Superbills — Itemised Receipts Your Clients Can Claim

What this video covers

The narration of the video, chapter by chapter. Any draft shown is a starting point that the clinician reviews and edits before it is used.

Welcome

If your clients pay you directly and claim the money back from their insurer, they need a superbill — an itemised receipt of the sessions you held.

My Clinical Writer can now build that for you, from details you enter once.

One thing to be clear about from the start. We never file anything with an insurer, and we never choose a code for you. The codes and the fees are yours. This just puts them on the page.

Open Superbills

Here's Superbills. It's the last item in the menu on the left.

There are three tabs. Create is where you build a bill. History is every bill you've issued. Setup is the part you fill in once and then mostly forget about.

Let's start with Setup, because everything else gets easier afterwards.

Set up your practice

This block appears at the top of every superbill you produce — your name and credentials, your practice, your N.P.I.

Enter it once. Every bill from here on picks it up automatically.

You'll notice there's no field for a Tax I.D. That's deliberate. For a sole proprietor it's usually your social security number, and it isn't something we're willing to store. Insurers identify you by your N.P.I., which is a public number.

Save the codes you use

Now your service codes.

You type these yourself. There's no built-in list to pick them from, and we never suggest one — a code you didn't choose is a claim you can't stand behind.

Most practices use three or four. Enter each one with the wording you want printed and your usual fee, and they'll be waiting for you every month.

Add a client

Next, the client.

Alongside their name and date of birth, this is where their insurance details live — company, member I.D., group number.

Underneath that are their billing defaults. The code you usually bill for this person, their diagnosis, and their fee — because a sliding scale means the fee often belongs to the client rather than to the code.

The diagnosis box is worth a moment. You can search the ICD-10 list here — type a code, or type a word like anxiety and pick from what comes back. It's a reference, not a recommendation. Nothing is filled in for you, nothing is ranked by what we think you mean, and your own saved codes always come first. If you'd rather just type the code, that still works exactly as before.

Fill this in once and you won't type it again.

Build the month

Here's where that pays off.

Choose the client, pick the month, and tell it which day of the week you see them. It adds every one of those sessions for the month, each line already filled in from the defaults you just saved.

Sessions that haven't happened yet aren't added, because you can't bill for a session you haven't held.

Then you adjust. Delete the weeks they didn't attend. Change a fee that was different that day. The diagnosis on any line searches the same ICD-10 list, so a session that was about something else can say so. Anything you change here applies to this bill only — it doesn't quietly rewrite what's stored against the client.

Confirm and generate

Before it will generate anything, you confirm that the codes, the dates and the fees are accurate and are your own.

That box isn't decoration. We don't check codes, and this is the document that says so.

Tick it, generate, and you get a P.D.F. to hand to your client. It carries your practice details and no mention of us — as far as the insurer is concerned, this came from your office, because it did.

History

Every bill you've issued is under History.

Download the P.D.F. again any time — we rebuild it from what you entered, so it's always the same document.

There's also a Word version, for the times a payer wants something the P.D.F. doesn't show, or you spot a correction after the fact. Bear in mind that once you edit it, it's your document rather than the one we produced.

And "Copy" takes last month's bill into a new one — same client, same codes, shifted forward. That's the month-to-month case, and it takes about ten seconds.

Closing

So: your practice details once, your codes once, each client once. After that a month of billing is a few clicks.

If something about it doesn't fit how you work, tell us through Feature Requests. This feature exists because a clinician asked for it.