Practice Better gives you a few ways to collect, store, and verify client insurance information. You can gather policy details through a form, import them directly into the client record, request supporting documents like insurance card images, and check coverage eligibility without leaving the platform.
In this article:
- Adding an Insurance Policy Question using the Form Builder
- Adding a Health Insurance Policy to a Client's File
- Checking the Eligibility of a Client’s Insurance Policy
- Patient Account Number
Adding an Insurance Policy Question using the Form Builder
You can collect health insurance information from your clients by adding a Health Insurance question to your form using the Form Builder.
In the Form Builder Toolbox, drag the Health insurance question to an empty area of your form:
Making this question required ensures clients provide all of the following before submitting:
- Insurance company name
- Member ID
- Insured's name
- Insured's address
- Insured's gender
- Insured's date of birth
Once a client submits the form, you can import this information directly into their client file using a form mapping. Map the Health Insurance question to the Insurance Policy destination field.
Learn more about Mapping and Importing Form Responses into Client Records →
Collecting Insurance Card Images Using the File Upload Element
In addition to collecting structured policy information, you can ask clients to upload a photo or scan of their insurance card directly through a form. This gives you a visual reference of the card alongside the policy details in their record.
To set this up, add a File Upload element to the same form as your Health Insurance question, or to a standalone intake form.
Learn more about Using the File Upload Element in Practice Better forms →
💡 Tip: Give the field a clear title like "Upload Your Insurance Card" and use the help text field to set client expectations, for example: "Please upload an image or PDF of the front of your insurance card."
What clients can upload:
- Accepted file types: JPG, PNG, HEIC, GIF, PDF, DOC, DOCX, XLS, XLSX, CSV, and TXT.
- Maximum file size: 10MB per file.
- You can allow clients to upload multiple files — useful if you want both sides of the card. Set the maximum number of files (up to 10) when configuring the element in the Form Builder.
Where the file goes:
Uploaded files are accessible in two places:
- From the completed form response in the client's Forms & Waivers section.
- In the client's Documents section, where they appear in the [Client Name]'s Shared Uploads folder under the original filename.
📍 Note: Files uploaded through a form are treated as client uploads. You can view and rename them, but you cannot move or delete them from the practitioner portal.
Adding a Health Insurance Policy to a Client's File
Importing Insurance from a form
If you've collected health insurance information using a form, import it into the client's file by setting up a form mapping with the Insurance Policy destination field.
Once imported, the client's health insurance policies appear under the Basic Information section of their client file.
Learn more about Mapping and Importing Form Responses into your Client Records →
Adding Insurance manually
You can also add insurance policies directly from the client record without a form.
- Open the client's record and go to the Basic Information page.
- Click the Fast Action Button in the bottom right corner.
- Select Add insurance policy.
- Complete the details in the insurance policy pop-up and click Done.
- With the insurance policy added, click Save Changes near the top-right of the client record Basic Information page.
When adding a policy manually, use the Search Payers field to search for insurance payers associated with Claim.MD. This automatically populates the insurance company name and Payer ID.
Learn more about Managing Insurance Claims with Claim.MD →
Checking the Eligibility of a Client's Insurance Policy
Once an insurance policy has been added to a client's record, you can check their coverage without leaving Practice Better.
From the client record:
- Go to the client's Basic Information section and locate the insurance policy.
- Click the More Options menu (3 dots) to the right of the policy.
- Select View Coverage.
- If the client has more than one saved insurance policy, select the one you want to check.
- If your practice has more than one saved insurance location, select the appropriate one to use in this coverage lookup.
- Optionally select a specific benefit type to check. Leave unselected to check all coverage.
- Click the Check coverage button to see the results.
From the calendar:
- Go to My Schedule > My Calendar and click on the client's session.
- From the session details pop-up, you can click View coverage to check the client's insurance policy.
📍 Note: Only team members with Claim.MD linked to their account will be able to check coverage.
Patient Account Number
A patient account number is required to submit claims for a client. You can find it in the client's record under the Basic Information section.
A patient account number is added automatically when a client is created, or when a claim is created for an existing client. You can also add one manually from the same section, and then Save Changes after making any updates to the client’s Basic Information.