How to write your Billable Services Reference Sheet
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Use cases for this template
HarborView Medical Aligns ED and Telehealth Billing
The Challenge
HarborView Medical Associates struggled with inconsistent rates for emergency department consults and telehealth follow-ups, muddled distinctions between physician services and clinical staff tasks, and a tangle of CPT codes and HCPCS codes that led to denied Medicare claims, delayed payment, and frustrated patient conversations about coverage and benefits.
The Solution
They adopted the service-and-rate contract to set clear hourly pricing, fixed rates, and pass-through costs, then used the Proposal Kit only for supporting documents: a leadership proposal outlining revenue cycle management goals, a quick reference guide mapping services provided to CMS criteria and applicable guidelines, and training materials that clarified diagnosis, procedure, complexity, location of service, and eligibility.
The Implementation
A cross-functional team cataloged ED, critical care, telehealth visits, and chronic care management into a coding crosswalk with required documentation, built a report template for what was involved and expected, and used Proposal Kit line-item quoting to model rollout costs by site while AI Writer produced policy summaries and staff guidance without altering the legal contract itself.
The Outcome
Clean claims and accurate reports cut denials, shortened days in A/R, and improved transparency so patients understood coverage upfront; providers knew who to contact, when to pause or resume work, and how to meet CMS guidance, which boosted operational confidence and made invoices predictable and paid on time.
SilverPines Post-Acute and NorthBridge Advisory Clarify Pass-Through Costs
The Challenge
At skilled nursing centers run by SilverPines, management services from NorthBridge triggered disputes over pass-through expenses, unclear fixed rates for training, and inconsistent documentation for Medicare, leaving providers guessing about criteria and patients stuck waiting as invoices bounced between teams.
The Solution
They anchored collaboration on the rates contract for services, fixed costs, and pass-throughs, and produced supporting documents with Proposal Kit: a cost-benefit study for a diabetes program and chronic care management expansion, a guidance memo aligning CPT/HCPCS selection with CMS coverage, and a quick reference sheet to separate physician tasks from clinical staff duties.
The Implementation
Using Proposal Kit, they assembled a program plan with line-item quoting to forecast expected totals by visit and location, and AI Writer generated checklists for required documentation, diagnosis coding, and eligibility verification; none of these tools edited the legal contract, but they provided the surrounding playbook to execute it.
The Outcome
Invoices stabilized, Medicare claims flowed with fewer edits, and payment came faster; staff gained a shared language for services provided, patients saw clearer explanations of benefits, and management could report on results confidently across all facilities.
PulseLoop Telecare Nails Scope for Critical Care Consults
The Challenge
Startup PulseLoop partnered with Lakeside Hospital to support critical care handoffs and after-hours telehealth, but scope creep, vague rates, and coding ambiguity around complexity and location led to operational friction and stalled revenue cycle management.
The Solution
They implemented the service-rate contract to define billable time, fixed platform costs, and pass-through items, then used Proposal Kit to create a hospital-facing proposal, a quick reference guide tying services to applicable guidelines and CMS rules, and training materials that clarified diagnosis-to-procedure mapping and documentation standards.
The Implementation
The team mapped physician services versus clinical staff workflows to CPT codes and HCPCS codes, built a concise report template for each encounter, and used line-item quoting to price pilots by unit while AI Writer produced onboarding guides, coverage summaries for Medicare, and contact routes for escalations, supporting the contract without writing it.
The Outcome
Lakeside saw faster, cleaner claims and predictable payment; PulseLoop contained scope, forecasted revenue accurately, and improved patient communication during consults, with providers aligned on criteria, documentation, and when to resume work after approvals.
Abstract
This contract functions as a practical, quick reference sheet for defining services provided, their billing rate per hour, fixed rates, and pass-through expenses. It helps a business set clear expectations, control scope, and improve revenue cycle management. In a medical context, practices and other providers can use it as a quick reference guide to align physician services, management services, and work performed by clinical staff with internal policies and applicable guidelines.
The structure is straightforward. First, list each service type with the hourly rate so stakeholders see the expected cost by task, procedure, or visit. Second, identify fixed rates and costs-items such as subscriptions, standard supplies, or regulatory filings-that apply regardless of time spent.
Third, specify pass-through costs billed to the company on a client's behalf, with the criteria for when they apply. Clear documentation and a brief report of the services involved make it easier to reconcile invoices and confirm what was paid.
Healthcare organizations often link each service category to CPT codes and HCPCS codes, Medicare coverage, and CMS guidance. For example, physician services in the emergency department or critical care can reference applicable guidelines, location of service, and complexity. Telehealth visits, chronic care management, and a diabetes program can map to Medicare eligibility, diagnosis details, and payment rules for medicare claims. While this contract does not list codes, it serves as the resource that tells your team where to attach the correct codes and benefits rules so claims are submitted accurately and paid as expected.
Use cases include: a physician group standardizing hourly consulting and training rates; a hospital unit defining fixed costs for clinical documentation improvement; a skilled nursing facility assigning pass-through expenses for medical devices; a management vendor supporting revenue cycle management projects; or a telehealth rollout clarifying which services are eligible under Medicare and who to contact for guidance. Define who is involved, the location, and when work must stop for approval so teams can resume once the criteria are met.
Proposal Kit can streamline this work. Its document assembly tools, automated line-item quoting, AI Writer for building related supporting documents, and extensive template library make it easier to write, maintain, and deploy this type of quick reference without friction, helping your practice keep policies consistent and easy to use.
Beyond defining rates, this framework strengthens budgeting, forecasting, and resource allocation. Finance and operations can align on expected payment timing, coverage assumptions, and complexity by procedure, which reduces write-offs and disputes. Clear criteria for fixed and pass-through items make invoice review faster and improve transparency for the physician, clinical staff, and management. When teams use consistent language for services provided and applicable guidelines, they accelerate revenue cycle management while freeing clinicians to focus on the patient rather than paperwork.
Proposal Kit can help teams produce and maintain this resource efficiently. Use document assembly to merge your service catalog with CPT/HCPCS placeholders, CMS guidance, eligibility notes, and location-of-service criteria into a single quick reference. Automated line-item quoting standardizes estimates for projects that combine visits, training, and management services.
The AI Writer can build supporting documentation such as procedures, role outlines, and brief reports for staff training. With the extensive template library, organizations can roll out consistent quick reference guides across emergency departments, skilled nursing, telehealth, chronic care management, and diabetes program settings so stakeholders know who is involved, what to contact, and how to resume work once approvals are met.
Consider adding governance and update routines that keep the quick reference current with CMS regulatory changes. A simple crosswalk that maps services provided to CPT codes, HCPCS codes, Medicare coverage criteria, and applicable benefits helps providers select the right procedure, diagnosis, and location of service. Define which activities are physician services versus clinical staff tasks, which visits are eligible for Medicare, and the expected complexity tiers for emergency department, critical care, telehealth, and skilled nursing settings.
Clarify documentation needed for each line item so the report on time, expenses, and pass-throughs supports accurate payment and reduces denials on Medicare claims. This improves transparency for the patient and aligns medical practice operations with revenue cycle management goals.
Operationally, set thresholds for when pass-through costs require approval, who to contact for questions, and when work must pause and resume. Outline management services that coordinate scheduling, training, and guidance, so everyone involved knows the workflow from intake to paid invoice. Include scenario pricing for a diabetes program, chronic care management, or telehealth follow-ups to show expected totals by visit and location. Build a concise, quick reference guide or quick reference sheet for frontline use, then keep a detailed back-end resource for finance to audit coverage, reconcile what was paid, and analyze variances.
Proposal Kit can help teams assemble these documents quickly and consistently. Use document assembly to produce standardized service catalogs with embedded coding guidance, apply automated line-item quoting to model multi-site rollouts, and rely on the AI Writer to generate supporting procedures, role descriptions, and training aids. The extensive template library simplifies maintaining versions tailored for physicians, clinical staff, and management audiences without adding complexity to everyday work.
How to write my Billable Services Reference Sheet document - The Narrative
The purpose of this document is to explain several of the various services Company Name offers and to differentiate them from one another in order to understand how Company Name bills for its time and services. The following is a list of the various services we offer and the billable rate per hour for each of the services. You may refer to these rates when calculating the job cost for each project.
Service Type Billing Rate / Hour Insert type of service offered Hourly Rate.
Fixed Rates and Costs
During the course of working with Company Name, the following rates for expenses and fixed costs will apply. Fixed Cost Type Billing Rate / Hour Insert description of cost type Hourly Rate.
Pass-Through Costs and Expenses
During the course of working with Company Name, the following items may be billed to Company accounts on behalf of our clients. Pass-Through Cost Type Billing Rate / Hour Insert description of cost type Hourly Rate.

