A client calls two weeks after her massage: her insurer rejected the receipt. Your member number was missing, or the length of the treatment, or the receipt showed the receptionist's name instead of yours. She has to come back for a new one, you have to redo it, and nobody is happy.
It's avoidable. Here is what a massage therapy receipt needs to get through the first time, and how to never think about it again.
What insurers ask for on a receipt
Every insurer has its own forms, but the same items come up almost every time:
- The name of the practitioner who gave the treatment, not the business name or whoever took the payment.
- Her professional association and member number. That's what proves the treatment was given by a recognized professional.
- The client's name and the date of the treatment.
- The type and length of the treatment, for example "massage therapy, 60 minutes". Several insurers, including Manulife and Desjardins Insurance, explicitly ask for the length of the visit.
- The amount paid, with taxes where applicable, and the business's contact information.
Requirements vary from one insurer and one association to another. When in doubt, your professional association is the best reference.
The multi-practitioner trap
For an independent professional, it's simple: you give the treatment and you take the payment. But in a clinic or a salon with several people, whoever is at the register often isn't who gave the massage. Software that prints the name of "the logged-in user" then produces a wrong receipt, and the insurer rejects it.
In Clairgest, the receipt finds the practitioner in the appointment that was checked out, not at the register. If two massage therapists gave treatments on the same bill, each one appears with her own member number.
The length, without retyping it
The length comes from the appointment itself (its start and end time in the calendar). If the treatment was sold directly at the register, with no appointment, Clairgest uses the length set in the service catalogue.
Set it up once
Each practitioner's association and member number go in her user profile (Settings, Users). From then on, every receipt shows them automatically, printed or emailed to the client. A practitioner without a member number (an esthetician, for example) keeps an ordinary receipt: nothing changes for her.
In short
- The right name: the person who gave the treatment.
- Member number and association, on every receipt.
- Treatment length, taken from the calendar.
- No more receipts to redo.
Clairgest does all of this from the Simple plan up, with a 14-day free trial. See how it compares to Fresha, Vagaro and Booksy.
The Clairgest team