On the first of each month, a massage practice's paid sessions are pulled from the booking system for clients claiming from a health plan. Each gets one emailed PDF statement with the details health plans ask for, and a copy is filed in Google Drive.
Typical results
Day 1
Statements sent on the first of each month
≈90%
Fewer client requests for missing receipts
Figures reflect typical results for this kind of automation.
The challenge
Many clients claim massage sessions back from a health plan, and each plan wants dates, session length, treatment type, fee and the therapist's registration number. The practice owner builds these statements by hand from the booking system at month end or whenever a client asks, and missing details lead to rejected claims and follow-up emails.
Before and after
Hours on reimbursement statements per month
−80%Client requests for missing receipts per month
−90%The automation
On the first morning of each month, a scheduled automation in Make pulls every paid session from the booking system for clients tagged as claiming from a health plan. It builds one PDF statement per client listing session dates, length, treatment type, fee paid and the treating therapist's registration number. The statement is emailed with a short note on how to submit the claim, and a copy is saved to the client's Google Drive folder for later requests.
How it works
- 01
Runs on the first of the month
A scheduled run in Make starts early on the first morning of each month.
- 02
Paid sessions collected
It pulls every paid session from the booking system for clients tagged as claiming from a health plan.
- 03
One PDF per client
Each statement lists session dates, length, treatment type, fee paid and the treating therapist's registration number.
- 04
Emailed with claim tips
The PDF is emailed to the client with a short note on how to submit it to their health plan.
- 05
Copy filed in Drive
A copy is saved to the client's Google Drive folder, ready for any later request.
Starts from
- Paid sessions in booking
- Clients tagged for claims
Delivers
- Statement emailed to client
- Copy in client Drive folder
The impact
Claiming clients get a complete statement on the first of every month without asking, and the practice saves about 4 hours a month of statement prep. Requests for missing receipts drop by around 90%, and older statements are a quick search away in each client's Drive folder.
Questions about this automation
Which clients get a statement?
Only clients tagged in the booking system as claiming from a health plan. Reception adds the tag at intake or when a client asks, and it can be removed at any time. Clients with no paid sessions in the month are skipped, so nobody receives an empty statement.
What if a client needs a statement in the middle of the month?
Reception can run the same statement for one client and a chosen date range from a short form, and it arrives by email within a minute. Past monthly statements already sit in the client's Google Drive folder, so a lost copy can be forwarded right away.
Does it work with the practice's booking system?
It needs access to the booking system's appointment and payment data, through an API or a scheduled export. The practice adds each therapist's registration number and its letterhead for the PDF, and a Google account handles the emails and the Drive folders. Simple automations like this are usually live within days.