To create an HSA and FSA coverage handout for doula clients, include a plain explainer of the accounts, a note that many plans cover doula services, the steps to verify coverage with their provider, answers to common questions, a letter of medical necessity template, and your contact information. One document answers the questions that otherwise come up again and again.
Key Takeaways
- A client handout on HSA and FSA coverage removes a common financial barrier and shows clients how to put pre-tax money toward doula care.
- Include a plain explainer of HSA and FSA accounts and a note that many, though not all, plans cover doula services.
- Give clients the exact steps to verify coverage: contact the provider, describe the service, and gather documentation.
- Provide a letter of medical necessity template so clients have a ready document to submit.
- Add your contact information and receipt details so clients can finish a claim without extra back-and-forth.
Part of supporting a client is helping them figure out how to pay without stress. One of the most useful things I can hand a client is a clear explanation of whether they can use their Health Savings Account (HSA) or Flexible Spending Account (FSA) to cover doula services. A short handout does that work for you, so the same questions do not come up over and over.
Why give clients a handout about HSA and FSA coverage?
A clear handout eases a client's money worries and makes you look like the professional you are. It signals that you think about their whole experience, not just the birth.
It also helps you get paid cleanly. HSA and FSA money is pre-tax money set aside for medical costs, often with a deadline to spend it, and a client who understands that can pay you easily, usually with a card. Pointing them to those funds is a win for both of you.
What should the HSA and FSA handout include?
A useful handout has six parts. Keep each one short and plain.
A plain explainer of HSA and FSA
Open with a two-sentence description of what these accounts are: pre-tax money set aside for qualified medical expenses, which can cover a wide range of healthcare services. Most clients have never had it explained simply.
Whether doula services are eligible
Tell clients the honest truth. Not every plan covers doula services, but many do, so they have to check with their own provider. Note that doula support contributes to maternal health, which can matter when a plan weighs coverage.
Steps to verify coverage
- Contact the HSA or FSA provider, using the number or website on their account card.
- Describe the service, in terms of how it supports the health of the parent and newborn.
- Gather documentation, such as a receipt or a letter of medical necessity, and tell them what you can provide.
Common questions
- What if my plan does not cover doula services? Suggest they ask their HR department or benefits manager whether coverage can be added.
- How do I submit a claim? Give the basic steps for submitting to their HSA or FSA administrator.
A sample letter of medical necessity
Include a template for a letter of medical necessity so clients have a ready document to bring to their provider. This is the single item that most often unlocks the funds, and having a draft saves everyone time. My Doula's Guide to Filing Insurance Forms ($10) includes the paperwork templates you need for this, and it counts toward your DONA recertification.
Your contact information
Close with how to reach you. A client who can ask a quick question instead of guessing is a client who finishes the claim.
Where does this fit with getting paid?
This handout pairs with the mechanics of actually running the payment. If you want the how-to on accepting the funds themselves, read how to accept HSA and FSA funds as a doula, and if a client would rather pay you and seek reimbursement, I cover that in how clients use insurance without you being credentialed.
Building client-facing tools like this is easier with a group to borrow from. The Doula Mentoring Collective gives you live weekly support and doulas who have already built these handouts, for $37 a month.
Frequently Asked Questions
Should the handout promise that a client's plan will cover doula services?
No. Coverage varies by plan, so the handout should say many plans cover doula support and direct the client to verify with their own provider. Promising coverage sets up disappointment and can hurt your credibility.
Do I write the letter of medical necessity, or does the client's provider?
You can supply a template, but the letter itself comes from the client's care provider, such as their midwife or physician. Giving clients a ready draft makes it easy for the provider to review and sign.
What format should the handout be in?
A one-page PDF is ideal because clients can save it, print it, or forward it to their benefits administrator. Keep it to plain language and short sections so it is easy to scan.
Can I use the same handout for every client?
Yes, with one caveat: keep the plan-specific details generic and let each client fill in their own provider's contact information. Your services, the verification steps, and the letter template stay the same for everyone.
Does offering this handout mean I am billing insurance?
No. The handout only helps the client use their own account or seek reimbursement. You are still paid directly and are not billing any insurer, which keeps you out of the credentialing process entirely.
