Receipt Writing Guidelines

for Registered Canadian Reflexology Therapists (RCRT™):
Insurance, Client, and Gift Certificate Receipts

Click on the button below to download our guidelines on contraindications.

Introduction

RCRTs™ must ensure that all receipts are:

✔ Legible, accurate, and reflective of the actual reflexology therapy services provided;

✔ Issued only after the session is provided (never pre-dated or backdated);

✔ Presented with full transparency to the client, especially regarding insurance eligibility;

✔ Complete with all required information as outlined below.

RCRT™s must also clarify whether the receipt is intended for insurance reimbursement, client records, or another purpose (e.g., gift certificate redemption). When services include multiple modalities, only the reflexology portion may be claimed using the RCRT™ designation and number.

Required Information on All Reflexology Receipts Issued by a RCRT™:

Receipts must include the following:

Full name(s) of the client(s)

Date of the session (i.e., when the reflexology therapy was provided)

Date of payment (if different from the date of service, both dates must be shown)

Type of reflexology therapy session (e.g., foot, hand, ear, face). Do not list specific protocols.

Length of the reflexology therapy session (e.g., 30-minute, 45-minute, 60-minute, 90-minute).

If this was an initial reflexology therapy session, it should be clearly marked on the receipt — for example, by including ‘Initial Reflexology Therapy Session’ in the session description section.

Name of the reflexology therapist (RCRT™)

RCRT™ registration number

The Association’s name (Reflexology Association of Canada)

Business name and complete address (street number, street name, city, province, postal code)

Business phone number

The amount of the session

Tax (if applicable)

Total amount paid

Method of payment

Additional considerations

1. Multiple Modalities

a. When a reflexology therapy session includes multiple modalities, each must be listed separately with the time spent on each. For example: Foot Reflexology – 45 minutes; Reiki – 30 minutes. Only the reflexology portion may include the RCRT™ number.

2. Prepayment and Timing

a. Receipts must not be issued in advance for insurance reimbursement purposes. Any prepayment receipts must be clearly labeled as “payment received,” and not as a receipt for services rendered.

b. Any prepayment receipts must clearly state “payment received” and must not be presented as a receipt for services rendered.

Note: Prepayment receipts for future reflexology therapy sessions must only acknowledge payment and must never be used in place of a receipt for services delivered.

c. Receipts for health insurance reimbursements must only be provided after the completion of the Reflexology therapy session. RCRT™s should be upfront and transparent with clients about the type of receipts that they are issuing.

3. Address of Service

a. The address listed on the receipt must be the address of the location where the Reflexology therapy session was delivered.

b. If the physical location where the service was provided is different from the address used for assignment of benefits (e.g., services delivered in a client’s home), both addresses must be clearly shown.

c. RCRT™s must distinguish between the address of service and billing address, if different, and indicate both on the receipt.

4. Non-Reflexology Services

a. When an RCRT™ is combining or offering more than one service in a single session, they must itemize the receipt indicating each modality and the duration spent on each service or modality.

b. The therapist’s RCRT™ number must only appear under the Reflexology services that fall under RAC’s Scope of Practice.

c. When an RCRT™ offers services other than Reflexology, their RCRT™ number or the RCRT™ logo should not be included on receipts for the non-Reflexology service.

5. Gift Certificate Policies and Receipt Issuance (Non-Insurance Receipts)

a. All gift certificates must be issued for a specific monetary value, not for a named service or session duration. This ensures clarity for clients and aligns with consumer protection laws.

b. RCRT™s must maintain a secure and organized record of all gift certificates sold.

c. Each gift certificate should clearly display: The exact monetary value of the certificate, terms of use, and a statement indicating that it is not redeemable for cash and non-transferable, if applicable.

d. A receipt must be issued at the time of gift certificate purchase, clearly stating that it is for the purchase of a gift certificate, not for submission to a health insurance provider.

e. When a gift certificate is redeemed:

1. The RCRT™ must issue a receipt reflecting the date the service was delivered;
2. The method of payment must be marked as “gift certificate”; and
3. The receipt must meet all requirements outlined in RAC’s Receipt Writing Guidelines.

f. RCRT™s must ensure clients and purchasers understand:

1. The monetary nature of the gift certificate;
2. What service(s) it may be used for; and
3. That a valid insurance receipt can only be issued when the service is delivered.

6. Transparency and Truthfulness

a. RCRT™s must ensure that all receipts are accurate, truthful, and reflect only the Reflexology therapy services that were actually provided.

b. Submitting or issuing false, misleading, or fraudulent receipts—whether for insurance reimbursement or any other purpose—is strictly prohibited and may result in disciplinary action and legal consequences.