What should a massage therapy receipt include for insurance?

What a receipt usually shows

• The therapist's full name. The person who gave the treatment, not just the clinic's name.
• Their association and member number. The name of the professional association they belong to, and their number. Insurer claim forms often ask for a “licence or registration number”: this is the number they're looking for.
• The client's name. The person who received the treatment. For a child or spouse covered by the plan, it's their name that goes on the receipt.
• The date of service. The date the treatment was given. One receipt per visit makes claiming simpler.
• The treatment and its length. For example, “Massage therapy, 60 minutes”. Insurers often ask for the length.
• The amount paid. The amount actually paid, with taxes if applicable, and your GST and QST numbers if you're registered.
• The clinic's contact details. The address where the treatment was given and a phone number, so an insurer can check if needed.

The condition you can't see: a recognized association

A complete receipt isn't always enough. Insurers usually reimburse treatments given by a therapist who is a member in good standing of an association they recognize. Each insurer keeps its own list, and it can change: a major insurer has already stopped recognizing a Québec association and started refusing its members' receipts after a set date.

The client's plan matters too. Not every policy covers massage therapy, and the amount reimbursed, the number of visits or the need for a doctor's referral vary from plan to plan. Encourage clients to check their coverage before their first appointment.

Many associations give their members a receipt template or a tool to produce one, and some ask for the therapist's signature. If you make your own receipts, check with your association that they include everything it requires.

Mistakes that get claims refused

• Only the clinic's name. Without the therapist's name and member number, the insurer can't tell who gave the treatment.
• Several visits without dates. One lump sum for a month of treatments makes claiming harder. List each date, or issue one receipt per visit.
• A blank field. If something doesn't apply, say so rather than leaving the space empty.
• The wrong name. The receipt must show the person who actually gave the treatment, and the one who received it. A receipt in a colleague's name, or for a treatment that never happened, can be considered fraud.

A simple front-desk routine

1. 1
   When bookingAsk whether the client wants an insurance receipt, and note their full name as it appears on their plan.
2. 2
   Before the treatmentMake sure the therapist's association membership is up to date, and that their number is entered correctly in your system.
3. 3
   After paymentHand over or send the receipt the same day, ideally as a PDF by email: the client can often attach it directly to an online claim.
4. 4
   Keep a copyA client may ask for another one, and an insurer may want to check a claim.