Fee Schedules are fundamental to establishing standardized reimbursement rates across services and providers. They help ensure billing accuracy, maintain consistency in how charges are applied, and reduce variability that can lead to errors or delays. By providing a reliable pricing framework, they support timely reimbursements, aid in meeting regulatory and payer requirements, and improve audit readiness. Fee Schedules also promote greater transparency for patients by making costs more predictable, while streamlining internal workflows and enhancing overall revenue cycle efficiency.

Adding a new fee schedule

Click Utilities.

Click Practice Setup and then select Fee Schedules. 

Click, New Fee Schedule. If you are creating a CMS Medicare fee schedule, click here to learn more.

In the Name field, enter a clear, descriptive title for your fee schedule to make it easy to identify and manage. If applicable, use the Description field to provide a brief summary of what the fee schedule covers. 

To add a procedure code to a fee schedule, click the + button, select the appropriate CPT code(s) from the display procedure code dropdown menu, enter the fee amount, and include the expected rate if applicable.

Click Save to save the fee schedule.

The fee schedule will appear in your list of fee schedules. 

Attaching fee schedules to procedure codes

Click Practice Setup and then Procedure Codes.

Use the search fields in the search bar to locate the appropriate procedure code.

 Click on the Procedure Code.

At the bottom of the Charge Transaction Code screen, click the (+) icon next to Charge Fee Schedule to add a fee schedule. Then select the fee schedule you created from the dropdown menu and enter the fee amount and expected rate, if applicable. 

Click Save to add the CPT code to your selected fee schedule.

Set the default fee schedule for self-pay encounters

To automatically default a fee schedule for all new Self-Pay cases, whether created in the system or imported, navigate to Company Preferences under Preferences. From the Default Self Pay Fee Schedule dropdown, select the appropriate fee schedule. 

Click Save to store the default fee schedule, then log out and log back in for the changes to take effect. This ensures the selected fee schedule is automatically applied to all Self-Pay encounters by default, helping maintain consistency and reducing manual setup.

Deactivate or edit a fee schedule

Deactivate

A fee schedule may be deactivated when it is no longer needed or is no longer aligned with current payer or organizational requirements. Deactivating a fee schedule helps maintain accurate and up-to-date billing data, prevents its accidental use in new transactions, and ensures that only current, valid fee structures are applied to claims and charge processing.

To deactivate a fee schedule, go to the Fee Schedules screen and click the trash can icon on the far right of the fee schedule you want to deactivate.

Click Deactivate to confirm and deactivate the selected fee schedule.

Edit

A fee schedule may be edited when updates are needed to reflect changes in reimbursement rates, payer requirements, or internal pricing structures. It may also be modified to add or remove procedure codes, correct errors, or align with updated CMS or payer guidelines. Editing ensures the fee schedule remains accurate, compliant, and reflective of current billing standards without needing to create an entirely new schedule.

Click here to learn more about updating CMS procedure code fees or editing fee amounts!

To edit a fee schedule, go to the Fee Schedules screen and click the name of the fee schedule you want to modify.

Make the necessary edits, then click Save to apply and store your updates.

For further information on the CMS Medicare Fee Schedule, click here!

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