What is a Superbill?
- Empathic Team
- May 11
- 3 min read
As a therapist in private practice, navigating administrative work can be daunting — especially when it involves insurance. A valuable tool that can bridge the gap between private pay and insurance reimbursement is the superbill. Whether you’re new to private practice or refining your billing processes, understanding superbills can help you better support your clients and streamline your practice.
What is a superbill?
A superbill is essentially an itemized receipt provided by a mental healthcare provider to a client following a session. It contains all the necessary information a client will need to submit to their insurance company for out-of-network reimbursement.
Unlike in-network claims, where providers bill insurance companies directly, a superbill empowers private pay clients to potentially receive reimbursement for your services from their out-of-network benefits. This can help clients receive affordable healthcare and providers to expand their client base.
Who can you provide superbills for?
Superbills are typically given to clients who pay out of pocket and wish to submit claims to their out-of-network insurance provider. This includes:
Clients with PPO or POS insurance plans (which often allow for out-of-network benefits)
Clients using Health Savings Accounts (HSAs) or Flexible Spending Accounts (FSAs) to pay for services
Clients who have exceeded their in-network therapy benefits but want to continue care
You cannot typically provide superbills for clients whose services are being reimbursed through an in-network contract, Medicaid, or Medicare unless your contract explicitly allows it.
Components of a Superbill
To be considered valid and accepted by most insurance companies, a superbill must include specific information. A typical superbill will include the following:
Provider Information:
Full name
Clinic/business name (if different)
NPI number (National Provider Identifier)
License number and credential (e.g., LCSW, LMFT, PsyD)
Clinic/business address
Contact information (phone/email)
Client Information:
Full name
Date of birth
Insurance and group ID numbers (optional, but can be helpful)
Session Details:
Date(s) of service
Place of service codes (optional)
CPT codes (e.g., 90791 for intake, 90837 for individual therapy, 90847 for family therapy)
Fee charged per session
Amount paid by the client
Information about the referring provider (if applicable)
Below is an example of a superbill:
What is a bulk superbill?
A bulk superbill refers to a consolidated document that includes multiple sessions over a specified time period—usually a month or a quarter. This is particularly useful for:
Clients who prefer submitting claims periodically instead of after each session
Reducing administrative time on your end (batch processing tends to be more efficient)
Offering convenience for clients and promoting consistent reimbursement habits
Make sure that each session entry in a bulk superbill includes the necessary CPT and diagnosis codes, dates of service, and payment details.
Tips for using superbills effectively
Clarify at intake: During your initial paperwork or informed consent process, explain the option of receiving a superbill and how reimbursement works.
Stay updated on codes: CPT and ICD-10 codes are periodically updated. Use current codes to avoid claim rejections.
Automate when possible: Many EHR systems, including Empathic Software, offer the ability to generate individual or bulk superbills.
Avoid guaranteeing reimbursement: Encourage clients to check with their insurer about out-of-network coverage. While a superbill supports a claim, it does not guarantee reimbursement.
By understanding how to generate and manage superbills —including bulk superbills — you can offer your clients greater flexibility and support in navigating the financial aspects of therapy. This small step can go a long way in increasing client satisfaction and helping sustain your practice’s financial health.
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