AtlacareBilling a private medical insurer works differently from billing a patient directly. The insurer only pays for what it authorised, coded the way it expects. Here's the workflow in Atlacare.
1. Record the authorisation first
Before treating, log the insurer's authorisation on the patient — provider, authorisation number, and sessions approved. Atlacare then tracks sessions used against sessions authorised so you don't treat beyond cover. See tracking insurance authorisations.
2. Use the right procedure codes
UK insurers expect CCSD procedure codes (and often a diagnosis/ICD reference) rather than a plain description. Put the correct code for the service on the invoice line so the claim isn't rejected. If you're not registered/recognised with the insurer yet, that has to happen first — the Atlacare blog has guides on CCSD codes and getting recognised by Bupa, AXA and Vitality.
3. Create the invoice
Raise an invoice for the patient's covered sessions, and use the invoice notes field for what the insurer requires — the authorisation number, the membership/claim number, and the procedure codes. Set the amount to the insurer's agreed fee for that code.
4. Track payment and the patient's excess
- The insurer pays the authorised portion.
- The patient pays any excess or shortfall — raise that as a separate line or invoice so it's clear who owes what.
Mark each part paid as it arrives so your reports and Clinic Health reflect what's actually collected.
Atlacare gives you the invoice, the notes fields and the authorisation tracking; the insurer's own claim portal (if they use one) is still where you submit. Keep the auth number and codes consistent between the two and claims go through cleanly.