Professional Physical Therapist Invoice Template
Track visit counts, procedure codes, and insurance co-pays on one invoice with compliance fields built for physical therapy practices.
Fill in your physical therapy invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
As a physical therapist, you help patients recover from injuries, manage chronic conditions, and improve mobility and function. Your hands-on care and therapeutic expertise restore quality of life. Professional invoicing ensures your practice gets paid for the care you provide, maintains compliance with healthcare regulations, and simplifies insurance billing. This guide covers everything physical therapy practices need to know about professional invoicing.
What the physical therapy invoice covers
What you can do with this template, and what it does not do.
CPT Code Documentation
Automatically include correct CPT codes for evaluations (97161-97163), therapeutic exercise (97110), manual therapy (97140), and other PT services, ensuring accurate insurance billing.
Time-Based Unit Billing
Calculate and bill units based on actual treatment time using the 8-minute rule, accurately documenting therapeutic activities, neuromuscular re-education, and gait training sessions.
Authorization Visit Tracking
Track authorized visits remaining, monitor authorization expiration dates, and flag when re-authorization is needed to prevent non-payment for unauthorized services.
Modality Service Billing
Separately bill for electrical stimulation, ultrasound, hot/cold packs, and dry needling services, ensuring all treatment components are properly documented and reimbursed.
Co-Pay and Deductible Management
Calculate and collect patient responsibility amounts including copays, deductibles, and coinsurance at the time of service, reducing outstanding balances.
Progress Note Integration
Link invoices to progress notes and treatment documentation, supporting medical necessity for insurance claims and maintaining complete patient records.
How to fill in your physical therapy invoice
- Practice Information: Practice name, address, phone, email, NPI number, and PT license number(s).
- Patient Information: Patient name, date of birth, address, phone, and insurance information.
- Date of Service: Date(s) treatment was provided, essential for insurance and records.
- Referring Physician: If applicable: referring doctor name, NPI, and referral date.
- Diagnosis Codes: ICD-10 codes for conditions being treated.
- Treatment Codes: CPT codes for services: evaluations, therapeutic exercises, manual therapy, etc.
- Units/Time: Number of units or time-based billing for each service.
- Charges: Fee for each service and total charges.
- Insurance Information: Payer, policy number, group number, and authorization if required.
- Patient Responsibility: Copay, coinsurance, deductible: amount patient owes.
- Payment terms: Due date, accepted payment methods, and financial policy reference.
- Verify Insurance First: Verify coverage and authorization before treatment begins.
- Collect Copays at Visit: Collect patient portion at time of service. Don't let balances accumulate.
- Code Accurately: Use correct CPT codes for services. Document time-based services precisely.
- Bill Promptly: Submit claims within 24-48 hours of service. Delays cause denials.
- Track Authorizations: Monitor authorized visits. Get re-authorization before running out.
- Document Thoroughly: Documentation supports billing. Medical necessity must be clear.
- Follow Up on Denials: Appeal denied claims promptly with supporting documentation.
- Communicate Financial Policy: Explain patient financial responsibility upfront.
- Offer Payment Plans: For large balances, offer structured payment plans.
- Stay Current on Codes: CPT codes update annually. Stay current to avoid billing errors.
PT fees vary by service, payer, and location. Here's an overview:
Evaluation Services:
- Initial evaluation (97161-97163): $150-$300
- Re-evaluation: $75-$150
- Progress evaluation: $50-$100
Therapeutic Services (per unit):
- Therapeutic exercise (97110): $35-$60
- Manual therapy (97140): $40-$70
- Neuromuscular re-ed (97112): $35-$60
- Gait training (97116): $35-$55
- Therapeutic activities (97530): $40-$65
Modalities:
- Hot/cold pack: $15-$25
- Electrical stimulation: $30-$50
- Ultrasound: $25-$45
- Dry needling: $50-$100
Specialty Services:
- Aquatic therapy: $75-$150/session
- Women's health PT: $100-$200
- Vestibular therapy: $150-$250
Insurance Rates:
- In-network rates typically 40-60% of cash rates
- Medicare fee schedule is benchmark
- Commercial payers negotiate rates
Time-Based Billing:
- One unit = 8-22 minutes
- Document actual treatment time
- 8-minute rule for Medicare
Payment terms for physical therapy services:
Insurance Billing:
- Bill within 24-48 hours of service
- Follow payer-specific timely filing limits
- Document medical necessity thoroughly
Patient Collection:
- Copay: Collect at each visit
- Deductible: Collect as applied
- Coinsurance: Bill after insurance processes
- Self-pay: Collect at time of service
Authorization Management:
- Track authorized visits
- Request re-authorization 2-3 visits before expiration
- Document continued medical necessity
Payment Plans:
- Offer for large patient balances
- Set clear terms (amount, frequency)
- Document agreement
Collections Process:
- Statement after insurance EOB
- Follow-up at 30, 60, 90 days
- Collections at 120+ days
Payment Methods:
- Credit/debit cards
- HSA/FSA cards
- Check
- Cash
- Payment plans
- No Insurance Verification: Verify coverage and authorization before treatment. Prevents denials and surprises.
- Incorrect Coding: Use correct CPT codes for services rendered. Documentation must support codes.
- Poor Time Documentation: Document actual treatment time accurately. Critical for time-based codes.
- Delayed Claims Submission: Submit claims promptly. Delays risk timely filing denials.
- Not Collecting Copays: Collect patient portion at visit. Outstanding balances are hard to collect.
- Missing Authorizations: Track authorized visits. Treating without authorization means non-payment.
- Insufficient Documentation: Documentation must support medical necessity. Weak notes = denied claims.
- Ignoring Denials: Appeal denied claims promptly with supporting documentation.
- No Financial Policy: Communicate patient financial responsibility upfront.
- Outdated Codes: Stay current on CPT code updates. Old codes cause rejections.
Physical therapy invoice: frequently asked questions
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