Insurance Invoice (Superbill) or Receipt

Overview

You can generate an Insurance Invoice ("superbill") or Service Receipt for a patient at the point of payment (generally preferred workflow), in the course of adding a payment, from inside of the relevant SOAP/encounter note, or from the Billing Block on the patient's chart. 

Related Articles

• Billing Statement

Table of Contents

• How to Generate
• Manage How a Charge Displays on an Insurance Invoice

Details

The insurance invoice (or "superbill") is provided to patients for insurance reimbursement. It shows the balance due, not payments, and may include a Paid in Full stamp. You can choose to include all charges or only those marked as insurance reimbursable to reduce rejection risk.

• Insurance invoices must be for a single date of service. Invoices covering multiple dates or charges without a specific date or diagnosis codes are unlikely to be reimbursed.
• Invoices are patient-specific. Charges from dependents and payors cannot be combined into one invoice.

The service receipt is a patient-facing receipt showing all charges and payments.

• Payment info shown reflects the patient's default payment method, not necessarily the method used. You can hide this section using the Hide Payment Info button.

How to Generate

Both the insurance invoice and service receipt can be generated in multiple different ways, as detailed below:

1. When adding a payment, for that payment and the charges that it is applied towards.
2. From within an encounter note, for any payment(s) and charge(s) that are attached to that encounter note.
3. From the patient's expanded billing history, for selected payment(s) and charge(s).

To share an invoice or receipt with the patient on the portal, you can save it. That will default to saving in the Invoices tab of their documents block, and visible to the patient on the patient portal.

1. When Adding the Payment

If you want to generate an invoice or receipt with all of the charges that are being paid with a specific payment (as well as the payment itself, for the service receipt), you can check the boxes to generate those at the bottom of the Add Payment window itself:
 

Note that if you have a pop up blocker enabled in your browser, it will block the invoice and/ or receipt. You will want to "Allow all pop ups for this website" when that pop up blocker shows up in the EHR.

If you generally (or always) want to generate the receipt and/ or invoice when adding the payment, you can check the box to "Save selected as my default." This default setting is user-specific, so each user can set a different preference, if desired.

2. From Inside an Encounter Note

To generate a receipt or invoice for all charges in a specific encounter note (as well as payments, for the service receipt), open that note, hover over the Generate menu, and click on the option to generate the desired invoice and/ or receipt. 

This will be the fastest method to use if you have multiple payments that are applied to different charges within the same encounter note, and want to include all of the note's charges on the invoice or receipt.

3. From the Billing History

To generate a receipt or invoice that includes charges (and payment(s)) spanning multiple dates of service, or that were added outside of an encounter note, you can open the expanded billing history, select the specific charge(s) and payment(s) to include, and use the Manage Checked Charges drop down menu.

Tips for selecting multiple charges/ payments more quickly in the billing history:

• Right click on a payment and choose the option to select all charges that the payment is applied towards.
• Check the box for a specific charge or payment, hold down the shift key on your keyboard, and check the box for a different charge or payment to select both of those and all the charges or payments in between.

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Manage How a Charge Displays on an Insurance Invoice

Many insurers reject claims if multiple billing codes appear on one invoice line. This article explains how to separate charges with multiple codes into individual line items on insurance invoices or superbills to reduce rejection risk.

If a charge has multiple billing codes, you can set each code to appear as a separate line item on insurance invoices or superbills. This helps avoid claim rejections from insurers who don't accept multiple codes on one line.

To do this, open the charge from your Charge List, then click the "Manage how this charge displays on an invoice" button near the bottom.

Enter the code breakdown as you would like it to appear on the invoice, then click SAVE CHANGES to save. Any invoices generated with this charge on them in the future will show your specified breakdown.

For example, let's say that you offer a new patient visit, which takes 120 minutes, for $600. You code based on time, and the billing codes for that visit are:

• 123 - Initial visit, 60 min in person
• 456 - Additional time

In the Charge List entry, enter multiple codes in the code field, separated by commas. To display each code as a separate line item on an insurance invoice or superbill, click the "Manage how this charge displays on an invoice" link at the bottom of the Add/Edit Charge window, then add a line item for each code as shown:
 

Note: If you apply a discount to a charge that has a line-item breakdown defined, the system will apply the discount proportionally across the line items on an invoice.