How To: Create Superbills

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Superbills are most frequently used when your client has insurance that you are not paneled with. Whether you choose to not accept insurance at all or your client would rather work with you than a preferred provider, their insurance plan may offer an out-of-network (OON) benefit. In this case, you can collect your fee upfront and provide documentation to the client to submit to their insurance provider for reimbursement. Superbills are specialized forms meant for this purpose. They contain the necessary and detailed information about you as a rendering provider, the services you provided, and the fees charged that an insurance company would need in order to reimburse your client.

While TherapyNotes can help you easily create superbills to provide to clients, we recommend submitting out-of-network claims electronically through TherapyNotes on your client's behalf. To learn more about submitting claims electronically, read How To: Submit Out-of-Network Claims Electronically.

Superbills can be generated once a clinician creates a draft of a billable note for a client who is set up to bill their insurance, allowing you to quickly generate the form at the end of a session. Nevertheless, be sure that your documentation is always completed and signed as well.

Role Required: Practice Biller

Before creating a superbill:

  • Click Patients > Patient Name > Patient Billing tab
  • Under Search Billing Transactions, click the date(s) of service you want to create a superbill for
  • Verify that the Method for the corresponding date(s) of service is set to Insurance - Out of Network - Paper. For additional guidance, read How To: Set Billing Method
  • Verify that the Coverage for the corresponding date(s) of service is 0 or left blank. In order for the client to get reimbursed by insurance using a superbill, the client must pay the entire cost of the service up front
  • Enter the client's payment for the service

To create a superbill:

  • Do one of the following
    • Click Billing > Create Superbill
    • Click Patients > Patient Name > Patient Billing tab > Create Superbill
    • Click Payers > Payer Name > Payer Billing tab > Create Superbill

superbill.png

(A) Include on Bill: Select the checkbox next to the dates of service you want to include on the superbill.

(B) Include a signature line: Select this checkbox to include a signature line on the superbill. Note: Most payers require a signature from the clinician to accept a superbill for reimbursement.

  • Click the Download Superbill button. The superbill will download as a PDF
  • TherapyNotes will prepare your document in a blue bar at the bottom of your browser. When your superbill is ready, click the Ready: Click to Download link
Have more questions? Submit a request

Comments

  • Avatar
    Rosalynda Saucedo

    Hi,
    I need help generating superbills for my patients. I'm not sure if I am able to do it since I am an Intern and my supervisor signs my notes. Please let me know as I have a few patients that want their superbill for the month of April.

  • Avatar
    Rosalynda Saucedo

    I'm not seeing any of the icons on my screen to follow the steps above ...

  • Avatar
    Laura

    Rosalynda,

    Please contact your Practice Administrator to give you the role of "Practice Biller" in order to reach the superbill function.

  • Avatar
    Liz Kapitulik

    Hi
    I use the superbills all the time in my case management practice for patients who have clinical content for reimbursement from Medicare. CMS has an easy form that is sent along with the paid invoice with great success (I am told by clients). Here's the link:

    https://www.cms.gov/Medicare/CMS-Forms/CMS-Forms/Downloads/CMS1490S-ENGLISH-Instructions-PartB.pdf

    My problem is twofold:

    1) My Practice SSN shows up (haven't gotten around to EIN yet as private pay) - I don't want this printing and CMS doesn't require it so please make optional on superbill. I can't delete it from practice settings - is there a way I can do this?

    2) Location of service doesn't print out but this is required on CMS form so I have to add the text in adobe or handwritten if it's too late.

    Please fix these things and make more options for superbills for us awesome private pay folks!!

  • Avatar
    Laura

    Liz,

    Thank you for your suggestion. We value your input and will forward your feedback to management for review. Is the location mandatory to be on a superbill? If so, please send us documentation on the issue at support@therapynotes.com so we can research it further. Thank you!

  • Avatar
    Jodi Chaban

    Hi,

    Is there a way to directly email the patients a Superbill? Currently I have to download the bill, copy the email address or addresses in their profile to my email account, attach the bill to the email, and then send. Is there an easier way? Thank you!

    Jodi

  • Avatar
    Heather Langan

    I am also concerned about my SSN being on the Superbill. Is there no way to customize what's on there???
    It would be great if clients could access this particular feature through a portal or if Superbills could be automatically emailed to clients who request them.

    Thank you,
    Heather Langan

  • Avatar
    Tom McCabe

    Hi Heather,
    You can apply for an EIN online to use instead of a SSN in some banking and tax settings, including on superbills and other insurance purposes. See
    http://www.irs.gov/businesses/small/article/0,,id=98350,00.html