HSA/FSA Payment FAQ – Clean Balanced Wellness

HSA/FSA Payment Overview & FAQ

You may be able to use your HSA/FSA account to pay for part of the 12-week Growing Vitality program!

If you plan to use HSA/FSA funds, please contact me before enrolling at Lynda@CleanBalancedWellness.com.

Simple Overview:
How HSA/FSA Works With My 12-Week Nutrition Care Plan

If you plan to use HSA/FSA funds, please contact me before enrolling.

The HSA/FSA process is different from the regular self-pay enrollment process. HSA/FSA funds are not used to pay for the full 12-week program up front. Instead, your HSA/FSA card is charged after each eligible nutrition consultation session so billing stays tied to the date of service.

The total investment for the 12-week nutrition care plan is $3,700.

For clients using HSA/FSA funds, the program is divided into two payment categories:

HSA/FSA-billable nutrition consultation sessions: $2,500

One (1) Initial Nutrition Consultation: $300
Eleven (11) Follow-Up Nutrition Consultations: $200 each

These consultation sessions are billed after each session.

Non-HSA/FSA program support fee: $1,200
This covers the supporting structure of the program, including educational materials, recorded lessons, between-session support, food journal review, program materials, and other non-consultation components.

This portion must be paid separately using a regular credit/debit card, ACH through Practice Better, check, or another non-HSA/FSA payment method.

Labs, when recommended, are paid directly to the lab provider.

Before your first session, you will need to:

Confirm with your HSA/FSA administrator that nutrition consultation services are eligible under your plan.
Review and sign the HSA/FSA Financial Agreement.
Add both an HSA/FSA card and a regular backup card to your Practice Better account.
Confirm that you are seeking nutrition consultation in connection with a physician-diagnosed condition.
Strongly consider requesting a Letter of Medical Necessity or physician referral from your MD or DO.

I can provide templates to help you request a Letter of Medical Necessity from your physician.

General Questions

Do you accept HSA/FSA payments?

Yes. HSA/FSA funds may be used for eligible nutrition consultation sessions when those sessions are connected to care for a specific physician-diagnosed condition.

For direct HSA/FSA payment through Clean Balanced Wellness, eligible expenses are currently limited to:
– Initial Nutrition Consultation
– Follow-Up Nutrition Consultations

HSA/FSA funds are not used to pay for the full 12-week program package up front.

Are nutrition services eligible for HSA/FSA reimbursement?

Nutrition counseling may qualify for HSA/FSA use when it treats a specific disease or medical condition diagnosed by a physician.

General wellness, health optimization, prevention-only education, courses, memberships, and non-consultation program components are not eligible under my current HSA/FSA billing policy.

Because every HSA/FSA plan is different, please contact your plan administrator before using HSA/FSA funds.

What is the difference between an HSA and an FSA?

HSA — Health Savings Account
A tax-advantaged savings account usually paired with a high-deductible health plan. HSA funds generally roll over from year to year.

FSA — Flexible Spending Account
An employer-sponsored account that allows you to set aside pre-tax dollars for eligible medical expenses. FSA funds usually must be used within the plan year, although some plans offer a grace period or carryover.

Your plan administrator is the best source for details about your specific account.

Coverage & Verification

How do I know if my plan covers nutrition services?

Before booking your package with me, please contact your HSA/FSA administrator and ask:

– Are nutrition consultation services with a nutritionist eligible under my plan?

– What documentation do I need?

– Do I need a Letter of Medical Necessity, physician referral, diagnosis code, CPT code, or itemized receipt?

If possible, save any written answers from your administrator for your records.

What provider information should I have ready when I call my HSA/FSA administrator?

Your administrator may only ask for a general description of the service, but it can be helpful to have this information ready:

Provider: Lynda Buitrago, MS, CNS
Business: Clean Balanced Wellness
Service: Initial Nutrition Consultation and Follow-Up Nutrition Consultations
Delivery: Virtual nutrition consultation sessions

If your administrator asks for provider address or NPI number, please contact me and I can provide that information directly.

Diagnosis codes, if required, must come from your physician, MD or DO. Clean Balanced Wellness does not diagnose medical conditions or assign diagnosis codes.

Do I need a Letter of Medical Necessity?

A Letter of Medical Necessity (LMN) or physician referral is strongly recommended for your records and may be requested by your HSA/FSA administrator or in the event of an audit.

If your administrator requires an LMN, you must obtain it from your physician, MD or DO. Clean Balanced Wellness cannot write the LMN for you.

I can provide a template to help you request a Letter of Medical Necessity from your physician.

If a diagnosis code is needed, that code must also come from your physician (MD or DO). Clean Balanced Wellness does not diagnose medical conditions or assign diagnosis codes.

What if my doctor does not write Letters of Medical Necessity?

Some offices may prefer to provide a referral, visit summary, problem list, or other documentation showing your diagnosis and recommendation for nutrition consultation.

You can ask your HSA/FSA administrator whether that documentation is sufficient.

For more details about requesting an LMN from your doctor, click here.

Signing Up With HSA/FSA

How do I sign up for the 12-week program if I plan to use HSA/FSA?

Planning to use HSA/FSA?
Please contact me before enrolling so we can set everything up correctly.

The HSA/FSA billing process is different from the standard self-pay package checkout. HSA/FSA funds are not used to pay for the full 12-week program up front. Instead, your HSA/FSA card is charged after each eligible nutrition consultation session so billing stays tied to the date of service.

Before your first session, you will need to:
– Confirm with your HSA/FSA administrator that nutrition consultation services are eligible under your plan.
– Review and sign the HSA/FSA Financial Agreement.
– Add both an HSA/FSA card and a regular backup card to your Practice Better account.
– Confirm that you are seeking nutrition consultation in connection with a physician-diagnosed condition.
– Strongly consider requesting a Letter of Medical Necessity or physician referral from your MD or DO.

