Manually Enter a Superbill

Version 14.19
Path: Smart Toolbar > Super button
Path: Smart Toolbar > Account button > Charges tab > + Superbill button

Overview

The Superbill is an intermediate billing stage where you can enter charge information without immediately converting charges to a claim. Superbill charges are automatically passed from the clinical team as they complete their documentation; however, it may be necessary to manually enter superbill charges. Follow the steps below to manually enter .

  1. Navigate to the Superbill: Pending Charges for Procedures window by using one of the paths above. If you have not yet searched for and selected your patient, you will need to do so before proceeding.

  1. Enter the following information:
  • Assist by: The is the staff member who assisted during encounter (optional)
  • Render by: This is a required field and indicates the provider who rendered services.
  • Supervisor: This field is not required, but should be completed with a Supervising provider when applicable. For example, if the Rendering Provider is a mid-level without billing credentials.
  • Bill patient all charges: Select this checkbox if all charges are the patient's responsibility and not sent to the insurance.
  • Use vaccine DX: Select this checkbox if immunizations should be assigned diagnosis code Z23.
  • Service Date: This date will default to the date that the superbill charge is entered. It may be changed to a prior date in case of back entry.
  1. Click the Insert Record button  to add one or more diagnosis codes.
  2. Click the Post Edit button  to save the diagnosis codes as you add them.
  3. Click a bolded category name to view the CPT codes within the category.
  4. Double-click the CPT code that should be added to the superbill. Repeat this step for each CPT code until all codes show on the Superbill. 
Note: If the same CPT code should be billed twice for a medication, but the NDC ID differs for the two instances of the code, you must manually enter the NDC ID that is not housed in the CPT code table for that particular CPT.


If the CPT code is not visible in a category, click the Lookup CPT button. The CPT window will open. From here you may enter a CPT or description and click Search. For more thorough information on searching for CPT codes, click here.

  1. Confirm the correct DX1-DX4 fields are populated for each CPT code.
  2. Edit the following fields, if necessary:
  • Units
  • Bill Pt
  • EPSDT
  • EP Ref
  • NDC ID 
Note: The NDC ID field in this form will appear blank. If you are entering the CPT code for a vaccine whose NDC ID would normally be pulled from the Vaccine Inventory, you must manually enter the NDC ID when entering superbill charges. If you are entering a medication CPT code whose NDC ID is housed in the CPT Code Table, you will see that ID populated on the claim once the charges have been converted (not in the Add/Edit Charges window). 
  • Couns?
  1. Select a Stage for the superbill. The default selection is 'Ready', but it can be changed to indicate if the superbill is not yet ready to be converted.
  2. Enter any comments, if necessary.
  3. Click Exit. The unposted superbill will now show in the Superbill (Unposted) Charges section of the Charges tab in the Patient Account and in the Superbills tab of the Billing Center.
Note: Superbills entered manually may also be saved as a template to use for future use on other patients. To save a superbill as a template:
  1. Follow steps 1-2 above.
  2. Click the Templates tab.
  3. Click the Insert record button.
  4. Enter a name for the template.
  5. Click OK. The template will be saved to include the DX and CPT codes, but the provider and service date will still need to be selected when the template is used.

To use a saved superbill template:

  1. Follow steps 1-2 above.
  2. Click the Templates tab.
  3. Select the temple to use.
  4. Click the Use button.
  5. Click Exit.


Version 14.10
Path: Smart Toolbar > Super button
Path: Smart Toolbar > Account button > Charges tab > + Superbill button

Overview

The Superbill is an intermediate billing stage where you can enter charge information without immediately converting charges to a claim. Superbill charges are automatically passed from the clinical team as they complete their documentation; however, it may be necessary to manually enter superbill charges. Follow the steps below to manually enter .

  1. Navigate to the Superbill: Pending Charges for Procedures window by using one of the paths above. If you have not yet searched for and selected your patient, you will need to do so before proceeding.

  1. Enter the following information:
  • Assist by: The is the staff member who assisted during encounter (optional)
  • Render by: This is a required field and indicates the provider who rendered services.
  • Supervisor: This field is not required, but should be completed with a Supervising provider when applicable. For example, if the Rendering Provider is a mid-level without billing credentials.
  • Bill patient all charges: Select this checkbox if all charges are the patient's responsibility and not sent to the insurance.
  • Use vaccine DX: Select this checkbox if immunizations should be assigned diagnosis code Z23.
  • Service Date: This date will default to the date that the superbill charge is entered. It may be changed to a prior date in case of back entry.
  1. Click the Insert Record button  to add one or more diagnosis codes.
  2. Click the Post Edit button  to save the diagnosis codes as you add them.
  3. Click a bolded category name to view the CPT codes within the category.
  4. Double-click the CPT code that should be added to the superbill. Repeat this step for each CPT code until all codes show on the Superbill. 
Note: If the same CPT code should be billed twice for a medication, but the NDC ID differs for the two instances of the code, you must manually enter the NDC ID that is not housed in the CPT code table for that particular CPT.


