Create a superbill
1
Choose the paid visits
The sheet lists the client’s paid visits that are not already on a superbill, each with its charge and what has been paid. Visits with a procedure code are ticked to start with; a line without one is listed but not ticked, because it cannot go on a superbill until it has one. From and To only narrow the list. If there is nothing to choose, Superbill in the New menu is switched off and says No paid visits to put on a superbill yet. Money a client has been refunded does not count as paid.
2
Review the diagnoses
Diagnoses a clinician recorded on the visits you chose are ticked for you. Only a diagnosis written in a diagnosis field of a finished visit counts; a code that only appears in a note, or on a visit still in draft, does not. A diagnosis you cannot open, for example one marked sensitive, is left out. Suggest more asks for suggested diagnoses; each is marked AI suggestion and starts unticked, and only a licensed clinician can tick one: a doctor, nurse practitioner, physician assistant, psychologist, psychiatrist, counsellor, therapist or a similar role. A psychiatric nurse can too, and so can an owner or manager, whatever their own job title. A plain nurse or medical assistant cannot. Nothing suggested reaches the document unless such a clinician ticks it. The payer, member ID and group come from the client’s insurance and you can change or clear them. You can set the place of service and modifiers for each line; leave them blank and they print blank.The provider signature is not typed. It names the rendering provider on the visits you chose, with their credentials as saved on their profile and the issue date. If someone else issues the superbill, it also says it was prepared by them.
3
Check and issue
If anything required is missing, the sheet lists it with a link to where you fix it: the rendering provider’s NPI, the clinic’s Tax ID, a procedure code on every line, at least one diagnosis, and the client’s date of birth. Issue superbill is switched off until the list is empty.
Send it
Under Superbills and statements in the client’s billing tab, each superbill has Download, Send / Resend, Fax (when your clinic can fax) and New version. Send / Resend emails the client’s address on file a secure link to the superbill, not the file itself. The email names no diagnosis and no amount, and the link stops working after 3 days, so use Send / Resend again if it has expired. If you void the superbill or replace it with a new version, the old link stops working at once and the client sees “This superbill was replaced. Ask your clinic for the current copy.” Send the new version to give them a working link. Fax goes to the number you enter. A superbill or statement copy marked sensitive, or for a client whose chart carries a sensitivity marking, cannot be faxed: you are told so and asked to send it by secure link instead. If your clinic is set up as a substance use treatment program, the client’s written consent must be on file first, and the faxed pages carry the federal confidentiality notice. Issued superbills also appear on the client’s portal, under Billing documents, with their statements shared there. A superbill that has been replaced shows which version replaces it. A voided superbill is not shown.Correct or void it
A correction is never an edit. New version opens the same sheet and issues SB-0001 v2, which replaces v1. Version 1 stays readable, marked Superseded. Void is for an owner or manager and needs a reason. The superbill stays in the history marked Voided with the reason, who did it and when, and its visits can go on a new superbill. Nothing is deleted.Creating a superbill needs the Create superbills permission, and faxing also needs permission to send and triage faxes.