Fees & insurance page template

Most of the calls and emails a practice gets are the same few questions. How much is a session? Are you in network with my insurance? Can I get a superbill? What if I need to cancel? If your website answers them clearly, people book instead of calling, and you or your front desk get time back.

Below is a fees and insurance page you can copy, paste and adapt. Replace everything in [square brackets] with your own details, and delete the sections that don’t apply to you. After the template, you’ll find tips for making the page as useful as possible.

Want to know how much time these questions take today? Try the front-desk time calculator.

Before you start

Gather these first. It makes the page quick to fill in:

• Your self-pay rate for each type and length of session.
• The list of insurance plans you’re in network with.
• Whether you provide superbills, and how.
• Your sliding scale, if you offer one.
• Your cancellation and late policy, as you actually enforce it.
• For physical therapy clinics: whether you accept workers’ comp and auto (PIP) claims, and your state’s rules on referrals.

The template

Copy everything between the two lines.

Fees & insurance

Everything you need to know before your first session. If you have a question that isn’t answered here, call us at [phone] or email [email].

Self-pay rates

Rates are the same whether you see us in person or [by telehealth]. [We offer a free [length] phone consultation before you book.]

Insurance we’re in network with

We’re in network with these plans, so you’ll usually pay only your copay, coinsurance or deductible:

[Plan 1], [Plan 2], [Plan 3], [Plan 4], [Plan 5].

(For example: Aetna, Blue Cross Blue Shield, Cigna, UnitedHealthcare, Optum.)

Coverage depends on your specific plan, not just the insurance company. Before your first session, we suggest you call the number on the back of your card and ask:

• Is [therapy / physical therapy] with a [license type] covered on my plan?
• Do I have a deductible, and how much of it is left this year?
• What is my copay or coinsurance per session?
• Is there a limit on the number of sessions per year?
• Do I need a referral or pre-authorization?

Add your insurance details when you book, or bring your card to your first visit, and we’ll check your benefits too.

Out of network? You may still be covered

If we’re not in network with your plan, you may have out-of-network benefits. Many plans pay back part of the cost of seeing a provider outside their network.

Here’s how it works: you pay our self-pay rate at each session, and we give you a superbill, a detailed receipt with everything your insurer needs. You send it to your insurance company, and they reimburse you based on your plan. Ask your insurer:

• Do I have out-of-network benefits for [outpatient mental health / physical therapy]?
• What is my out-of-network deductible, and how much is left?
• What percentage do you reimburse?

[We send superbills [monthly / after each session] through [our client portal / email].]

Sliding scale

[We keep a number of sliding scale spots for people who need them.] [Our sliding scale ranges from [lower rate] to [full rate] per session, based on income.] You don’t need to explain or prove anything. Just mention it when you reach out or email [email]. [If our sliding scale spots are full, we’re happy to suggest other options.]

Your right to a Good Faith Estimate

You have the right to receive a “Good Faith Estimate” explaining how much your care will cost.

Under the law, health care providers need to give patients who don’t have insurance, or who are not using insurance, an estimate of the expected charges for services.

• You have the right to receive a Good Faith Estimate for the total expected cost of any non-emergency services. This includes related costs like tests and services.
• Make sure your provider gives you a Good Faith Estimate in writing at least [the required notice period] before your service or item. You can also ask your provider for a Good Faith Estimate before you schedule a service.
• If you receive a bill that is at least [the required amount] more than your Good Faith Estimate, you can dispute the bill.
• Make sure to save a copy or picture of your Good Faith Estimate.

For questions or more information about your right to a Good Faith Estimate, visit [www.cms.gov/nosurprises] or call [the number listed there].

Use the current official notice wording from the Centers for Medicare & Medicaid Services, and check the details with your compliance advisor. The text above shows the general shape; fill in the bracketed parts from the official notice.

Paying

We accept [credit and debit cards, HSA and FSA cards]. Payment, including copays, is due [at the time of each session]. [We keep a card on file through [your booking system] for telehealth sessions and missed appointments.]

Cancellations and missed appointments

Life happens. If you need to cancel or move your appointment, please let us know at least [notice period] before, by [rescheduling online / calling / email].

If you cancel with less notice, or miss your appointment, the fee is [amount or percentage of the session rate]. Insurance doesn’t cover missed appointments. [We’ll waive the fee once / for emergencies.]

Workers’ comp and auto accident claims (physical therapy clinics)

We work with patients who were hurt at work or in a car accident.

• Workers’ compensation: We [accept / do not currently accept] workers’ comp claims. Please bring your claim number, your employer’s details and your adjuster’s name and contact information.
• Auto accidents (PIP and med-pay): [We bill your auto insurer directly / We help you with the forms]. Bring your claim number and your adjuster’s contact details.

Call us before your first visit so we can set things up and you aren’t billed by mistake.

Do I need a referral? (physical therapy clinics)

[In [state], you can see a physical therapist without a doctor’s referral [for a set number of visits / with some limits].] Some insurance plans still require a referral or pre-authorization to cover your visits, so check with your plan. If you have a referral, bring it to your first visit.

Ready to book?

[Book now →]

Tips for a page that really works

Show actual numbers. “Contact us for rates” makes people call, or leave. If rates vary by clinician, show a short table by clinician or a clear range.

Name every plan. Clients scan for their own insurer. “We accept most major insurance” makes them pick up the phone to ask which ones.

Explain superbills in one sentence. Many clients have out-of-network benefits and don’t know it. A clear explanation turns “you’re not in my network” into “I can still see you”.

Say “we don’t take insurance” kindly. If you’re fully self-pay, lead with what you do offer: superbills, a sliding scale, a free consultation. Our post on what a therapy website should say about insurance has example wording.

Be kind about the fine print. Cancellation policies can sound stern. Lead with understanding (“Life happens”), then be clear. Clients respect a fair rule that’s explained.

Link to it everywhere. Put “Fees & insurance” in your main menu, in your footer, and beside every Book now button.

Keep it in one place. Don’t scatter rates across bios, a PDF and a questions page. One clear page is easier to keep up to date, and easier for Google and AI assistants to read and repeat accurately.

Check it against your rules. Fees should be clear and not misleading. Our guide to advertising rules for therapists covers what to look out for.

Solo, group and insurance-based practices: small differences

• Solo therapists often get the most out-of-network questions. A clear superbill section does a lot of work.
• Group practices should say whether rates and insurance differ by clinician, and make it easy to see who takes which plans.
• Physical therapy and other insurance-based clinics should give workers’ comp, auto claims and referrals their own clear sections, because those patients have different paperwork and are often stressed. See what we build for insurance-based clinics.

Next steps

Once your page is live, keep a tally of the questions people still call or email about. If the same question keeps coming up, add the answer to the page. Over time, your fees page becomes the most useful page on your website.

If you’d like us to look at your current fees page, or tell you whether you’re missing one, start with a free website check.