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Medical Massage

Medical Massage in Olympia

Ballaura Wellness Spa’s medical massage therapists provide a targeted plan of treatment along with a recommended series of visits. The techniques used in a medical massage include a broader set of therapies focused on muscle health and recovery. 

The goal of medical massage is outcome-based. While there is a focus on stress relief and relaxation, the medical need takes priority at each session. Depending on your goal, medical massage is used to manage pain, improve circulation, relieve nerve compressions, reduce inflammation, or increase flexibility.

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.

Private & Major Medical Insurance

We are not currently billing any private and major medical insurance plans. However, some plans allow you to pay out of pocket and will reimburse you for some or all of the cost. It is recommended you contact your insurance carrier about medical massage benefits and reimbursement options.

client reimbursement Information

We can provide you with the following:

  • Proof of payment

  • Procedure code

  • Itemized charges

  • Our Tax ID

  • Diagnosis code (MUST BE FROM DOCTOR PRESCRIPTION)

  • Any other required information

Insurance Reinburstment Forms

 

Workers Compensation and Labor and Industries   

Workers’ compensation pays for medical care for work-related injuries or illnesses.  Please read more about covered massage therapy services in Washington State here.

We require the following information before scheduling your appointment

  • Claim or case number
  • Date of Injury
  • Claim adjusters name and contact information
  • A prescription from your Doctor or Chiropractor
  • Copy of the injury report (if applicable)
  • Insurance paperwork and payment policies to be filled out

Personal Injury (PIP)

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

Insurance clients, please read before calling to schedule your visit

Step 1:  Call us.  Please call to make sure we accept your insurance or are taking new insurance clients at that time.

Step 2: Get your prescription. We require ALL insurance clients to have a prescription before scheduling at Ballaura. We treat conditions, but we cannot diagnose them. Even if your insurance company says you don’t need a prescription, we do need one from a qualified medical provider that can so we can bill them with the appropriate billing codes for the appointment.  We will not schedule you without one.

Step 3: Send your prescription, Insurance Card, phone number, and date of birth.  Prior to scheduling your appointment, send the requested information either by fax to 360-539-7729 or by email to Medicalmassage@ballaura.com.  After we verify your coverage we will give you a call to schedule.

Step 4: Wait for us to call to schedule your appointment. We will ask for information from you at the time of scheduling, including a credit card to hold your spot. The card will only be charged if you do not show up to your appointment or cancel within 24 hours of your appointment.  We will also require you to fill out your paperwork and have it send back to us at least 72-hours prior to your scheduled appointment.  If this is not done we will cancel your scheduled massage and you will have to call to reschedule after the paperwork is complete.  We highly recommend scheduling out all your sessions for your referral during the onboarding process otherwise we cannot guarantee you will get all of your sessions in.  

Step 5: Enjoy your massage! We are glad to work with you and your insurance company to provide personalized care. And know that you are on the path to recovery and healing.

 

INSURANCE PAYMENT POLICY AGREEMENT

 

As a courtesy to our clients, we offer insurance billing. As part of that service, we at Ballaura Wellness Spa 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 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.

We require you to be responsible for keeping your prescription up to date. If a prescription has lapsed over 2-weeks this will be considered discontinuation of treatment and you will be taken off the schedule.  Please note we often having waiting lists up to 6 months for insurance visits.  Being taken off the schedule means you will be placed at the bottom of this list.  This is not to be harsh but to ensure everyone can be seen.

We do not bill secondary insurance.  We can provide you information for the visit to submit on your own.

STATEMENT OF PRIVACY PRACTICES (HIPAA)

Here at Ballaura Wellness Spa, we take the utmost care in protecting the confidential information you entrust with us. We may update the privacy policies below from time to time, and we will always inform you of any changes.

PROTECTING YOUR PERSONAL HEALTHCARE INFORMATION

We use and disclose the information we collect from you only as allowed by the Health Insurance Portability and Accountability Act (HIPAA) and the State of Washington. This includes issues related to scheduling, your treatment, and payment. Your personal health information will never be given to anyone else (including family members or your doctors) without your prior written consent. You may give written authorization to Ballaura to disclose your information to anyone you choose, for any purpose. These permissions must be renewed every year, or they will expire. You may also request at any time to rescind those privileges in writing. Our records, both paper and electronic, are secure to the best of our ability from any unauthorized entities.

COLLECTING PROTECTED HEALTH INFORMATION

We will only request personal information needed to provide a high standard of massage & manual therapy care, to implement any payment activities, schedule appointments, communicate information about our practice or comply with the law. This may include your name, address, telephone number(s), email, employment data, medical history, health records, etc. While most of the information will be collected from you, we may obtain information from third parties such as doctors, physical therapists, and chiropractors, if it is deemed necessary for your treatment. Regardless of the source, your personal information will always be protected to the full extent of the law.

DISCLOSURE OF YOUR PROTECTED HEALTH INFORMATION

As stated above, we may disclose information as required by law. We are obligated to provide information to law enforcement and government officials under certain circumstances. We will not sell or otherwise provide your information for marketing purposes without your consent.

USE OF YOUR NAME AND LIMITED CONTACT INFORMATION

We use an online scheduling application that will use your name and email address to communicate confirmations, reminders, and changes about your appointments or information about our practice (for example, the COVID-19 outbreak and how that affects our practice). While your information is stored securely, reminders and confirmations sent to your email address are not. If you would prefer not to provide an email, communication can take place by phone and messages may be left via voicemail or text. In addition, your first and last name will be used to record all financial transactions. Receipts can be provided with limited personal contact information. Receipt requests to be sent via email will not be secure. No diagnosis or health information will be on receipts, but the “procedure” will be (example: 60-minute massage therapy treatment.) Secure alternatives would be to request a hard copy at time of service or by mail.

Patient Rights

You have the right to request copies of your healthcare information and to request a list of instances in which we have disclosed your protected information for uses other than stated above. All such requests must be in writing. We may charge for your copies in an amount allowed by law. You can also notify the U.S. Department of Health and Human Services.

Thank you for being a part of the Ballaura community. Please let us know if you have any questions concerning your privacy rights and the protection of your personal health information.

 

Common Insurance Questions

 

Do I Need A Referral To Get My Treatment Covered By Insurance?

A referral from a doctor is required for all medical massage treatment. 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.

 

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.

 

What Is A Co-Payment?

Your insurance may require a co-payment for your visits. A co-payment is a fixed dollar amount that you are required to pay (and we are contractually required to collect) at the time of your visit.

 

What Is A Co-Insurance?

Once you have personally paid for your medical services up to your annual deductible amount, your insurance plan will begin paying. If your plan has a co-insurance, it will require you to pay that percentage amount for those services you have received in excess of your deductible. For example, your plan has a $1,000 deductible and a 20% co-insurance. You receive an MRI scan costing $1,500 at the beginning of the year. Your plan would require that you pay the first $1,000, plus your co-insurance of $100 (20% of the amount over the deductible, i.e., 20% of $500).

 

What Is A Deductible?

Your insurance plan may require you to personally pay for medical services you receive, starting at the beginning of each calendar year, up to a certain dollar amount. This amount is called your “annual deductible.” For example, if your plan has a $750 annual deductible, you are required to pay the first $750 each year for medical services you receive, after which your plan begins paying. The deductible is applied once each year for all medical services, including specialist visits, outpatient services, durable medical equipment, etc. It may also include primary care visits depending on your coverage.