What is a Superbill
A Superbill is a document of clinical information and itemized services that a healthcare or wellness professional issues to their clients which they can then use to make claims for reimbursement from their insurers. The Superbill document contains all of the information insurers need to assess healthcare claims such as provider information, clinic information, service details, CPT Codes, ICD-10 Codes, and referring doctor. Superbills aggregate all of the data that a client needs to submit a claim to their insurer. These documents are most commonly used by Out-of-Network providers who do not handle healthcare claim submission on behalf of their clients.
Setting up your Account for Superbills
Since a Superbill is a document with specific informational requirements, you need to ensure that all of the necessary information has been input into your Owl account before you'll be able to issue one to a client.
You will need to go to the following places in Owl to add this information:
Your practice's Tax ID: First go to Settings, then Payment Details and input the number into the Tax ID field provided under Tax Settings and specify if it is your SSN or EIN number:
Therapist NPI Number: Go to Settings, then Insurance, select Create a Profile, and finally select Individual or Organization.
Next, enter the Individual NPI or Group NPI into the appropriate fields along with any other necessary insurance information and select Save Profile.
Therapist License Number: Go to Settings, then Therapists, select a therapist and then select Edit.
Next, Select Add License and enter the License Number and any other required license information and select Update Therapist.
Client Diagnosis Code: First, go to Clients, then select a client and select View.
Next, select Contact & Clinical, then select the Clinical Details tab, and finally select Edit.
Finally, under Presenting Issues or Diagnoses, select the appropriate Diagnosis Code and enter a Description, then select Save.
Once all of these settings have been established for your practice and at least one (1) therapist profile and one (1) client profile you will be able to create a Superbill.
Note: If the required information has not been input for a specific Therapist or Client that you would like to Superbill, you will not be able to create one until the necessary information has been input. Also, you cannot create a Superbill for unpaid sessions. Superbills can only be created for sessions that have been paid in full. Also, it is important to know that a session can only be added to one Superbill. You cannot add the same session to multiple Superbills.
Creating Superbills
Note: It is important to know that a session can only be added to one Superbill. You cannot add the same session to multiple Superbills.
To create a Superbill, first go to the Clients, then open a client profile and go to Finances , and then the Superbills tab. Here you will see a list of any Superbills that have been created for this client. Select the + icon in this page to create a new Superbill.
A window will open displaying all of the eligible paid sessions that can be included in the Superbill you wish to create. You can use the date range filter to search for eligible sessions within any given date range. Select the session(s) you need and select Next.
In the next section, confirm the details for each line item that will be included in the Superbill. You can input or edit the CPT/HCPCS code, edit the Service Name, and Amount Charged as needed. If the service provided requires modifications such as Add-on CPT codes, select the + icon next to the Amount Charged field. You can input the add-on code and add-on description in the fields provided. You can select the trashcan to delete any add-ons you have created. Select Next when finished.
In the next section, you will need to indicate the Place of Service, add any Modifiers, and associate the client's diagnostic code. You can choose the Place of Service from the drop down menu provided. You can associate up to four (4) Modifier codes to each service by inputting them in the Modifiers fields.
Selecting the Tag Code button will display any diagnostic codes that have been associated with the given client's profile.
Select the one you need to add it into the Superbill. You can remove it by selecting the x next to the code.
Finally, select the license you would like to include on the Superbill, then select Next. If you only have one license, that license will automatically be applied to the Superbill. If there are no licenses, then none will be added.
The final section will display a preview of the Superbill for your review. Scroll through the preview to confirm that all of the details have been input correctly. When you're certain that everything is accurate, select Save Superbill at the bottom.
A confirmation prompt will appear letting you know that the Superbill has been created successfully and has been saved to the client's profile. Select Done to close this prompt.
Sending Superbills
You can provide a copy of any Superbill on file for a client as needed easily from within Zencare Practice Management. To view and send Superbills, open a client profile and go to Finances, then the Superbills tab. In this section you will see a list of all the Superbills that have been created for the given client. Each Superbill will be displayed with a status, so you'll know which ones have been Emailed and which ones are Not Sent. Select the checkbox next to the Superbill you wish to open and select View.
The Superbill will open and you will see a sidebar of actions next to it. From this menu, you can Download, Print, Email, or Delete the Superbill. To email this document to a client, select the Send Email option. The menu will expand and allow you to Add Email and Add an Email Message. Select the Add Email option to add an email address. You may also add a password under Password Protect Emailed PDF for extra security.
To email this document to a client, select the Send Email button.
The client will receive a copy of their Superbill as a PDF via email which they can then download or print as needed to make their claim with their healthcare plan provider.