Working with Superbills

In this article:

• Creating a Superbill
• Reviewing and Editing a Superbill
• Adding Procedure and Diagnosis Codes
• Adding Additional Line Items
• Sending a Superbill to a Client
• Managing Existing Superbills
• Using Superbills for Non-US Insurance Billing

Creating a Superbill

You can start a superbill from your client's Billing & Payments section, or directly from a specific session.

From Billing & Payments

1. Go to your client's Billing & Payments section.
    
2. Select the Superbills tab and click the Fast Action Button in the bottom-right to Create Superbill.
   
    
3. In the pop-up, optionally select the checkbox next to each session you'd like to include.
   
    
4. Click the Create button at the bottom of the pop-up.

We'll automatically pull in the procedure codes and any diagnosis codes tied to the session notes for each selected session.

From a Specific Session

1. Go to your client's Bookings & Packages page.
2. Click the 3 dots next to the session.
3. Select Create superbill.

Reviewing and Editing a Superbill

Once your draft is created, a superbill pulls in the following automatically:

• Your saved billing information (name, email, address, tax number, NPI number).
• Client information (name, email address, phone number, date of birth, insurance policy).
• Procedure codes and billing units associated with services rendered.
• Diagnosis codes added to any session notes for the selected sessions.
• Amount paid associated with any invoices created for selected sessions.

📍 A missing procedure code shows up in red as "Procedure code missing" directly in the Services & Procedures list. Check for this before sending; it's an easy way to catch a session that needs a code added.

You can only edit a superbill while it's in draft status. Once sent, it's locked for editing (see Managing Existing Superbills below).

While you're working on a draft, the Save button gives you four options:

• Save Draft: saves your changes and keeps you on the editing page.
• Save and Preview: saves your changes and opens a PDF preview of the superbill.
• Save and Exit: saves your changes and returns you to the client's Superbills tab.
• Save and Send: saves your changes and opens the Confirm & Send screen (see Sending a Superbill to a Client below).

Adding Procedure and Diagnosis Codes

There are two separate buttons for adding to a superbill, and they serve different purposes:

• Add Service/Procedure adds a billable line with a CPT (procedure) code and, optionally, one or more ICD (diagnosis) codes. Use this for anything you want submitted for insurance reimbursement.
• Add Line Item adds a plain line with a description, quantity, and amount. No codes. Use this for things like medical supplies that clients can still submit for reimbursement, but that don't map to a procedure code.

If you're adding insurance codes, you'll want Add Service/Procedure, not Add Line Item.

Each service or procedure line on a superbill holds one CPT (procedure) code, but can hold multiple ICD (diagnosis) codes, or none at all.

Both the Procedure Code and Associated Diagnosis Codes fields accept entries either from your saved code library or as free text, so you're not limited to codes you've pre-saved.

Editing an Existing Line

1. Click a service/procedure line under the Services & Procedures section.
   
    
2. Update the Session Date, Place of Service, Units, or Unit Cost as needed.
   
    
3. Enter or update the Procedure Code.
    
4. Add any Procedure Code Modifiers.
    
5. Add one or more codes under Associated Diagnosis Codes using the Find ICD Code field.
    
6. Click Done to save the entry.

Click and drag the group of dots to the left of a superbill entry to rearrange them. 

Adding More Codes for the Same Session

Because each line only holds one CPT code, submitting more than one procedure code for the same session means adding more service/procedure lines. 

To do this from an existing superbill:

1. Click the Fast Action Button (the red circle in the bottom-right corner).
    
2. Select Add service/procedure.
   
    
3. From the pop-up, either:
   • Check the box next to any existing sessions you'd like to pull codes from, then click Add. 
     Or,
   • Skip the session list and click the Add new button to open a blank line, then fill in the Session Date, Place of Service, Units, Unit Cost, Procedure Code, and any Diagnosis Codes manually.
     
      
4. Click Done to save the line.

Adding Additional Line Items

Your superbill may need additional items, such as medical supplies, that your client can also submit for reimbursement, even if they don't have a procedure code.

1. Click the Fast Action Button in the bottom-right corner and select Add line item.
   
    
2. Enter an Item Description, Quantity, and Amount.
   
    
3. Click Done.

Sending a Superbill to a Client

Once you've reviewed your superbill and are confident it's accurate, you can send it directly to your client. You can optionally send the superbill as a PDF attachment or send it through the Practice Better client portal. Learn more about Sending a Client Invitation in Practice Better → 

📍 Once you send a superbill, it becomes read-only. Review your codes and line items carefully before sending; you won't be able to edit a sent superbill. If you need to make a change afterward, you'll need to duplicate it and start a new draft.

To send a superbill to a client:

1. From the superbill editing page, click Save in the top-right corner, then select Save and Send.
    
2. In the Confirm & Send pop-up, choose a delivery method:
   • Send a Link: your client gets a link to download the superbill from their Client Portal. They'll need portal access for this to work.
     
      
   • Send as Attachment: the superbill is included directly as an attachment in the notification email.
     
      
3. Click Send.

Managing Existing Superbills

What you can do with a superbill from the More Options menu depends on its status.

Draft superbills:

• Edit.
• Preview as PDF.
• Duplicate.
• Delete.

Sent superbills:

• Send (resend the notification).
• Duplicate.
• Delete.

Sent superbills show a Download option in the list view instead of Edit, since they're read-only. If you need to correct or add something after sending, duplicate the superbill; this creates an editable draft copy you can update and send again.

Using Superbills for Non-US Insurance Billing

Superbills also support non-US insurance billing.

1. Click the Settings (gear icon) in the top right.
    
2. Select All Settings & Preferences.
    
3. Click Insurance Billing.
    
4. Under the Superbills section, set the Billing Country to Other.
   
    
5. Click Save Changes near the top-right.

This unlocks a Default Header field where you can add any license information your local billing requires.