Free Dietitian Invoice Template & Generator

Your invoice needs the service date, session type, and your professional credentials. Insurance companies want procedure codes, diagnosis codes if you have them, and your NPI number. Private pay clients need less detail, but always include whether it was an initial consultation, follow-up, or group session. Some clients need itemized receipts for their HSA or FSA accounts, so break out the consultation fee separately from any meal plan development or analysis work you did.

Most dietitians ask for payment at time of service for private clients. If you work with athletes or corporate clients, expect net 30 terms. Some practices take a deposit for package deals like a six-session program, then bill the remainder after session three. Insurance billing goes through after the appointment, and you'll wait 30 to 90 days for payment depending on the carrier.

Send insurance claims within 24 hours of the appointment. The longer you wait, the more likely you are to miss filing deadlines or have the client's coverage change. For private clients doing reimbursement, give them a superbill immediately after payment. They'll bug you for it later anyway, and you'll waste time tracking down old session notes.