Is this only for January?

No. Use it for January preparation, a plan's actual benefit-period change, or a reported insurance change during care. Confirm the relevant dates with the payer.

Does the workbook check insurance automatically?

No. Your team performs the verification and records its status. The workbook organizes the work; it does not connect to payer systems or calculate a patient's benefits.

What should we record in it?

Use a clinic-approved internal reference and the minimum workflow information your team needs. Do not enter names, dates of birth, member IDs, diagnoses, or clinical notes. Internal references can still link to a patient: store the workbook only in a clinic-approved location with appropriate access controls. Keep detailed verification evidence in your approved system.

Does completing the checklist guarantee payment?

No. Record the information available for the planned service and date, along with any uncertainty. Coverage and payment remain subject to the plan's terms and claim adjudication.

Resource library

Free insurance reverification workbook

Insurance Reverification Checklist for Therapy Clinics

Prepare for a new benefit year without losing track of patients already in care. Use this checklist and Excel worklist to track coverage status, benefit changes, visit limits, referral or authorization requirements, and the next action before a patient's upcoming visit.

Excel checklist and worklist

Why this resource

A worklist for the patients whose benefits need another look

An existing patient can arrive with a different plan, changed benefits, or an unanswered authorization question. Checking that coverage is active is only part of the work. Your team also needs to know what changed and who will resolve anything still open.

Use this workbook to prepare for the new benefit year (January 2027 for calendar-year plans) or any other benefit-period change. Confirm each plan's coverage dates, deductible period, and visit-limit period separately; do not assume every plan or benefit resets on January 1.

What's included

A repeatable checklist.

Review coverage, therapy benefits, patient responsibility, visit limits, and referral or authorization requirements for initial evaluations and follow-up visits, based on the upcoming date of service.

An editable worklist.

Keep the next appointment, verification status, assigned staff member, follow-up date, and unresolved question in one view. Keep detailed patient and payer records in your clinic's approved system.

An example and clear handoff.

Follow a fictional row from an open benefits question to a documented next action. An unanswered field remains an unanswered question; the workbook does not decide coverage or payment.

How to use it

01
Build the list.
Identify active patients with upcoming appointments around a benefit-period change or reported insurance change. Prioritize by next visit and what is still unknown.
02
Verify for the upcoming visit.
Use current payer information and the checklist. If information for the new period is unavailable, record a follow-up date instead of assuming the existing answer continues.
03
Close the handoff.
Record the source in your approved system, assign unresolved items, update the patient estimate when needed, and tell the front desk what remains open.

Who it helps

Who it's for

Front-desk and benefits teams preparing for a new benefit period.
Clinic managers coordinating verification across staff or locations.
PT, OT, and speech therapy teams managing patients who remain in care when insurance changes.