Superbills - Four Ways to Create a Superbill – OptiMantra Inc.

Please reference view our Superbill Basics video to review :

The importance of superbills , since they are the patient’s receipt and document each transaction
How superbills populate many of the reports in Analytics, including your year-end accounting for taxes and your financial records.
The various parts of the superbill and where to customize yours in Settings > Payments > Customize Superbill
*Please note, our team has streamlined the appearance of the superbill since the making of this video.

Now it is time to learn about the four different ways to create a superbill, which are

From the chart note - Recommended for solo providers where the provider is also checking the patient out
From the checkout page - Recommended for practices with front-desk staff
From the scheduled appointment - Good fit for practices with front-desk staff where the appointment is all that practices are checking out (limited in-visit add-on services or supplements)
From the patient’s actions menu - Most often used when a patient is coming in without a visit, for example to purchase gift cards, a package, or supplements

Four Ways to Create a Superbill | Loom - 24 April 2024 - Watch Video

*Please note, our team has streamlined the appearance of the superbill since the making of this video.

From the chart note (recommend for most solo providers)

Many OptiMantra clinics create the superbill from within the chart note during a patient visit, so let’s take a look at the most popular way - from a chart note.

From a patient’s Action Menu > pick one of the following - New Initial Consult, New Follow Up, or New Basic Note.

We highly recommend every provider use the Assessment and Services section to easily track services.

Each provider has the option to add office visits, procedures or labs within the assessment section.
Please use the "Search Services/ Service Templates" box to pull up services from your account with the affiliated pricing.

Occasionally you may need the OptiMantra CPT search to pull in additional services you don't typically offer - just remember that your prices will not be linked to the Opti services! instead they will always be $0.

Next under the Plan section inventory items can be added.

By adding the supplies or products in the plan section it will pull from your inventory when the superbill is processed.

After populating all of the information, scroll down to the bottom to click “Save Consult & Create Superbill”

This creates the superbill already with that provider’s name linked to it, the chart note date, along with the items that were selected.
From the Superbill the patient can be checked out immediately or save the Superbill as-is for the office to follow up and take payment at a later time.

From the checkout page (recommended for busy practices)

The second very common check-out strategy is right from the checkout page.

We suggest that each clinic use the checkout page on a daily basis. You can filter which practitioner or all practitioners and set a date range (no larger than 90 days). Here you can see all of the individual appointments for that date range.
Every patient should have a superbill after every visit, unless you are billing insurance. Then you would only have a superbill if they paid a copay, deductible or co-ins on the date of visit.
- It is a good idea to double check to make sure that each patient has a superbill - and whether it should have been paid in full - at the end of the day!
- If a superbill has been made - it will show in the Superbills column
- If a superbill is absent, you can create one by clicking "+Superbill"

In the middle of the page, there is a + Superbill button for each patient, so click there to start a new superbill.

You must then select a practitioner.
If you select "Create Superbill" - it will pull the data from the most recent chart note for that patient - this is really beneficial if it was today's payment you're running (but not helpful if the last chart note was months ago).
If you select "Blank Superbill" - it will generate a new superbill that is blank (without drawing from any previous chart)

Once again, after the services, procedures, labs, gift cards, and products/supplies are added, the patient can be checked out immediately or save the Superbill as-is for the office to follow up and take payment at a later time.

From the scheduled appointment

If your clinic primarily charges the patient for their scheduled appointment, creating a superbill from the Scheduler might be the quickest workflow for you.

This workflow is less expeditious for practices where providers are adding supplements, or doing add-on services during the visit that may not be reflected on the Appointment itself.

By starting from the Scheduling page, you can double click on a patient's appointment.

Then go to the bottom right corner, and click Checkout > Charge for Booking or Charge Co-pay.
From there the date of visit and service will populate automatically into the new Superbill where you may add other services or products, before taking a payment and / or saving.

A benefit from creating a super bill from the Scheduling page is that it will tie it to the provider that was assigned to that visit and the appointment will automatically be marked Checked Out.

From the patient's actions menu

The final way is through the patient’s actions menu. Typically you would use a blank superbill in cases where a patient is coming in without a visit, for example to purchase gift cards, a package, or supplements.