No Surprises Act · 45 CFR §149.610
A Good Faith Estimate, filled out like an intake form, not a compliance project.
Since 1 January 2022, federal law has required a written estimate for self-pay clients and for insured clients who choose not to bill their plan. Enter the client’s name and date of birth, your NPI and TIN, the CPT codes and fees, and the expected schedule. EstimateHarbor sets the document, files it, and sends it.
The first estimate is free. No card to start.
§ 01
Who needs one, and when it is due
The requirement turns on how the client is paying and how far out the appointment sits — not on the kind of therapy provided.
A client needs an estimate if they are
- Uninsured, or paying out of pocket.
- Insured, but choosing not to submit a claim for these sessions.
- Scheduling an appointment, not just asking about your rates.
Delivery deadline, by scheduling window
- Booked 3+ business days ahead
- Estimate owed 1 business day after scheduling.
- Booked 10+ business days ahead
- Estimate owed 3 business days after scheduling.
- Recurring care, 12 months
- One estimate covers the course of care, reissued yearly.
Exposure
A client billed at least $400 more than their estimate for the same care may dispute the charge, and must open the patient–provider dispute resolution process within 120 calendar days of the bill. A provider who fails to furnish a required estimate faces civil penalties of up to $10,000 per violation. Full breakdown, with citations.
§ 02
Pricing
One free estimate to try it. Nine dollars a month once you have more than one client on file.
| Plan | Free$0 | Solo$9/mo | Clinic$19/mo |
|---|---|---|---|
| Stored estimates | 1 | Unlimited | Unlimited |
| Required CMS disclosures | Yes | Yes | Yes |
| Client delivery email | Yes | Yes | Yes |
| Hosted estimate link | Yes | Yes | Yes |
| 12-month renewal reminders | — | Yes | Yes |
| EstimateHarbor footer branding | Yes | — | — |
| Clinicians on one account | 1 | 1 | Up to 5 |
§ 03
Documentation
What the rule requires, in plain language, with the citation for each claim.
- IWho needs a GFESelf-pay clients, and insured clients who choose not to bill.
- IIDelivery timingThe 1-day and 3-day deadlines, counted from the day of booking.
- IIIWhat has to be in itEvery element CMS requires on the document itself.
- IVThe dispute processThe $400 threshold and the 120-day filing window.
- VRecurring careWhen one estimate can cover twelve months of sessions.
- VIData & PHIWhat is stored, what is encrypted, and what is never collected.