Why physical therapists should send professional invoices
You provide a wide range of specialized services to get your patients moving and prevent or minimize mobility issues. That means you need a flexible invoice that can cover everything from assessment and development of a physical therapy plan – to regular therapy sessions.
At the same time your invoices need to be highly organized and easy-to-understand so your patient, and possibly their caregiver and health insurance provider, knows exactly what you are charging for.
A sophisticated, well-designed invoice also reflects your image as a health professional, and creates credibility and confidence in your physical therapy expertise.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Select an invoice template from our wonderful variety of templates in different designs and colours created especially for physical therapists
- Download the invoice template in the format you prefer, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s free!
- Add your name and up-to-date contact information
- Add in your logo and website address – as well as any area you specialize in, such as pediatric or geriatric physical therapy
- Put in your patient’s name and contact information. Include the name and relevant contact information for a parent or caregiver, if appropriate
- Generate a unique invoice number
- Insert the invoice date and the payment due date
- List all the physical therapy services you provided, such as assessment, counselling, program development, and treatment or exercise sessions, along with descriptions of each and the fee. You can also choose to add a line explaining why each of these services is important for the overall treatment of the patient
- Add lines to insert longer descriptions of particular physical therapy techniques so your patient or their caregiver is completely clear about the benefits and the costs, and have all the details they need to submit health insurance claims
- Calculate the total cost, including applicable tax, and enter the total
- Add your payment terms, as well as all methods of payment you accept
- You have a close relationship with your patients, so why not add a personal line at the end to encourage them in their therapy, or to record significant milestones in their recovery or treatment
- Make sure you save a copy for your records – and give a copy to your patient and/or their caregiver
When is the right time to send an invoice to your physical therapy patients?
The time to send your invoice depends upon your patient and the physical therapy you provide. If it’s an assessment or diagnosis, many physical therapists give the invoice to the patient immediately after the session. If you are seeing a patient on a regular, ongoing basis, or for an extended treatment plan – it’s a good idea to decide on a payment schedule.
This keeps your revenue flowing in, while ensuring manageable, regular payments for your patients.