Accept Insurance Payment (WebABA Pro & Group)

  Permissions: You must have Billing Permissions.

Record that you have accepted an insurance payment for a client's service on their client ledger. If you are Enrolled in Payment Processing, you can also process an insurance credit card or insurance debit card. 

WebABA processes payments using two different secure payment processors: Vantage, and Therapy Brands Pay with Stripe. The steps to record or process an insurance payment in WebABA depend on your payment processor.

How do I know which payment processor WebABA uses for my practice?

Depending on which payment processor your practice is using, click the appropriate tab below to learn how to record and process insurance payments in WebABA. 

NOTE: For payment-related questions, please contact the payments team at 844-311-2570 or [e-mail].

Record or Process an Insurance Payment in WebABA: Therapy Brands Pay & Stripe

Record that you have accepted an insurance payment for a client's service on their client ledger. If you are Enrolled in Payment Processing, you can also process an insurance credit card or insurance debit card. 

Jump to Section: [Record an Insurance Payment] [Process an Insurance Payment]

Record an Insurance Payment

1. Click Clients in the navigation bar.
2. Click on a Client Name to open Client Details. 
   
   
   
3. Click the Ledger button or click Ledger in the navigation bar to open the Client Leger.
   
   
   
4. Click Accept Payment button. 
   
   
   
5. Click the Insurance Payment radio button.
6. Enter Total Amount, or select Invoice Checkboxes to apply the Insurance Payment to those invoices. If you select invoice checkboxes, the payment amount on the invoices will populate in the Total Amount field.
   
   • The Payment Amount applies to the Insurance Amt Due balances, unless the balance has already been paid (in which case you'll see an amount paid in the Ins Amt Paid column).
   • If you are making a payment that is less than the Insurance Amount Due, type this payment amount in the Payment field in the far-right column instead of selecting the invoice checkboxes.
   • The Ins Amt Due defaults to the co-pay amount set for the client.
   
   
   
7. Select Insurance, Insurance Check or Insurance EFT/ACH from the Payment Method drop-down.
8. Select the Insurance Provider from the Insurance drop-down.
9. Enter the Payment Number.
10. Enter Notes.
11. Click the Record Payment button.
    
    
    
    

Process an Insurance Payment

1. Click Clients in the navigation bar.
2. Click on a Client Name to open Client Details. 
   
   
   
3. Click the Ledger button or click Ledger in the navigation bar to open the Client Leger.
   
   
   
4. Click Accept Payment button. 
   
   
   
5. Click the Insurance Payment radio button.
6. Enter Total Amount, or select Invoice Checkboxes to apply the Insurance Payment to those invoices. If you select invoice checkboxes, the payment amount on the invoices will populate in the Total Amount field.
   
   • The Payment Amount applies to the Insurance Amt Due balances, unless the balance has already been paid (in which case you'll see an amount paid in the Ins Amt Paid column).
   • If you are making a payment that is less than the Insurance Amount Due, type this payment amount in the Payment field in the far-right column instead of selecting the invoice checkboxes.
   • The Ins Amt Due defaults to the co-pay amount set for the client.
   
   
   
7. Select Insurance Credit/Debit Card from the Payment Method drop-down.
8. Select the Insurance Provider from the Insurance drop-down.
9. Enter the Payment Number.
10. Enter Notes.
11. Click the Charge Payment Method button.
    
    
    
    
12. Enter Card Number, Expiration, CVC, Country and Zip.
13. Click the Submit button. 
    

Record or Process an Insurance Payment in WebABA: Vantage

Record that you have accepted an insurance payment for a client's service on their client ledger. If you are Enrolled in Payment Processing, you can also process an insurance credit card or insurance debit card. 

Jump to Section: [Record an Insurance Payment] [Process an Insurance Payment]

Record an Insurance Payment

1. Click Clients in the navigation bar.
2. Click on a Client Name to open Client Details. 
   
   
   
3. Click the Ledger button or click Ledger in the navigation bar to open the Client Leger.
   
   
   
4. Click Accept Payment button. 
   
   
   
5. Click the Insurance Payment radio button.
6. Enter Total Amount, or select Invoice Checkboxes to apply the Insurance Payment to those invoices. If you select invoice checkboxes, the payment amount on the invoices will populate in the Total Amount field.
   
   • The Payment Amount applies to the Insurance Amt Due balances, unless the balance has already been paid (in which case you'll see an amount paid in the Ins Amt Paid column).
   • If you are making a payment that is less than the Insurance Amount Due, type this payment amount in the Payment field in the far-right column instead of selecting the invoice checkboxes.
   • The Ins Amt Due defaults to the co-pay amount set for the client.
   
   
   
7. Select Insurance, Insurance Check or Insurance EFT/ACH from the Payment Method drop-down.
8. Select the Insurance Provider from the Insurance drop-down.
9. Enter the Payment Number.
10. Enter Notes.
11. Click the Save button.
    

Process an Insurance Payment

1. Click Clients in the navigation bar.
2. Click on a Client Name to open Client Details. 
   
   
   
3. Click the Ledger button or click Ledger in the navigation bar to open the Client Leger.
   
   
   
4. Click Accept Payment button. 
   
   
   
5. Click the Insurance Payment radio button.
6. Enter Total Amount, or select Invoice Checkboxes to apply the Insurance Payment to those invoices. If you select invoice checkboxes, the payment amount on the invoices will populate in the Total Amount field.
   
   • The Payment Amount applies to the Insurance Amt Due balances, unless the balance has already been paid (in which case you'll see an amount paid in the Ins Amt Paid column).
   • If you are making a payment that is less than the Insurance Amount Due, type this payment amount in the Payment field in the far-right column instead of selecting the invoice checkboxes.
   • The Ins Amt Due defaults to the co-pay amount set for the client.
   
   
   
7. Select Insurance Credit/Debit Card from the Payment Method drop-down.
8. Select the Insurance Provider from the Insurance drop-down.
9. Enter the Payment Number.
10. Enter Notes.
11. Click the Save button.
    
    
    
    
12. Enter the Name on Card, Card Number, Expiration Date, and Billing Zip Code.
13. Click the Save button. 
    

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