Create New button.
- With your sessions selected, click Create.
📍 Note: When exported as a PDF, the claim form supports up to 6 billing items. If you select more than 6 sessions, only the first 6 will appear in the PDF.
From Your Calendar
- Go to My Schedule > My Calendar.
- Click on a scheduled session to open the session details pop-up.
- Click the Create Claim button.
From a Client's Bookings and Packages Page
- Open your client's record and go to Bookings & Packages.
- Find the session you want to create a claim for.
- Click the More Options menu (3 dots) next to the session and select Create Claim.
Editing a Claim
When a claim is created, Practice Better automatically pulls in the following information:
- Your billing information: name, email, address, tax number, and NPI number
- Client information: name, email address, phone number, date of birth, and insurance policy
- Services and procedures: procedure codes and billing units associated with services rendered
- Diagnosis codes: pulled from any session notes created for the selected sessions
- Amount paid: pulled from any invoices created for the selected sessions
Each service or procedure requires at least one procedure code and one diagnosis code. To edit services and procedures, click the Edit icon under the Services & Procedures section.
For each service or procedure, you can update:
- Date rendered
- Procedure codes and modifiers
- Place of service
- Billable units and cost per unit
- Diagnosis code(s)
- Rendering provider NPI, qualifier, and ID (if different from the provider assigned to the claim)
Updating Claim Submission Status
You can manually update the status of a claim from your client's record at any time. This is useful for tracking where a claim is in the submission process, whether or not you're using Claim.MD.
- Go to My Clients and open your client's record.
- Select Billing & Payments from the left menu and click the Claims tab.
- Click the More Options menu (3 dots) next to the claim and select Update Status.
- To update the status of multiple claims at once, click the Select Multiple button and click the check box next to a claim to select it, and click the Update status button.
- Choose the appropriate status from the dropdown and, when updating a single claim’s status, add any optional private notes.
- Click Update.
A claim can be set to any of the following statuses:
- Draft: Edits are still being made to this claim.
- Ready to submit: The claim is complete and ready to send to the payer.
- Submitted: The claim has been sent to the payer.
- Rejected: The claim was rejected by the payer.
- Denied: The claim was denied by the payer.
- Paid: The claim was processed and payment was received.
📍 Note: If you're using the Claim.MD integration, claim statuses update automatically based on payer responses. Manual status updates and the full claims management workflow are covered in Managing Insurance Claims with Claim.MD →
Downloading a PDF Claim Form
If you're submitting a claim manually to a payer, you can download a PDF version of the claim form directly from Practice Better.
- Go to your client's Billing & Payments > Claims page.
- Click the More Options menu (3 dots) next to the claim and select Download.
Choose Download (fillable) if you want a version of the form that you can still edit before submitting.
📍 Note: You can also duplicate an existing claim as a starting point for a corrected or resubmitted claim. Learn more about duplicating claims →