Superbills

A superbill is an itemized record of a patient's services and payments. A patient who pays you directly (self-pay or out of network) sends it to their own insurer to ask for reimbursement. Issuing a superbill never sends a claim or anything else to a payer.

Superbills live on the patient's chart, on the Billing page under Insurance.

What a superbill shows#

• Billing provider: the billing name, NPI, tax ID, taxonomy, address and phone of the location the services were billed from. A location set to bill apart from the practice uses its own billing details.
• Patient: name, date of birth, account number and address.
• Insurance: the patient's highest-priority insurance on file for the dates, with member ID, group number and the insured person. When no insurance is on file, the superbill asks the patient to add it before they submit.
• Diagnoses: every diagnosis code the services point to, lettered A to L.
• Services: each charge in the dates with its date of service, place of service, code, modifiers, units, the diagnosis letters it points to, the provider who gave it, the charge and what the patient paid toward it.
• Rendering providers: the name, NPI and taxonomy of each provider on the services, so a patient seen by two providers has each service credited to the right one.

Voided charges are left out. Payments from insurance are not shown in Paid; it lists the patient's own payments.

Issue a superbill#

1. Open the patient's chart and go to Billing.
2. In Superbills, click New Superbill.
3. Choose Services from and Services to. A superbill covers up to one year.
4. Click Issue Superbill.

To print it, open the row's menu and click Print. Give or mail the PDF to the patient.

Superbill runs#

A superbill run issues superbills for many patients at once, for example every family that paid you directly last month. Open Accounts in the main menu and click Superbill runs.

1. Click New Superbill Run.
2. Choose Services from and Services to. The dates start on last month.
3. Keep Self-pay patients, Out-of-network patients or both turned on. Self-pay patients had services billed to them; out-of-network patients had services billed on a coverage whose network status is Out of network.
4. Turn on Email each family a secure link to send each superbill as a secure document: the email holds only a link to the responsible party, and the one-time code to open it goes by text message to a mobile number on the chart. Emailing needs text messages set up for your clinic.
5. Click Preview. The list shows each patient with their services and charges and whether a secure link can reach the family. Uncheck anyone to leave out.
6. Click Start Run.

The run works in the background; the list shows its progress. When it finishes, open the row's menu and click Download ZIP for one PDF per patient, named by chart number. Families with no email address or mobile number are counted under Secure email as not sent, so you can give or mail their copy from the ZIP.

Each superbill a run issues is saved on the patient's chart like one you issue by hand, and a second run for the same dates issues revisions. Only one run can work at a time.

Correct a superbill#

If something changes after you issue a superbill (a refund, a voided charge or a corrected visit), issue a new one for the same dates. The new one is marked Revision and states which earlier superbill it replaces; the earlier one is marked Replaced and stays on the chart.

Who can use superbills#

Anyone who can read patient accounts sees and prints superbills. Issuing one, or starting and downloading a superbill run, needs permission to run statements, which the Billing Manager and Biller roles have.