Our team of top notch injury treatment specialists are here when you need them the most whether you just got into an auto accident or suffered an injury at work. We have a dedicated insurance coordinator on staff to assist you with your PIP or L&I claims, working together with you and your case manager to make the entire process seamless. We also accept HSAs and FSAs. Although we are not currently accepting major medical insurance, we can assist you with billing your own insurance. In addition, we have memberships to help reduce initial out of pocket costs. Please see details on all of our insurance practices below.
Insurance-covered massages must be scheduled by phone only. If you book additional services with your insurance visit, please schedule all of them over the phone or in-person to avoid charges for your insurance-covered service. Appointments that are canceled or no-showed with less than 24-hours notice will be subject to a fee per our spa policies. We cannot bill your insurance company for visits that you are not seen for. Please send all medical massage related questions and paperwork to Medicalmassage@ballaura.com or fax to 360-539-7729.
PIPs (Personal Injury Protection)
Most Personal Injury Protection (PIP) policies cover medically necessary massage during an auto injury accident. A medical Doctor or Chiropractor must prescribe this coverage. Depending on the insurance company, we may require you to have an attorney or pay for the treatment out of pocket, and we will give you an invoice to get reimbursed by your insurance company.
We require the following information before scheduling your appointment:
- Claim or case number
- Date of Injury
- State of Injury
- Claim adjuster name and contact information
- A prescription from a Doctor or Chiropractor
- Your attorney, if applicable
- Insurance paperwork and payment policies to be filled out
HSAs and FSAs (Health Savings Accounts and Flexible Savings Accounts)
These are typically workplace benefits used for health care expenses, including massage. You can use those handy savings accounts to pay for your massages!
Self-billing Major Medical Insurance for Massage
We recommend calling your insurance first to make sure they accept reimbursement requests that cover massage therapy and confirm what forms they require. You can also ask if you need a referral or prescription from your healthcare provider. Generally, you need three things to request reimbursement for your out-of-network medical services: 1) Reimbursement form; 2) Invoice; and 3) Receipt. After your massage, let us know that you are billing out-of-network, and we will provide you with the following:
- Proof of payment
- Procedure code
- Itemized charges
- Our Tax ID
- Diagnosis code (MUST BE FROM YOUR DOCTOR PRESCRIPTION)
- Any other required information
- You’ll complete the forms, mail required documentation to your insurance, and they’ll send the reimbursement directly to you.
Insurance Reinburstment Forms
INSURANCE PAYMENT POLICY
As a courtesy to our clients, we can assist you in working with your insurance company. As part of that service, we will contact your insurance company to verify your benefits. We require you to call and know your benefits as well. We also highly recommend that you call our office to clarify any questions about your insurance benefits. If you are aware of any limitation(s) on your insurance benefits, please notify us immediately to allow us to try to maximize your coverage and minimize your out-of-pocket expenses. You are responsible for keeping your prescription up to date. You are fully responsible for any deductibles, copayments, and non-covered services. We require you to keep a card on file that we will automatically be charged for patient responsibility balances that go beyond 30-days. We will also automatically charge for non-covered services. We will not charge until we have tried to rebill, or the claim exceeds 90-days.
COMMON INSURANCE QUESTIONS
How do I get reimbursed for massage therapy by my major medical insurance?
We assist you in the process of self-billing major medical insurance. We recommend calling your insurance first to make sure they accept reimbursement requests that cover massage therapy and confirm what forms they require. You can also ask if you need a referral or prescription from your healthcare provider. Generally, you need three things to request reimbursement for your out-of-network medical services: 1) Reimbursement form; 2) Invoice; and 3) Receipt. After your massage, let us know that you are billing out-of-network, and we will provide you with the paperwork. You’ll complete the forms, mail required documentation to your insurance, and they’ll send the reimbursement directly to you.
DO I NEED A REFERRAL TO GET MY TREATMENT COVERED BY INSURANCE?
Some insurance companies do not require a referral; however, all claims require an ICD-10 diagnosis code and it is outside of the scope of practice for massage therapists to diagnose in the state of Washington. We require a prescription from your PCP, physical therapist, or chiropractor for all types of medical massage that we bill. We recommend calling your insurance to see what they require for you to be reimbursed for massage therapy.
CAN I RECEIVE TREATMENT FOR INJURIES THAT OCCURRED IN AN AUTO ACCIDENT?
In order for us to bill personal injury protection insurance for an auto injury, you must have an open and active claim. We do not bill third party insurance (the other driver’s insurance) so you will need to confirm that you have Personal Injury Protection (PIP) on your policy. We may also require an attorney to be involved depending on the complexity of the case. If you do not have one we can provide referral options for attorneys that we have currently worked with.
Please let us know as soon as possible if you have tested positive for COVID-19, are waiting for test results, developing symptoms, or even considering canceling or rescheduling. This is VERY important––our team is paid for their time no matter what. We can help you determine if we can honor your appointment. We appreciate your respect for our time and commitment to providing you with exceptional service.
- MASSAGE: Cancellations with less than 24-hours’ notice or no shows will be charged a minimum $40 and up to 100% of the service booked. Cancellations at least 24 hours in advance can be made free of charge.
- COUPLES MASSAGE: Cancellations with less than 48-hours’ notice or no shows will be charged a minimum $40 per person and up to 100% of the service booked. Cancellations at least 48 hours in advance can be made free of charge.
- INFRARED SAUNA: Cancellations at least 24 hours in advance can be made free of charge.
You will be charged in full if you do not show up for an appointment.
If you are late for your session, we will do our best to accommodate you for the time you have left without penalizing the following client. Clients who are over 20 minutes late will be asked to reschedule their appointment and will be charged a cancellation fee.
We require a credit card on file in order to book all appointments. We accept cash, Visa, Mastercard, American Express, and HSA cards. We do not accept 3rd party vouchers.
We do not allow sharing of massage packages or upgrading or downgrading pre-purchased packages. You must use the amount and session purchased.
Please visit our memberships page for details on payments.
To ensure your full time on the table, please fill out your intake form that was sent via email prior to your appointment. If not, please arrive at least 10 minutes early to fill out a health intake form and to discuss with your therapist what you’d like to focus on.
CLIENT GUEST POLICIES
No guests are allowed with you at your appointment, including children. Except if you are the parent of a minor receiving treatment.
Many of us have children of our own, too, so for the safety of yours, we ask a few things. Minors receiving massage services must have a signed consent form from a parent or guardian.
Children ages 5 to 15 must have a parent or legal guardian in the room during the massage.
Minors ages 16 to 17 must be on or near the premises, and it is the discretion of our massage therapist if the parent or legal guardian needs to be in the room.
Since we are a service-based business, Ballaura Wellness Spa cannot offer refunds for massage services or gift cards. Gift cards, memberships, and store credit are non-transferable and cannot be shared.
RIGHT OF REFUSAL
We reserve the right to refuse service to anyone at any time without explanation.