How to Create a Superbill for Cash-Based Physical Therapy

Does this sound familiar? An insured patient comes to your cash-based physical therapy practice for treatment, you fill out the necessary paperwork to bill their insurance, the insurance pays the portion for which it’s responsible (if all goes to plan), and you send an invoice to the patient for the remaining balance. Days, weeks, even months go by, and after persistently hounding the patient for their payment, you finally receive it. It turns out the patient wasn’t intentionally dodging the bill—it just was no longer top of mind.

This begs the question: Is there a way to fast-track payments—and remove yourself from the convoluted insurance claims process altogether?

As a matter of fact, there is! Enter the superbill for cash-based physical therapy.

What is a superbill? 

Think of a superbill as a claim you’d typically send to an insurance company for reimbursement. The difference is that patients are responsible for submitting their own superbills—not the provider—to receive partial or full reimbursement for your cash services.

The main benefits of having a superbill at the ready are that they:

• Help streamline the reimbursement process for your patients;
• Enable you to attract and retain patients who have insurance—even if you do not accept insurance;
• Give you back the time you’d normally spend filling out insurance claims; and (perhaps most importantly)
• Empower you to ask for payment upfront after each visit (and avoid the hassle of chasing after payments).

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What must be included on a superbill template?

This may seem obvious, but when it comes to superbills, payers are looking for more than your clinic’s contact information. They need to see the patient’s diagnosis, the specific services provided (along with their correct procedure codes), and pertinent provider information to determine what’s reimbursable.

Include your NAP—among other things.

So, in addition to prominently displaying your name, address, and phone number (a.k.a. your “NAP”) at the top of the superbill, you must also include the following information:

• Your clinic’s Place of Service (POS) code
• Your clinic’s tax ID number (TIN)
• The patient’s information (i.e., name, phone number, email, date of birth)
• The reason for their visit (e.g., PT assessment)
• The patient’s diagnosis
• A list of services rendered (more on this below)
• The total amount charged
• Your name, credentials, license, and NPI number
• Your signature

Add procedure line items.

You know your services are worth every penny, and when your patients achieve optimal outcomes, they undoubtedly do, too. That said, patients and payers still want to know precisely what they’re paying for, so, make sure you:

1. Include separate line items for individual procedures and CPT codes, as well as any applicable supplies (e.g., fitness bands, tape, or foam rollers).
2. List the cost for each.

Not only will this help keep everyone on the same page, but it’ll also protect you should the patient ever dispute a charge.

What else should your superbill include? 

Your superbill now has everything it needs to be legitimate—after all, a superbill is a document that must be legally compliant. But what about any extra details that are necessary for your patients to not feel like they’re just another number?

Provide paying patients options for payment.

Although the superbill places the onus of submitting and receiving reimbursements on the patient—thus leaving you free to charge and collect payments upfront—it’s still important to provide patients with a few different payment options. This can boost your chances of avoiding unnecessary hangups when it comes time for your patients to pay. (And if your billing platform has an online payment option, that’ll speed up the process even more.) But, don’t forget to tell patients about the various ways they can make payments. 

Give your superbill a personal touch.

While you don’t necessarily need to write each patient a long note whenever you send a superbill, personalizing them shows patients they are valued. Here’s how:

• Use words like “please” and “thank you” on the invoice.
• Include special messages for birthdays or major life events.
• Mention any special offers or discounts.

Also, when you hand the superbill to the patient, show them that you care (and make them feel special!) by offering to go through the line items and answer any of their questions.

Automate superbills for an enhanced patient experience.

Now that you understand the essential components of a superbill for cash-based physical therapy, consider taking this process a step further by leveraging an EMR system that can automatically generate superbills. This functionality holds the potential to significantly boost front-office efficiency, and streamline the overall practice experience for both patients and healthcare providers.

In a cash-based physical therapy practice, a superbill plays a crucial role in ensuring prompt patient payments following each visit. To get started today, download our physical therapy superbill template. Better still, if you are a WebPT EMR user, check out our free superbill creation feature.