Free Occupational Therapist Invoice Template & Generator
Build occupational therapy invoices for evaluations, treatment sessions, home modifications, and sensory integration therapy.
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How should an occupational therapist bill for services?
Record the evaluation, each treatment session with its date and length, and any assessments, reports, or recommended equipment. Add your registration details, the client or funder name, and the total. Many invoices go to a funding body or insurer, so itemise clearly and reference any approval number.
Your invoice needs the session date, duration, and type of service you provided. Include your registration number and tax ID. Insurance companies want procedure codes, so add the CPT codes for each service. If you are billing a client directly, spell out what you did in plain language like "home safety assessment" or "fine motor skills therapy" because most people do not know what the codes mean. Keep notes about medical necessity handy in case insurers ask questions later.
Most OTs bill after each session or weekly for regular clients. Insurance reimbursement can take 30 to 60 days, so set your personal pay clients to net 15 or ask them to pay at time of service. Some therapists collect a credit card on file to avoid chasing payments. If you do home visits, bill for travel time separately when appropriate and allowed by the payer.
Double check that your CPT codes match your documentation before you submit anything. A mismatch between what you invoiced and what is in your notes will delay payment or get your claim rejected entirely. This happens all the time when therapists rush through billing at the end of the week. Take five extra minutes to verify everything matches.
Typical line items
- Comprehensive OT evaluation
- Treatment session
- Home safety assessment and modification plan
- Equipment recommendation report
- Caregiver training session
- Written progress report
- Travel time for home visits
- Cancellation fee
How the work is charged
Occupational therapists generally charge by the hour or per session, with separate fees for evaluations, reports, and travel to home visits. Some work to a funded package of hours agreed with an insurer or programme.
Payment terms and deposits
Private clients often pay at the time of service, while funded work is billed to the insurer or agency on set terms. Clients claiming a rebate may need an itemised receipt with your registration details, so make them easy to read.
Tax and compliance
Some health and care services are taxed differently or are exempt in some countries. If you are registered for sales tax or VAT, show it clearly, and confirm the rules that apply to your practice.
Frequently asked questions
How do occupational therapists charge?
OT sessions cost $100–$250. Evaluations run $200–$500. Home assessments are $150–$300. Insurance typically covers medically necessary OT.
What should an OT invoice include?
Include patient name, CPT codes (97165–97168 for evaluation, 97530 for treatment), diagnosis codes, session duration, and insurance vs. private pay designation.
Can occupational therapists bill insurance?
Yes. Licensed OTs can bill Medicare, Medicaid, and most private plans. Use appropriate CPT codes and include a referral if required by the payer.
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