Once these steps are complete, we can start your 12-week nutrition care plan.

If you are not using HSA/FSA funds, you may enroll through the regular self-pay enrollment process.

Will you submit claims directly to my HSA/FSA administrator?

No. I do not submit claims directly to HSA/FSA administrators.

You pay me at the time of booking using your HSA/FSA debit card. I will then provide you with the documentation you need to submit for reimbursement to your administrator if required.

How long does reimbursement take?

Processing times vary by administrator. Typically, reimbursements are processed within 2–6 weeks after submitting your claim. Check with your administrator for their specific timeline.

HSA/FSA Billing for the 12-Week Program

Can I use HSA/FSA for the 12-week nutrition care program?

Yes, but only for the eligible nutrition consultation sessions within the care plan.

To keep HSA/FSA billing tied to the actual date of service, your HSA/FSA card is charged after each nutrition consultation session — not at booking and not for the full 12-week program up front.

This allows you to participate in a structured 12-week nutrition care plan while keeping HSA/FSA billing connected to eligible consultation services.

What parts of the program are not billed to HSA/FSA?

Under my current HSA/FSA billing policy, the following are not eligible for direct HSA/FSA payment through Clean Balanced Wellness:

– general wellness services
– future services
– missed appointment fees
– late cancellation fees
– non-consultation portions of the program, such as online education, between-session chat support, and resources such as meal plans
– any charge that is not approved for payment with HSA/FSA funds

These must be paid separately using a regular credit/debit card, ACH, check, or another non-HSA/FSA payment method.

Is the Thyroid Health Action Plan eligible for HSA/FSA billing?

The Thyroid Health Action Plan is not currently set up as an HSA/FSA-billed service.

HSA/FSA billing is currently limited to eligible Initial Nutrition Consultations and Follow-Up Nutrition Consultations connected to care for a physician-diagnosed condition.

Can I get a refund if my claim is denied?

No. I do not offer refunds for sessions already provided.

If your claim is denied, the charge on your backup card stands, and you are responsible for the full session fee.

Labs

Can I use HSA/FSA for labs?

When lab testing is recommended, you will pay the lab provider directly.

This gives you a separate receipt from the lab provider for your own records and for any documentation your HSA/FSA administrator may request.

Lab eligibility depends on your plan and whether the lab is connected to qualified medical care. Please check with your HSA/FSA administrator before purchasing lab testing.

Documentation & Receipts

What documentation do you provide?

For eligible nutrition consultation sessions, I provide an itemized invoice or receipt that may include:
– client name
– provider name
– provider address
– NPI number
– date of service
– service description
– amount paid
– payment method
– CPT/procedure code, if needed
– diagnosis code, if provided by your MD or DO

Diagnosis codes must come from your physician (MD or DO). Clean Balanced Wellness does not diagnose medical conditions and does not assign diagnosis codes.

If your HSA/FSA administrator requires a more detailed superbill, I can provide one when appropriate.When lab testing is recommended, you will pay the lab provider directly.

This gives you a separate receipt from the lab provider for your own records and for any documentation your HSA/FSA administrator may request.

Do you submit claims directly to my HSA/FSA administrator?

No. I do not submit claims directly to HSA/FSA administrators.

You are responsible for submitting any required documentation and resolving any questions with your plan administrator.

Payment & Refunds

Can I use my HSA/FSA card directly?

Yes, for eligible nutrition consultation sessions (initial and followups).

Your HSA/FSA card is charged after each nutrition consultation session. It is not charged at booking and is not used to prepay the full 12-week program.

A regular backup credit/debit card is required for all clients using HSA/FSA funds.

Why do I need a backup card?

A regular backup card is required because HSA/FSA cards may be declined, run out of funds, or be unavailable for charges that do not qualify.

Your backup card may be used for:
– declined HSA/FSA transactions
– non-qualified charges
– missed appointment fees
– late cancellation fees
– administrative fees
– non-consultation program components
– any charge that cannot be paid with HSA/FSA funds

What happens if my HSA/FSA card is declined?

If your HSA/FSA card is declined at the time of payment, your regular backup card will be charged for the session fee.

What happens if my HSA/FSA claim is denied later?

If your HSA/FSA administrator later denies or questions a claim, you are responsible for resolving that directly with your administrator.

Services already provided are not refundable due to HSA/FSA denial.

Can I get a refund if my HSA/FSA claim is denied?

No. I do not offer refunds for sessions already provided.

Your HSA/FSA administrator’s decision does not change your financial responsibility for services already received.

Additional Information

Do you accept medical insurance?

No.

For direct HSA/FSA payment through Clean Balanced Wellness, eligible expenses are currently limited to Initial Nutrition Consultations and Follow-Up Nutrition Consultations connected to care for a physician-diagnosed condition.

General wellness services, future services, missed appointment fees, late cancellation fees, administrative fees, educational materials, courses, memberships, and non-consultation program components are not eligible under my current HSA/FSA billing policy.

What if I have questions about my HSA/FSA benefits?

Please contact your HSA/FSA administrator directly. They have the most accurate information about your specific plan’s coverage, limits, and documentation requirements.

Where can I find more information about HSA/FSA eligibility?

Your plan administrator is the best source for your specific plan requirements.

You may also want to review:
– IRS Publication 502 — Medical and Dental Expenses
– IRS FAQ on nutrition, wellness, and general health expenses
– your HSA/FSA administrator’s website
– your employer benefits portal, especially for FSA plans

Still Have Questions?

If you have additional questions about your specific coverage or benefits, please contact your HSA/FSA administrator. I’m happy to provide the necessary billing documentation once your coverage is confirmed.