Insurance Reimbursement & Documentation
Ballaura Wellness Spa does not bill medical insurance directly. However, some insurance plans may reimburse members for massage therapy received from an out-of-network provider.
As a courtesy, we can provide limited documentation that you may submit to your insurance company. You are responsible for confirming your benefits, obtaining any required referral or diagnosis information, submitting your claim, communicating with your insurance company, and following up on reimbursement decisions.
Please read this page carefully before scheduling an appointment if you intend to seek insurance reimbursement.
Before Scheduling Your Massage
Insurance coverage and reimbursement requirements vary between plans. Before scheduling, please contact your insurance company and ask:
- Does my plan reimburse for massage therapy provided by an out-of-network licensed massage therapist?
- Is a prescription or referral required?
- Is a diagnosis code required?
- Does my massage therapist need a National Provider Identifier (NPI)?
- What forms and documentation are required?
- Are SOAP notes or treatment records required?
- Is there a limit on the number of visits or reimbursement amount?
- What is the deadline for submitting my claim?
Ballaura cannot verify your benefits or guarantee reimbursement.
National Provider Identifier (NPI)
Some insurance companies require the treating massage therapist to have an individual National Provider Identifier (NPI) before they will consider reimbursement.
Because Ballaura Wellness Spa does not bill medical insurance, our massage therapists are not required to obtain or maintain an NPI. Some therapists may independently have an NPI, while others do not.
If your insurance company requires your massage therapist to have an NPI, Ballaura may not be the best provider for your insurance reimbursement needs.
Please confirm your insurance company’s requirements before scheduling your appointment.
You can search the official federal NPI Registry here:
NPI Registry: https://npiregistry.cms.hhs.gov
Our Administrative Support Policy
Our primary focus is providing exceptional massage therapy and wellness services—not insurance administration.
Due to our limited front desk administrative support, we can only provide the documentation specifically outlined on this page. We are unable to provide additional insurance-related services beyond what is listed below.
Guests are responsible for:
- Verifying insurance benefits and coverage
- Determining what documentation their insurance company requires
- Confirming whether an NPI is required
- Obtaining any required prescription or referral
- Obtaining any required diagnosis code
- Completing insurance forms
- Submitting claims
- Communicating with their insurance company
- Following up regarding reimbursement decisions
What Ballaura Can Provide
Upon request, Ballaura may provide:
- Itemized invoice
- Proof of payment
- Existing SOAP notes or treatment records
- Treating massage therapist’s name
- Ballaura business information
- Ballaura tax identification number
- Applicable CPT procedure code
- Place of Service -POS Code: 11-Office
The most commonly used massage therapy CPT code is:
97124 – Massage Therapy
Massage therapists do not diagnose medical conditions and cannot provide diagnosis codes. If your insurance company requires a diagnosis code, it must be obtained from the healthcare provider who diagnosed your condition or issued your referral.
Ballaura Does Not Bill Insurance
Ballaura does not:
- Bill insurance companies
- Verify insurance benefits
- Submit insurance claims
- Complete insurance claim forms
- Contact insurance companies on your behalf
- Send documentation directly to insurance companies
- Research individual insurance requirements
- Track claim status
- Appeal denied claims
- Create diagnoses
- Select diagnosis codes
- Write medical necessity letters
- Create custom reports or treatment narratives
- Alter existing treatment records
- Guarantee reimbursement
- Provide expedited records processing
Requesting Documentation
Please request documentation as early as possible.
Requests are processed in the order they are received. Please allow up to 15 working days after we receive a complete request.
We cannot guarantee same-day or expedited processing.
Please include:
- Your full name
- Date of birth
- Dates of service requested
- Therapist’s name (if known)
- The documentation being requested
SOAP Notes & Treatment Records
SOAP notes are part of your treatment record and are different from an invoice or receipt.
When requested shortly after your appointment, we can generally email a copy of the available SOAP note for that visit at no charge.
All records are provided directly to you. You are responsible for submitting them to your insurance company, attorney, or any other third party.
Requests Requiring Additional Record Processing
Some requests require substantially more administrative work than providing documentation for a recent appointment.
Additional processing time and any legally permitted fees may apply when requests involve:
- Multiple appointments
- Extended treatment history
- Records requested months or years after services
- Archived records
- Multiple SOAP notes
- PIP claims
- Automobile accident claims
- Attorney-related requests
- Large-volume record requests
- Duplicate requests for previously provided records
Please allow up to 15 working days for these requests.
Ballaura provides copies of existing records only. We do not create new records, rewrite SOAP notes, prepare retrospective summaries, or create customized reports.
Medical Record Fees
Ballaura reserves the right to charge reasonable fees for copying, printing, and producing records when permitted by Washington State and federal law.
Washington law permits reasonable fees for certain medical record requests. When applicable, any fees will be communicated before records are released.
When federal HIPAA patient-access rules apply, fees will be limited to those permitted under federal law.
PIP & Automobile Accident Claims
Ballaura does not bill Personal Injury Protection (PIP), automobile insurance, attorneys, or any third party.
Payment is due in full at the time of each appointment.
Guests are responsible for submitting any documentation to their insurance company or attorney if they wish to seek reimbursement.
Upon written request, Ballaura may provide copies of existing invoices and treatment records directly to the guest.
Because PIP and automobile accident claims often involve multiple visits and extensive documentation, additional processing time and legally permitted record-production fees may apply.
Ballaura does not:
- Submit PIP claims
- Complete insurance or legal paperwork
- Communicate with insurance adjusters
- Communicate with attorneys
- Provide claim status updates
- Write legal narratives
- Offer opinions regarding fault or causation
- Guarantee reimbursement
HSA & FSA Payments
Ballaura accepts HSA and FSA payment cards for eligible services.
Eligibility is determined by your individual HSA or FSA plan. Please contact your plan administrator with questions regarding coverage or reimbursement.
Common Insurance Forms & Resources
To help make the self-billing process a little easier, we’ve included links below to some of the most commonly requested insurance claim forms and resources.
Please note that insurance companies may update their forms or reimbursement requirements at any time. If you can’t find what you’re looking for, we recommend contacting your insurance company directly or visiting your member portal for the most current information.
Common Insurance Forms
Additional Resource
Thank You
We’re happy to provide the documentation outlined on this page as a courtesy to our guests.
By keeping our insurance support process clear and consistent, we’re able to focus our time and attention where it matters most—providing exceptional care and an outstanding massage experience.
Thank you for your understanding and support.
