Insurance Benefits Verification Log for Therapists | Deductible & Out-of-Pocket Tracker, January Re-Verify Sweep | Notion + Google Sheet

Keep every benefits check, deductible and out-of-pocket total in one place, in Notion or Google Sheets. A simple verification log and EOB tracker for solo therapists, ready for the January reset.

A verification log for every call or portal check. Date, method (portal, phone, clearinghouse), rep name as given, reference number, copay, coinsurance, deductible, out-of-pocket max, pre-auth required and number, visit limit and your own next re-verify date. The latest one per plan year feeds the totals.

Deductible and out-of-pocket remaining, per client and plan year. Copy each EOB line as printed (allowed amount, applied to deductible, counts toward out-of-pocket). The tracker adds them up against the deductible and out-of-pocket max you entered and shows what's left after each line.

A 'likely met' flag. When the remaining amount reaches $0.00, the flag reads "Likely met: check next EOB": a reminder to look at the next statement, nothing more.

A January Sweep. Every plan year starting on your sweep date (Jan 1, 2027 in the sample; change it each year), sorted by first session, with four steps: new card requested, new card received, re-verified, estimate shared. Next Sweep Step tells you what's left.

Overdue and due-soon flags. A plan year reads Overdue when the first session has arrived with no verification logged, or your own re-verify date has passed, and Due soon within 14 days (your setting). Plan years that don't start in January work too: you enter the dates.

Your numbers only. The template holds no payer rules, typical amounts or reset dates, and makes no claim about how any plan works. You type every number from your own calls, portals and EOBs.

Two ways to use it (both included):

- Notion template: one click to Duplicate into your workspace. The hub has 3 linked databases (Plan Years, Verifications, Claims) with the relations, formulas and views already set up for you, including All Plan Years, January Sweep, Sweep Board, Needs Attention, Deductible & Out-of-Pocket, Likely Met, All Verifications, Latest Only, Pre-Auth, All Claims, By Plan Year and Check These, plus three linked views on the hub page.

- Google Sheet: a Start Here tab, a Dashboard with totals, a Needs attention list and a deductible / out-of-pocket summary, a January Sweep tab, and Plan Years, Verifications, Claims and Lists tabs with dropdowns, checks and money rounded to the cent.

What you get (instant digital download, one ZIP):

- Google Sheet tracker (.xlsx; open it in Google Sheets)

- One-page Setup Guide (PDF + DOCX) with the Notion template link

- Notion Setup Walkthrough (illustrated PDF)

- Backup CSV kit for building the Notion version by hand: 3 CSV files and a database structure doc (relations must be linked by hand after import)

Setup time: about 2 minutes for the Notion template and about 5 minutes for Google Sheets. The optional manual Notion build from the CSV kit takes about 25 minutes.

Uses the same CL-001 client IDs as the TherapistOps Practice Tracker. Fictional sample data (17 plan years, 9 verifications, 24 EOB lines, generic plan labels) is included so you can see how everything works; delete it when you're ready.

Please note: A log of what you were told and what your insurer statements (EOBs) show, by client ID: it doesn't contact payers, check eligibility, confirm coverage or payment, or submit claims. Every number and date is yours to enter from your own calls, portals and EOBs; the template holds no payer rules and makes no claim about how any plan works. Never enter names, member IDs, dates of birth, codes or any clinical information.

Fine print

Not HIPAA-compliant storage. Not an EHR. Not billing, insurance, legal or clinical/medical advice. This is an organizational template only. Keep client data wherever your own compliance requires.

Scope: A log of what you were told and what your insurer statements (EOBs) show, by client ID: it doesn't contact payers, check eligibility, confirm coverage or payment, or submit claims. Every number and date is yours to enter from your own calls, portals and EOBs; the template holds no payer rules and makes no claim about how any plan works.

Privacy: Client IDs only (e.g. CL-004), with your own generic plan labels (e.g. Plan A PPO). Never enter names, member or subscriber IDs, dates of birth, diagnosis or procedure codes, or any clinical information. 'Likely met' only compares the amounts you entered with the deductible / out-of-pocket max you entered: check the next EOB. The due-soon window and the sweep plan-year start are your own settings.

All sample data is fictional.