How To File A Nutritional Counseling Claim

Congrats! You've just been contracted with an insurance company. Now, what? Today's post covers some quick things you need to know before you get started filing your first claim. 

How to file a nutritional counseling claim: 

  1. Click "New Client" to add your patient and request an eligibility check if you need one

  2. Click "File Claim" and choose the patient you want to file a claim for

1. New Client

Demographic Info: We need some key info about your patient in order to look them up and file claims. Take care when entering this info- an incorrectly entered date of birth or insurance number can cause claim processing delays. 

Eligibility and Benefits Check: We do these the first time you see a patient. While they aren't a guarantee of coverage (which is determined at the time of service). Eligibility and benefits checks can give us a lot of useful info, including co-pays and deductibles. Request them as soon as possible- that way if we need a pre-authorization or referral we'll have time to gather it before your first appointment. 

2. File a Claim

For this section, we ask a few key questions:

  • What type of appointment? e.g., Initial appointment, group appointment, etc.
  • Where did it take place? e.g., Office setting, patient's home
  • When? e.g., 05/16/2016
  • Are all diagnosis and other details correct?

With Healthy Bytes, you don't need to know the codes.  But you do need to keep a few things in mind. This is a list of commonly overlooked issues: 

  • Don't file claims before you see the patient. Claims can only be filed after you've seen them. 
  • Explain to patients that insurance is an estimate of coverage. They are responsible for any portion that insurance doesn't cover- but you need to establish those polices. (check out Dietetic Practice- Step 6 for more info.)
  • Be sure to have a HIPAA form completed

Healthy Bytes Tips and Tricks

Using Healthy Bytes to file claims? Here are few platform tricks.

  • Our site looks and works best with Google's Chrome browser 
  • You'll know you've entered a patient or a claim correctly if a screen pops up. If you don't get the pop-up and it looks like you're stuck on a page- there was an error somewhere (usually it's missing required info or the date is formatted incorrectly)

Have questions? We're here to help! Email us at