Overview
Superbills! We have an ingenious way of generating them and after a little work in the settings, you’ll be creating them with ease, and that’s a good thing as it allows cash practices to give them to patients so they may seek reimbursement from their insurance companies.
Set up your Superbill settings
Procedures fees
The foundation of superbills is the charges you give to each CPT procedure code which are found in the "Settings">"Billing">"Procedures". We did a lot of work to get you set up here already, but you’ll still have to add in a fee for the respective procedure code. We’ll come back to the “TOS fee” in a minute. If we missed a “Procedure” you use in your practice, you may add it here.
TOS fees
Assuming you have already set up your “Services” (Settings>Practice>Services), your “Service pricing” (Settings>Billing>Service Pricing), and your ‘fee schedule’ of your CPT codes (Settings>Billing>Procedures), you’ll open up the “edit superbill settings” configurator and see a list of the services you offer. This little window gives you the ability to determine any “time of service discounts” you offer your patients if they pay for their treatment at the time of service.
While every “Follow-up acupuncture” treatment might differ, chances are that you spend the same amount of time “Evaluating and managing” their care in the encounter and offer them the same number of “Acupuncture”, “Electroacupuncture”, “Manual therapy”, “Therapeutic exercises”, or “Other treatments” such as infrared light therapy.
For each “Service” you offer, choose which codes or number of units you typically offer in a visit and notice that the CPT codes with units appear below. If you offer them, the only thing left to do is to enter in your TOS (time of service) fee that you charge when patients pay at the time of service. The goal will be for your “Service fee” to match the total TOS fee, and if you accomplish this, the section will turn green, signaling success in aligning your CPT price with your service price.
Do this for all other services where you might need a superbill (such as “Initial Acupuncture”) and notice that you’re configuring the TOS fees for a single CPT code that might tie to multiple sections. Be patient and work with the drop downs and number fields to make sure previously configured sections remain matched (green).
Creating a Superbill
From the "Services" section of the "charge" page, click the "Generate Superbill" button and then you'll be converting an invoice with a service charge ("followup acupuncture" for example) to TOS Procedures.
Any Time of Service (TOS) discount is applied and you can also choose to "Apply full rate" of your CPT codes in case you needed to do this for an Auto-accident claim where you gave the patient bills but put a lien on their auto-insurance case.
While these settings help you to match the price of CPT codes you charge in a typical visit with the service fee you typically charge, you’ll still be able to manipulate the charges of each encounter so that you can accurately bill for your patients, such as increasing or decreasing the time spent with them performing treatments.
That's it! You've successfully generated a Superbill for the patient and they may download all of their invoices and superbills from the Patient Portal.
Because this commonly happens, you may even charge patients for a service initially, accept payment, and then return to the charge later and produce superbills for the patient at a later time when they ask for superbills!
If after all of this, you still need some help, feel free to book a support call here.