If the CPT code is not visible in a category, click the Lookup CPT button. The CPT window will open. From here you may enter a CPT or description and click Search. For more thorough information on searching for CPT codes, click here.

  1. Confirm the correct DX1-DX4 fields are populated for each CPT code.
  2. Edit the following fields, if necessary:
  • Units
  • Bill Pt
  • EPSDT
  • EP Ref
  • NDC ID 
Note: The NDC ID field in this form will appear blank. If you are entering the CPT code for a vaccine whose NDC ID would normally be pulled from the Vaccine Inventory, you must manually enter the NDC ID when entering superbill charges. If you are entering a medication CPT code whose NDC ID is housed in the CPT Code Table, you will see that ID populated on the claim once the charges have been converted (not in the Add/Edit Charges window). 
  • Couns?
  1. Select a Stage for the superbill. The default selection is 'Ready', but it can be changed to indicate if the superbill is not yet ready to be converted.
  2. Enter any comments, if necessary.
  3. Click Exit. The unposted superbill will now show in the Superbill (Unposted) Charges section of the Charges tab in the Patient Account and in the Superbills tab of the Billing Center.
Note: Superbills entered manually may also be saved as a template to use for future use on other patients. To save a superbill as a template:
  1. Follow steps 1-2 above.
  2. Click the Templates tab.
  3. Click the Insert record button.
  4. Enter a name for the template.
  5. Click OK. The template will be saved to include the DX and CPT codes, but the provider and service date will still need to be selected when the template is used.

To use a saved superbill template:

  1. Follow steps 1-2 above.
  2. Click the Templates tab.
  3. Select the temple to use.
  4. Click the Use button.
  5. Click Exit.


Version 14.8
Path: Smart Toolbar > Super button
Path: Smart Toolbar > Account button > Charges tab > + Superbill button

Overview

The Superbill is an intermediate billing stage where you can enter charge information without immediately converting charges to a claim. Superbill charges are automatically passed from the clinical team as they complete their documentation; however, it may be necessary to manually enter superbill charges. Follow the steps below to manually enter.

  1. Navigate to the Superbill: Pending Charges for Procedures window by using one of the paths above. If you have not yet searched for and selected your patient, you will need to do so before proceeding.

  1. Enter the following information:
  • Assist by: The is the staff member who assisted during encounter (optional)
  • Render by: This is a required field and indicates the provider who rendered services.
  • Supervisor: This field is not required, but should be completed with a Supervising provider when applicable. For example, if the Rendering Provider is a mid-level without billing credentials.
  • Bill patient all charges: Select this checkbox if all charges are the patient's responsibility and not sent to the insurance.
  • Use vaccine DX: Select this checkbox if immunizations should be assigned diagnosis code Z23.
  • Service Date: This date will default to the date that the superbill charge is entered. It may be changed to a prior date in case of back entry.
  1. Click the Insert Record button  to add one or more diagnosis codes.
  2. Click the Post Edit button  to save the diagnosis codes as you add them.
  3. Click a bolded category name to view the CPT codes within the category.
  4. Double-click the CPT code that should be added to the superbill. Repeat this step for each CPT code until all codes show on the Superbill. 

If the CPT code is not visible in a category, click the Lookup CPT button. The CPT window will open. From here you may enter a CPT or description and click Search. For more thorough information on searching for CPT codes, click here.

  1. Confirm the correct DX1-DX4 fields are populated for each CPT code.
  2. Edit the following fields in the lower section of the window, if necessary:
  • Units
  • Bill Pt
  • EPSDT
  • EP Ref
  • NDC ID
Note: The NDC ID field in this form will appear blank. If you are entering the CPT code for a vaccine whose NDC ID would normally be pulled from the Vaccine Inventory, you must manually enter the NDC ID when entering superbill charges. If you are entering a medication CPT code whose NDC ID is housed in the CPT Code Table, you will see that ID populated on the claim once the charges have been converted (not in the Add/Edit Charges window). 
  • Couns?
  1. Click Exit. The unposted superbill will now show in the Superbill (Unposted) Charges section of the Charges tab in the Patient Account and in the Superbills tab of the Billing Center.
Note: Superbills entered manually may also be saved as a template to use for future use on other patients. To save a superbill as a template:
  1. Follow steps 1-2 above.
  2. Click the Templates tab.
  3. Click the Insert record button.
  4. Enter a name for the template.
  5. Click OK. The template will be saved to include the DX and CPT codes, but the provider and service date will still need to be selected when the template is used.

To use a saved superbill template:

  1. Follow steps 1-2 above.
  2. Click the Templates tab.
  3. Select the temple to use.
  4. Click the Use button.
  5. Click Exit.