Superbills
- Videos
- What is a superbill?
- Configure the superbill payee
- Create a superbill
- Editing a superbill
- Sharing a superbill
- Frequently asked questions
Videos
Please see the billing video tutorials.
What is a superbill?
A superbill is an itemized list of all services provided to a client. It is normally used by clients that need to pay for their services upfront and then get reimbursement from their insurance company after they have paid. In Sessions Health, superbills and Invoices are very similar, but the superbill contains additional information that the insurance company needs to process the reimbursement claim. When using superbills, typically, the client would pay you first out-of-pocket and then submit the superbill to their insurance for reimbursement.
Information on a superbill
Note: Superbills contain both client medical information as well as client identifying information, so you should take all necessary precautions to protect your client's information when sending it out.
The superbill will contain information about the client visit, including:
- Practice information
- Provider information
Note: Superbills that are generated from sessions that involve a supervisor will display the supervisor's NPI #. Contact support@sessionshealth.com if you need superbills to display the supervisee's NPI #.
- Bill information
- Services rendered including CPT codes and ICD-10 codes
- Charges
- Payments made against the bill
Configure the superbill payee
Under Billing Settings > Settings > Bill Settings panel, click Edit to set who the superbills should be paid to. The options are: Clinic, Provider, Client, or Not included.
Create a superbill
1. Set up the session(s) you'd like to bill with at least one insurance-eligible service.
Note: If you haven't set up any services yet, you can go to your Billing Services page to configure them.
When setting an appointment, be sure to select a service with a CPT code. Other services are not eligible for insurance reimbursement and will not be included in a superbill.
After your insurance eligible service has occurred, you can go to the Client Billing page to create a new bill from within the Pending section.
2. Generate a superbill or have superbills auto-generated
Manual Creation
From any bill details screen, you may click the '...' menu and select Create Superbill to manually create a superbill. Keep in mind you need to have at least one insurance eligible service, otherwise you won't see the option to create a superbill.
Note: Within the web interface, we display a client's real name. However, once the superbill has been generated as a PDF, we display the client's legal name.
Note: If a bill is in a "Pended" status, you must first save (create) the bill to move it to an "Open" status before generating or sharing a superbill.
You may also create a superbill by going to Clients > [Client Name] > Billing > Documents and clicking the New... button, then select Superbill.
This will take you through the creation process where you can select the insurance eligible services and edit as needed.
Auto-generating superbills
Under the Billing Settings > Settings > Billing Automation panel, you may configure superbills to be automatically created on a specific day of the month. Choose a date that works best for you and how your clients pay. For example, you may want to wait until the 15th of the month to create superbills if you want to give your clients a couple of weeks to make any payments for the previous month's sessions. You can view our Automatically creating superbills article for more details.
Editing a superbill
Superbills may be edited when creating the superbill by going to Clients > [Client Name] > Billing > Documents and clicking the New... button, then select Superbill.. Click Edit to change services, location, diagnosis, etc.
Afterward, a modal will appear where you can make changes to the services on the superbill.
Sharing a superbill
Note: You may automatically share your billing documents. See our Automically sharing of bills and superbills article for details on setting that up. You may also choose exclude billing document PDFs in the email and only share them through the client portal. You may adjust this from your Bill Settings > Billing tab in the Bill Settings section.
Manually sharing a superbill
Any superbill you created can be viewed under Clients > [Client Name] > Billing > Documents. Click into the superbill to open it, then click the Share button at the top.
Automatically sharing a superbill
Superbills can be setup to be shared automatically each month. Please view Automatically sharing of bills and superbills for more setting that up.
Frequently asked questions
Does the payment matter when generating a superbill?
You can use any payment type options (ie, offline credit card, cash/check, etc.) and still be able to generate superbills.
How do I deliver monthly statements to my clients?
You may give clients superbills which if setup in Billing Automation, will include the previous month's services. If you generate bills monthly, you may also have these automatically delivered with autopay. If you have Online Payments setup, you may also direct clients to the client portal Billing tab where they may see a list of all statements and pay any outstanding invoice.
How can I change my organization's name or address on my superbills?
By default, superbills will use the name and primary address in the Account Settings > Business Information section. You may customize the name and address on superbills by going to the Billing Settings > Billing > Bill Settings section.
Why can't I make a superbill or why aren't superbills being generated from my sessions?
If you're using auto-billing features, first you'd want to double-check that any clients have the superbill feature turned on at the client-level. The way the automated superbill feature works is that it will look for any eligible services in the previous month and prior to add to the superbill.
The critical piece in generating superbills is that services in the bill must have at least one eligible CPT code for a superbill to be created. You can check for eligible services by looking at either the bill or the appointment and checking to see if there are any CPT codes tied to the services.
If you imported sessions from another EHR, they would not have services tied to a CPT code within Sessions Health and would not get picked up by the automated superbill feature.
In the appointment below, there is a CPT code tied to the service.
Once you create the bill, a superbill is able to be generated since there is an eligible service with a CPT code.
How do I add a diagnosis to a superbill? Why is it missing?
Superbills pull in the diagnoses that are linked to your session notes. Since diagnoses can change over time, each session note takes a snapshot of the current diagnosis once the note is signed/completed. If a diagnosis is missing from the superbill, it's likely that it wasn't assigned at the time the session occurred. You may edit the diagnosis directly when creating the superbill.