Accurately capturing and updating a patient’s insurance information is vital for ensuring their visits are appropriately covered and reimbursed according to their benefits. This guide explains how to add new insurance coverage, update existing coverage, attach insurance card images, and verify coverage eligibility seamlessly within Canvas.

Adding New Coverage

To add new insurance coverage, begin in the Patient Profile view, where the Coverages section is located on the right-hand side of the screen.

Add Coverage

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Attaching Insurance Card Images

Images of the insurance card’s front and back are essential for accurate record-keeping. These images can only be added using the Canvas Remote app on an iOS device.

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Once saved, a blue checkmark will confirm the images have been uploaded. Refresh the Patient Profile in Canvas to view thumbnail previews of the images next to the coverage card.

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The QR code process can be bypassed by disabling the COVERAGE_CREATE_WITH_QR setting in Constance: Config. Images can still be uploaded manually through the Capture Coverage Images button in the coverage modal.

Entering Coverage Details

The New Coverage modal captures all of the patient's coverage information

Key Coverage Fields

If the address and phone number are added manually, they will be saved as contacts for the insurer and will automatically appear as selectable options for future entries, eliminating the need to re-enter them manually.

If the address and phone number are not added, a task will be created to add the coverage information. Failure to add this information could lead to errors when ordering labs or sending prescriptions.

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Adding Subscriber

Subscribers carry the insurance plan for the patient. Subscribers can either be the patient or another individual.

Patient is the subscriber

When subscriber is the direct patient, select The patient is the subscriber

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Someone else is the subscriber

When the subscriber is NOT the direct patient, select Someone else is the subscriber

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Adding Coverage Comments

Coverage-specific notes can be added for quick reference:

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Updating and Managing Coverage

Updating Existing Coverage

Expiring Coverage

To end a coverage period

Reactivating Expired Coverage

Removing Coverage

Coverage can only be removed if it hasn’t been linked to a claim.

Removing a coverage will PERMANENTLY delete the coverage.

Changing Insurance Coverage on Claims

Steps to Update Insurance on a Claim

Updating existing coverage to reflect a patient's new coverage does not trigger recognition of a change. This oversight may result in processing errors and prevent further updates to the claim.

Other Coverages

Beneath the medical coverages on the patient profile, there is a section for Other Coverages. Here you will add any non-medical insurances the patient may need added. Such insurances may be prescription coverage or auto insurance.

Verifying Coverage Eligibility

Canvas integrates with ClaimMD clearinghouse to check eligibility in real time.

Automatic Eligibility Checks

Eligibility is checked automatically:

Manual Verification

For error details, select Review Eligibility in the triple dot menu. Copay and coinsurance amounts can also be updated from this view.

Admin Configuration for Eligibility Requests

By default, eligibility checks are processed through the organization. Certain insurers may require processing through the provider. This can be configured in Settings > Insurers based on the insurer’s requirements

Patient Eligibility Defaults

In the patient profile, the Patient Eligibility Defaults section allows specification of which user and/or practice the eligibility runs under when the organization is not used.

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Add Insurance Card Images

Capture front and back image of insurance card

Images can only be added using the Canvas Remote app on an IOS device

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The QR code page can be bypassed when adding coverage by disabling COVERAGE_CREATE_WITH_QR in Constance: Config. This setting is enabled by default. Even when disabled, users can still capture insurance images by clicking the "Capture Coverage Images" button in the coverage modal.

Coverage Eligibility

Eligibility check with ClaimMD clearinghouse to ensure coverage is eligible at time of service

By default, eligibility is processed through the organization. However, some insurers require it to be processed through the provider. Canvas administrators can configure the default processing method—organization or provider—based on insurer requirements.

📄 Admin | Default Location or Provider for Eligibility Requests

Review Eligibility

Verify Eligibility

Coverage eligibility runs automatically when coverage is added or updated, as well as three days prior to any upcoming appointments

Common Eligibility Errors

Guarantor

A guarantor is the individual responsible for a patient’s financial obligations. This is typically the adult patient receiving care but may also be a parent or legal guardian.

Viewing and Managing the Guarantor

The guarantor can be found in two primary locations:

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Adding a Guarantor

Removing a Guarantor

To remove a guarantor, access the Registration View, select the notepad icon, and choose the option to designate the patient as responsible for their own balance.

Editing Guarantor Information

Demographic details for a guarantor must be updated in their patient profile, not the dependent patient’s profile. Navigate to the guarantor's chart either by clicking their name in the dependent's profile or searching directly. Edit necessary guarantor information.

Guarantor Balances

The guarantor’s balance, displayed in their chart, summarizes all outstanding balances for both the guarantor and any dependents.

FAQs

Q: Why can’t the newly added insurance coverage information be added to a claim?

A: The system does not recognize changes made within the existing coverage modal as significant. To properly reflect new insurance coverage on claims, it is necessary to remove or expire the old coverage and add the new information separately.

Q: What happens if the steps for changing insurance coverage are not followed?

A:If the proper steps are not followed, claims will not reflect updated insurance information. This may prevent further changes and could result in billing errors or delays.Resources

Due to the ever evolving nature of our product, recorded videos may be slightly out of date.

Video: Patient Coverages