Key takeaways
- A superbill lets out-of-network clients seek reimbursement from their insurance.
- Complete, accurate superbills reduce back-and-forth with clients.
- A regular follow-up routine keeps unpaid balances from piling up.
Billing is the part of private practice most clinicians like least, and the part that quietly costs the most when it slips. This guide covers superbills and a simple follow-up routine your team, or your billing support, can run each week. This is general information, not financial or legal advice.
What Is a Superbill?
A superbill is a detailed receipt that out-of-network clients submit to their insurance company for possible reimbursement.
What Should a Superbill Include?
- Practice name, address, NPI and tax ID
- Clinician name, credentials and license number
- Client name, date of birth and contact details
- Dates of service and service codes
- Diagnosis codes as appropriate
- Fees charged and amounts paid
When Should You Send Superbills?
Monthly works for most practices. Some clients prefer one after each session. Ask at intake and stay consistent.
A Simple Weekly Billing Follow-Up Routine
- Review unpaid balances and failed card payments
- Send friendly reminders for balances past due
- Answer client billing questions within one business day
- Note insurance issues for the clinician to review
Why Outsource Billing Follow-Up?
Chasing payments takes time away from clients and can feel awkward for clinicians. A trained front office handles it consistently and kindly. Learn what sets us apart.
Frequently Asked Questions
Who needs a superbill?
Clients who pay out of pocket and want to request out-of-network reimbursement from their insurance.
Can my EHR create superbills?
Most therapy EHRs can generate superbills from session records.
How often should billing follow-up happen?
A short weekly routine keeps balances current and avoids large, uncomfortable catch-ups.
Can Mindful Receptionists help with billing?
Yes. We help with superbills, invoices, payment follow-ups and client billing questions.
Let Mindful Receptionists Help
Get billing off your plate without losing the personal touch. See our services or book a free consultation. Related: 7 Ways to Reduce No-Shows.