Download Free Occupational Therapy (OT) Invoice Templates

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Custom Occupational Therapy (OT) Invoice Template

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Logo, claim, auth and payer fields.

Editable Occupational Therapy (OT) Invoice Template

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Edit codes, home program, notes.

Printable Occupational Therapy (OT) Invoice Template

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Copay, insurance ref, signatures.

Free Occupational Therapy (OT) Invoice Template

Best for:

CPT units, minutes, goals, equipment.

How to Invoice as an Occupational Therapist (OT)

Keep sessions, minutes, and codes clean so your invoice is simple, compliant, and easy to pay.

Free Online Invoice Generator

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In 5 Steps:

Before booking, collect client and payer details and take a deposit if you require one.
After each visit, note start and stop times, place of service, and what you did in plain words with codes.
Add supplies or equipment as separate items and attach any referral or plan of care if required.
Total units and amounts, apply tax on supplies where it applies, and subtract any deposit.
Set payment terms and send the invoice securely, then file your session notes for your records.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in an Occupational Therapist Invoice

These are the must-have fields for clear, compliant invoices.

Provider details: clinic name, address, contact, license #, NPI, and Tax ID
Client details: full name, DOB, address, and contact
Invoice metadata: invoice number and issue date
Payer details: self-pay or insurer name, member ID, and group number
Diagnosis and authorization: ICD-10 code and referral or prior authorization number
Service dates and times: session date with start and stop times
Place of service: location or telehealth indicator; check local rules
Service description and codes: plain-language description with CPT/HCPCS and units
Supplies or equipment: item names and quantities with SKU or HCPCS if used
Payment terms: rates and totals, deposit received and balance due, due date, late fee, and accepted methods

Billing Scenarios for Occupational Therapists

How to label charges so every invoice makes sense the moment your clients see it.

OT Evaluation; Plan of Care Setup

Initial evaluation for a new client

This separates the assessment from administrative setup so the client sees both parts of day one.

Therapeutic Activities (per 15 min); Self-Care Training (per 15 min)

Standard 60-minute treatment with mixed interventions

Listing distinct interventions with units shows how time was used.

Home Visit Surcharge; Mileage

Home visit across town

Travel time and distance are not included in the treatment rate.

Telehealth OT Session; Technology Fee

Telehealth follow-up session

Add the location or telehealth indicator and match it to your documentation. Check local rules.

Custom Splint; Materials

Custom splint made during the visit

Physical items are billed apart from therapy time.

Late Cancellation Fee; Admin Time

A clear policy protects your schedule and sets fair expectations.

Free Online Invoice

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Session rates and services for OT clinics

Itemize session fees, evaluations, treatment minutes, mileage, and supplies with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Initial OT Evaluation

Time

New client or referral start

Duration × hourly rate. Document history, standardized measures, goals, and plan of care to support medical necessity.

Re-evaluation

Time

Significant status change

Duration × hourly rate. Use when goals or condition shift; update goals and plan per referral requirements.

Treatment Session (30 min)

Time

Standard 30-minute treatment

Duration × hourly rate. Note interventions and response; tie minutes to goals for clean documentation.

Home Safety Assessment

Time

Evaluating home environment

Duration × hourly rate. Include hazards, equipment recommendations, and task modifications; attach written summary.

Caregiver Training & Education

Time

Teaching family or aide

Duration × hourly rate. List skills taught, handouts given, and return demonstration to confirm carryover.

Custom Splint Fabrication (Labor)

Time

Fabricating custom orthosis

Duration × hourly rate. Covers patterning, molding, fitting, and instruction; record wear schedule and precautions.

Splint Materials & Hardware

Item

Taxable

Materials used in splint

Cost × (1 + markup%). Itemize thermoplastic, straps, padding, and fasteners; keep lot info in notes.

Wheelchair/Seating Assessment

Time

Seating/positioning needs

Duration × hourly rate. Capture measurements, posture goals, trials, and vendor coordination for audit-ready records.

Progress Report / Plan Update

Time

Periodic plan review

Duration × hourly rate. Summarize progress, revise goals, and route to referrer; note reporting interval.

Telehealth OT Session (30 min)

Time

Remote treatment visit

Duration × hourly rate. Confirm consent, platform used, and location; document any tech issues that affected care.

Save and reuse your OT services and fees

Create a free account and save session rates, eval fees, and supplies once, so nothing gets retyped.

Create a Free Account

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Common Occupational Therapist Invoicing Mistakes

Billing can feel heavy. These simple fixes cut denials, speed pay, and keep clients on your side.

Mistake

How to fix it

Missing start and stop times leads to denials and slow payment.

Record exact times for every session and convert to units per payer rules. Add this to your template to make it automatic.

Using code-only jargon confuses clients and triggers disputes.

Write a short plain description next to each code so anyone can understand it. Define acronyms once in the notes.

Include license number, NPI, ICD-10, and any prior authorization or referral on each invoice. Make these required fields.

Add the location or telehealth indicator and match it to your documentation. Check local rules.

Vague payment terms invite late or partial payment.

State due date, accepted methods, late fee, and any deposit policy in the footer. Keep terms short and consistent.

Sending invoices through unsecured channels risks privacy violations and lost trust.

Use a secure portal or encrypted email and keep a record of delivery. Limit shared details to what billing requires.

Occupational Therapy (OT) Invoice FAQs

Real-world OT billing help for evals, treatment minutes, home visits, splints, telehealth, school contracts, and no-shows. Line items, markup, and terms. Clear answers.

How do I bill an OT evaluation vs a follow-up session?

Use separate line items for eval complexity and treatment. Example: “OT Evaluation, Moderate Complexity (97166): $165” and “Therapeutic Activities 45 min (97530): $120.” If you use the Occupational Therapy (OT) Invoice Template, map each CPT-coded service to a clear line item.

What mileage and trip fee can I add for home or community visits?

List a flat trip fee plus mileage if allowed by your contract. Example: “Home Visit Trip Fee: $25” and “Mileage 14 miles @ $0.65: $9.10.” Rules vary—check local rules.

Can I list splint fabrication separately from treatment?

Yes. Show fabrication and materials as distinct lines. Example: “Orthotic Mgmt/Training (97760): $95” and “Thermoplastic + straps: $28.” Hand therapists often add “Follow-up Fit 15 min: $40.”

What belongs on an invoice for school-based OT under a monthly contract?

Show the retainer or base hours, then overages. Example: “Monthly OT Services 8 hrs included: $720” and “Overage 2.5 hrs @ $95: $237.50.” Add “Quarterly Progress Report: $60” if contracted.

How do cancellations, no-shows, and late arrivals appear on the bill?

Use a clear fee with notice terms. Example: “No-Show Fee (less than 24 hours): $50.” For late arrivals, bill actual treatment minutes: “Therapeutic Exercise 25 min (97110): $70.”

What do I include for telehealth OT, including platform or tech fees?

List service minutes and note telehealth. Example: “Telehealth Self-Care/ADL Training 45 min (97535): $120.” Add “Secure Platform Fee: $5” only if your agreement permits it. Rules vary—check local rules.

How do I bill when a COTA provides the session under my supervision?

Bill under the supervising occupational therapist if your payer or contract requires it, and note the COTA as the rendering practitioner. Example: “Therapeutic Activities 30 min (COTA provided, OT supervising): $85.” Rules vary—check local rules.

Can I collect a deposit or retainer for custom equipment orders?

Yes, for made-to-order items or rush splints. Example: “Custom Wrist Splint Deposit: $75” applied to the final “Custom Wrist Splint: $150.” State if deposits are nonrefundable.