Professional Physical Therapist Invoice Template
Transform your practice with our Physical Therapy Invoice Template—efficient, compliant, and designed to enhance your billing accuracy.
Everything You Need for Physical Therapist Invoicing
Our physical therapist invoice template includes all the features you need to create professional invoices and get paid faster.
Automated Billing Processes
Streamline your invoicing with automation, reducing manual tasks and minimizing errors, so you can focus on patient care.
Customizable Invoice Layouts
Tailor invoices to reflect your brand and services, enhancing professionalism and ensuring clarity for clients and insurance companies.
Insurance Verification Tools
Easily verify patient insurance coverage before sessions, reducing claim denials and ensuring timely payments for your services.
Detailed Treatment Descriptions
Include comprehensive descriptions of treatments provided, making it easier for clients and insurers to understand the services billed.
Compliance with Regulations
Stay compliant with healthcare billing regulations, reducing the risk of audits and ensuring you meet industry standards.
Client Payment Tracking
Monitor outstanding invoices and payment statuses in real-time, helping you manage cash flow effectively and follow up promptly.
Complete Guide to Physical Therapist Invoicing
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 streamlines insurance billing. This guide covers everything physical therapy practices need to know about professional invoicing.
- 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.
Ready to put these best practices into action?
Use our free physical therapist invoice template to get started in minutes.
Physical Therapist Invoice FAQ
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