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Frequently Asked Questions
How do I customize this contract to fit my business needs?
Customizing this contract involves editing the document to include your business details, terms, and conditions. The templates are designed to be flexible, allowing you to insert your company's name, address, and other relevant information. You can modify clauses to reflect your unique business practices and legal requirements.
Is this contract compliant with laws and regulations?
The legal contract templates are written by legal professionals and designed to comply with current laws and regulations at the time of their writing. However, laws can vary by jurisdiction and change over time, so it's recommended to have your contract reviewed by a local attorney to ensure it meets all legal requirements specific to your region and industry. Templates are licensed as self-help information and not as legal advice.
Can I use the same contract for different clients or projects?
You can use the same contract for different clients or projects. The templates are versatile and easily adapted for various scenarios. You will need to update specific details such as client names, project descriptions, and any unique terms for each new agreement to ensure that each contract accurately reflects the particulars of the individual client or project.
What should I do if I encounter a clause or term I don't understand?
If you encounter a clause or term in the contract that you need help understanding, you can refer to guidance notes explaining each section's purpose and use. For more complex or unclear terms, it's advisable to consult with a legal professional who can explain the clause and help you determine if any modifications are necessary to suit your specific needs.
How do I ensure that the contract is legally binding and enforceable?
To ensure that the contract is legally binding and enforceable, follow these steps:
- Complete all relevant sections: Make sure all blanks are filled in with accurate information.
- Include all necessary terms and conditions: Ensure that all essential elements, such as payment terms, deliverables, timelines, and responsibilities, are clearly defined.
- Signatures: Both parties must sign the contract, and it is often recommended that the contract be witnessed or notarized, depending on the legal requirements in your jurisdiction.
- Consult a legal professional: Before finalizing the contract, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.

By Ian Lauder

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