The actions described in this lesson require a Manager permission on your clinic.
Overview
If you run a cash-based practice, offering Superbills makes it easier for patients to seek out-of-network reimbursement, without adding extra admin work to your day.
With Embodia, you can set up Superbills once, save your commonly used diagnosis and CPT codes, and generate professional, patient-ready documentation directly from an invoice. That means less time manually creating paperwork, fewer billing errors, and a smoother reimbursement experience for your patients.
By setting up your superbill workflow in advance, you can:
- Save time by preloading your most commonly used CPT and ICD-10 codes
- Generate accurate superbills in just a few clicks
- Reduce back-and-forth with patients about reimbursement paperwork
- Create a more polished, professional billing experience
- Make it easier for patients to submit claims and potentially recover out-of-network costs
In this guide, you’ll learn how to configure Superbills in Embodia, including how to enable the feature, add your billing codes, and set default procedures so your documentation workflow stays fast and efficient.
Video tutorial
Enabling Superbills
By default, the Superbills feature is not enabled on your account. To enable it, click on Billing > Settings > General settings, check the Enable Superbills checkbox and then click on Update settings.
Once the Superbills feature has been enabled on your account, you can start setting up your diagnosis codes and procedure codes.
Managing your diagnosis codes
To manage your diagnosis codes, click on Billing > Settings > Superbill settings > Diagnoses. This page will list all your diagnoses.
To add a diagnosis code, click on New diagnosis code. Fill out the form with the code (based on ICD-10) and the name of the diagnosis.
For additional information about diagnosis codes, refer to the resource A Superbill Glossary for Physical Therapists: Your Go-To Cheat-Sheet for Your Cash-Based Practice.
Managing your procedure codes
To manage your procedure codes, click on Billing > Settings > Superbill settings > Procedures. This page will list all your procedures.
To add a procedure code, click on New procedure code. Fill out the form with the code (based on CPT), the name of the procedure, and its unit price.
For additional information about procedure codes, refer to the two resources below:
- A Superbill Glossary for Physical Therapists: Your Go-To Cheat-Sheet for Your Cash-Based Practice
- How to Price CPT Codes for Your Cash-Based Physical Therapy Practice
Specifying default procedure codes for your services
If a service often consists of the same Superbill procedure codes, you can set them as defaults. This will make it much quicker to generate a Superbill, without the need to provide the procedures each time.
To set defaults for a service, click on Billing > Settings > Superbill settings > Service defaults.
This page will list all your services. For each service you want to specify defaults, click on Add procedure. Select the procedure code and the number of units.
Once defaults are specified, the next time a Superbill is created from a patient invoice, the specified procedures will be pre-populated.
Other general settings
For additional settings regarding superbills, go to Billing > Settings > Superbill settings > General settings.
There you can:
- Enable automatic copying of diagnosis code from previous Superbills;
- Add a custom text that will show up on the footer of all Superbills, for example, an NPI (National Provider Identifier) number;
- Check if you would like to add the practitioner's signature to the Superbill (more info here).
- Allow the patient to generate a Superbill for a fully paid invoice if one has not been generated by the practitioner
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
- Generating a Superbill