Question 1

Is this psychologist invoice template really free?

Accepted Answer

Yes, completely free to download in Excel, PDF, and Word formats. No email required, no credit card needed, no hidden charges. Download as many times as you need for your psychology practice. Works for clinical psychologists, school psychologists, neuropsychologists, and all psychology specializations.

Question 2

What information should I include on a psychology invoice?

Accepted Answer

Every psychology invoice should include: your name with credentials (PhD, PsyD, EdD), license number and state, NPI number for insurance billing, practice name and contact information, client name (or client ID for privacy), session date and duration, CPT code for service type (90791, 90834, 90837, 96130, etc.), diagnosis code if billing insurance, session fee or hourly rate, co-pay amount if applicable, total amount due, insurance information (carrier, policy number, authorization number) and payment terms.

Question 3

What CPT codes do psychologists use for billing?

Accepted Answer

Common psychology CPT codes include: 90791 (psychiatric diagnostic evaluation), 90832 (30-minute psychotherapy), 90834 (45-minute psychotherapy), 90837 (60-minute psychotherapy), 90839-90840 (crisis psychotherapy), 90846-90847 (family therapy), 90853 (group therapy), 96130-96131 (psychological testing evaluation services), 96136-96137 (psychological test administration and scoring), and 96138-96139 (neuropsychological testing). Always verify current codes with insurance carriers.

Question 4

How should I bill for psychological testing?

Accepted Answer

Psychological testing uses different codes than therapy: 96130-96131 for the first hour of testing evaluation and each additional hour, 96136-96137 for test administration and scoring, and 96138-96139 for neuropsychological testing. Bill separately for administration time, scoring time, interpretation, report writing, and feedback sessions. Document total hours spent and which tests were administered.

Question 5

Can I offer sliding scale fees as a psychologist?

Accepted Answer

Yes, offering sliding scale fees is ethical and common in psychology practice. Clearly document your standard rate and the adjusted rate on invoices. Many state licensing boards require psychologists to provide some pro-bono or reduced-fee services. Tracking sliding scale clients helps meet these requirements and demonstrates community service.

Question 6

How do I handle insurance billing versus private pay clients?

Accepted Answer

For insurance billing, include all required information: CPT codes, diagnosis codes, NPI number, authorization numbers, and session details. Submit claims directly to insurance or provide clients with superbills for out-of-network reimbursement. For private pay clients, invoices can be simpler with just session details and amounts due. Many psychologists prefer private pay for better reimbursement rates and less administrative burden.

Question 7

Should I charge for missed appointments or late cancellations?

Accepted Answer

Most psychologists charge full session fees for no-shows or cancellations within 24-48 hours. This policy should be clearly outlined in your informed consent paperwork and practice policies. Note that insurance typically will not cover cancellation fees, so these are always client responsibility. A clear cancellation policy protects your income and encourages clients to attend scheduled sessions.

Question 8

How do I bill for telepsychology sessions?

Accepted Answer

Telepsychology sessions use the same CPT codes as in-person sessions (90834, 90837, etc.) but may require adding modifier 95 to indicate telehealth service. Some insurance companies have specific telehealth requirements. Verify coverage and billing procedures with each insurance carrier. Most states now require insurance to reimburse telehealth at the same rate as in-person services.

Question 9

What are superbills and when should psychologists provide them?

Accepted Answer

Superbills are detailed invoices that clients can submit to their insurance companies for out-of-network reimbursement. Include all information insurance needs: your NPI number, tax ID, license number, client information, diagnosis codes (ICD-10), CPT codes, session dates, fees charged, and amount paid. Provide superbills to clients with out-of-network benefits who prefer to pay upfront and seek reimbursement themselves.

Question 10

Do psychology invoices need to be HIPAA compliant?

Accepted Answer

Yes, HIPAA applies to all protected health information including billing records. Keep invoices secure, limit access to authorized billing staff only, and include only minimum necessary information. Never include therapy notes, detailed treatment information, or sensitive diagnoses on invoices sent to clients. Maintain separate clinical and financial documentation systems.

Question 11

Can I charge for report writing and administrative time?

Accepted Answer

Yes, psychologists should charge for professional time spent on report writing, treatment plan development, consultation with other providers, court report preparation, and disability paperwork. These services require significant professional expertise and time. Communicate your administrative fee policy clearly during intake. Typical rates range from $100-250 per hour depending on complexity and your location.

