Generating a Superbill

Overview

Once your Superbill settings are configured, Embodia makes it easy to generate reimbursement-ready Superbills in just a few clicks.

For cash-based practices, a fast and reliable Superbill workflow helps patients submit out-of-network reimbursement claims with confidence—while saving you from manually creating billing documentation after every visit. Instead of building forms from scratch or editing templates outside your EMR, Embodia lets you generate professional Superbills directly from completed invoices.

This helps you:

• Save time by creating Superbills directly from patient invoices
• Reduce administrative work and manual documentation errors
• Provide patients with clear, professional reimbursement paperwork
• Streamline your billing workflow after each session
• Support a smoother out-of-network reimbursement experience for your patients

With the right invoice details in place, Embodia automatically pulls the required billing information into a formatted Superbill that’s instantly available to your patient through their secure portal. If needed, you can also print the Superbill to provide a physical copy.

In this guide, you’ll learn how to generate a Superbill from an invoice, review the included billing information, and provide patients with reimbursement-ready documentation in just a few steps.

To generate Superbills, your account must have the 'Managing patient invoices' permission enabled. Please check with the Clinic Manager to see if you have this permission.

How to generate a Superbill

To generate a Superbill, navigate to the patient invoice and click Manage Superbill information.

This creates a new Superbill and automatically applies any default procedure codes configured for that service, helping you complete documentation faster.

From the Superbill page, review and customize the billing details. You can set:

• The place of service (arrow #1 in the image below).
• Add diagnosis codes (arrow #2 in the image below). Diagnosis codes can be copied forward if they already exist for the patient. Learn more in the section 'Other general settings' in the guide Setting up Superbills on Embodia
• Add and modify the procedure code (arrow #3 in the image below). Default procedure codes can be set up for each service.  Learn more in the section 'Specifying default procedure codes for your services' in the guide Setting up Superbills on Embodia
• Add other generic line items not tied to a procedure code, such as discounts (arrow #4 in the image below).
  
  

Sending a Superbill to your patient

Once a Superbill has been created, it will be instantly available in the patient portal. If you would like to send an email notification to notify the patient about the new Superbill, click Email receipt at the bottom of the Superbill or the receipt.

The patient will then receive a notification about a new invoice receipt. This is simply a notification. They will be asked to sign into their secure portal where they can access and download their invoice/receipt and Superbill. 

Patients can then:

• View their Superbill online
• Download it for their records
• Submit it to their insurance provider for potential out-of-network reimbursement

If needed, you can also print the Superbill directly and provide a physical copy during or after the visit.

Related resources

• How to Price CPT Codes for Your Cash-Based Physical Therapy Practice
• A Beginner's Guide to Superbills & Receipts for a Cash Practice
• A Superbill Glossary for Physical Therapists: Your Go-To Cheat-Sheet for Your Cash-Based Practice
• Setting up Superbills on Embodia