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Why psychologists should send professional invoices
Whether you work in a hospital, mental health clinic, or in private practice – your patients are all different and require specialized care. That means your invoices need to reflect the complex treatment you provide, while at the same time be clear and easy-to-understand.
You provide the critical expertise, experience and knowledge that helps your patients live healthy, productive lives – so make sure your invoice details everything you do. A professional, well-designed invoice also reflects your image as a mental health professional and creates credibility and confidence in your expertise.
- Select a specialized psychology invoice template from our selection of templates in different designs and colors
- Download the invoice template in the format you like to use, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s easy to do – and best of all – it’s free!
- Add your name, phone number, email address, and any other contact information
- If you have a logo and website address – insert it here, along with any area you specialize in, such as geriatric psychology
- Add your patient’s name and contact information to the invoice
- Put in a unique invoice number
- Add the date of the invoice and the payment due date
- List all the diagnostic and treatment services you provided, along with descriptions of each and the appropriate fee
- Add and subtract lines to customize the format to your needs. You might want to use some space here to insert longer descriptions of particular treatments so your patient or their caregiver is completely clear about the care received and the costs, as well as have all the details they need to submit health insurance claims
- Calculate the total cost, including applicable tax, and list the total at the bottom of the invoice
- Add your payment terms, including the methods of payment you accept
- You have a close relationship with your patients, so it’s not unusual to add a personal line at the end to encourage them, or to wish them well if they have finished a course of treatment
- Save a copy – and give a copy to your patient or their caregiver
When is the right time to send an invoice to your psychology patients?
The right time to send an invoice really depends upon the patient and the psychological services you provide. If it’s an assessment or preliminary diagnosis, many psychologists give the invoice to the patient immediately after the session.
This is particularly important for the patient if they need to send the invoice to their insurance provider to be compensated.
If you are seeing a patient on a regular, ongoing basis, you can work out a regular payment schedule. This keeps your revenue flowing in and creates manageable, regular payments for your patients.
Invoicing tips for psychologists
If any extra expenses come up while working with a patient, such as travel, include an expense report along with the applicable receipts when you send in your invoice. Explain exactly what each expense is for so your patient knows why they are being billed.
Include important notes
You can use the room on a flexible invoice template to add any notes for the patient, such as reinforcing the importance of staying compliant with medication or self-care.
Include a ‘payment due’ date
Encourage on-time payment with a clear indication of when you expect payment. It’s professional and it really does work.
Accept a variety of payment methods
Your patients may be struggling with a lot in their lives right now, so make it easy for them to pay you by accepting the latest in payment technology, such as e-Transfers, debit cards, and other online payment methods.
Keep a record of your patients with numbered invoices
Numbered invoices help you keep track of your patients and their care. You might want to also use a patient code for patients requiring ongoing treatment or counseling.