Question 12

How should I handle unpaid psychology invoices?

Accepted Answer

Send professional payment reminders at 15, 30, and 60 days past due. Consider collecting payment at time of service to prevent balances accumulating. Some psychologists pause services until accounts are current. If a client genuinely cannot pay, you might adjust their rate, establish a payment plan, or transition them to sliding scale rather than terminating therapy abruptly for financial reasons.

Question 13

What payment methods should psychologists accept?

Accepted Answer

Accept multiple payment methods for client convenience: credit/debit cards, bank transfers, checks, and digital payments (PayPal, Venmo, Zelle). Online payment options significantly reduce payment delays. Consider absorbing credit card processing fees (typically 2.5-3%) as a cost of doing business since faster payment is often worth more than the fees.

Question 14

Do I need different invoices for different psychology specialties?

Accepted Answer

The same invoice template works for all psychology specialties (clinical, counseling, school, neuropsychology, forensic, sports) but customize it for your specific services. Clinical psychologists focus on therapy and testing codes, neuropsychologists emphasize testing batteries and assessment codes, forensic psychologists bill for evaluations and court time, and school psychologists include consultation and IEP-related services.

Question 15

How do I bill for couples or family therapy as a psychologist?

Accepted Answer

Use CPT code 90847 for family psychotherapy with the identified patient present, or 90846 when the patient is not present. Bill under the identified patient's name and insurance if applicable. For couples where both are clients, decide who is the primary account holder. Some psychologists bill couples therapy as private pay to avoid insurance complications around who is the "patient."

Question 16

Should I include my psychology license number on invoices?

Accepted Answer

Yes, always include your license number and the state where you are licensed. Many insurance companies require this information for claim processing. Including your license number also demonstrates professionalism, meets state regulatory requirements, and provides clients with verification of your credentials.

Question 17

How do I invoice for forensic psychology services like custody evaluations?

Accepted Answer

Forensic evaluations typically use different billing structures than therapy. Bill by the hour for all time spent: interviews, testing, record review, report writing, and potential court testimony. Common rates are $200-500 per hour depending on expertise and location. Require retainers upfront (typically 50% of estimated total). Clearly outline what services are included and bill additional hours as needed. Note that insurance rarely covers forensic services, so these are usually private pay.

Question 18

What is the difference between psychologist and psychotherapist invoicing?

Accepted Answer

Psychologists hold doctoral degrees (PhD, PsyD, EdD) and can perform psychological testing, which uses different CPT codes (96130-96139) than therapy. Psychotherapists may hold masters-level licenses (LCSW, LPC, LMFT) and primarily provide therapy services. Psychologist invoices often include both therapy codes and testing codes, while psychotherapist invoices focus mainly on therapy session codes. Both should include appropriate credentials and license information.

Question 19

Why use Invoice Mama instead of these free templates?

Accepted Answer

Free templates work for occasional invoicing, but if you see multiple clients weekly, Invoice Mama saves significant time. Benefits include: automatic client and session tracking, CPT code auto-population, insurance claim tracking with authorization management, HIPAA-compliant cloud storage, automated payment reminders for overdue invoices, superbill generation for out-of-network clients, sliding scale rate management, and detailed revenue reports for your practice. Start free with 10 invoices, then just $69 once for lifetime unlimited access - no monthly subscriptions ever.

Free Psychologist Invoice Template

Download Your Free Psychologist Invoice Template

Excel Template

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Everything Psychologists Need for Professional Billing

Psychology-Specific CPT Codes

Testing & Assessment Billing

Insurance & Self-Pay Management

Multiple Therapy Modalities

Sliding Scale & Financial Flexibility

Practice Details & Licensing

How to Create Your Psychology Invoice

Choose Your Format

Add Your Credentials

Enter Client Information

List Services Provided

Calculate & Send

What to Bill for in Your Psychology Practice

Psychotherapy Services

Psychological Testing

Family & Couples Services

Group Therapy

Specialized Services

Consultation & Supervision

Administrative Services

Best Practices for Psychology Invoicing

Invoice Immediately After Each Session

Use Accurate CPT Codes

Document Session Details Thoroughly

Clarify Financial Responsibility Upfront

Track Insurance Authorizations

Maintain HIPAA Compliance

Why Psychologists Choose Invoice Mama

Save Hours on Billing

Insurance Billing Simplified

Track Every Client Session

HIPAA-Compliant Storage

Sliding Scale Made Easy

One-Time Payment

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