A superbill is an itemized statement your out-of-network patients submit to their own insurance for reimbursement. It is not a claim you send to a payer — you generate the document and the patient files it. FrontDesk builds it from the charges on a patient's chart and produces a PDF you can download or email.
Superbills live under Charges & superbills on a patient's record, available once payments are enabled for the location.
One-time setup
A superbill pulls identity details from your settings, so fill these in once:
- Provider NPI + license — Settings → Providers → edit each provider. Enter their individual NPI and license number.
- Tax ID (EIN) — Settings → Organization → Billing details.
- Organization NPI — optional. Enter your group (type-2) NPI if you have one. If you don't, leave it blank — the statement uses the provider's individual NPI automatically.
- Diagnoses — add the patient's ICD-10 diagnoses on their chart (the code field is searchable — type a code like
F41.1or a word like "anxiety").
Add charges
Each line on a superbill is a charge (date, code, fee, and a diagnosis pointer). Charges get onto the chart two ways:
- Automatically — when an appointment is marked completed, FrontDesk captures a charge and prices it from your service catalog.
- Manually — open Charges & superbills → Add charge, pick a code (the description and fee autofill), and save.
A charge with no fee stays a draft until you set one; drafts are left off the superbill unless you include them.
Generate the superbill
- Open the patient → Charges & superbills.
- Leave the date range empty to cover the full treatment span, or set a range to narrow it.
- Optionally pick a provider to scope the statement to one clinician.
- Click Preview to check the totals, then Generate & download.
The PDF includes the clinic header, provider block with NPI and license, the patient's diagnoses, an itemized line-item table, cumulative Total Fees / Total Paid, and a footer showing the patient as payee with the NPI and Tax ID.
Send it to the patient
From Issued statements, use the download icon to open the PDF or the email icon to send the patient a secure link. Every statement is numbered and kept in the patient's history.
Good to know
- Full history by default. Unlike tools that only produce monthly totals, FrontDesk defaults to the entire span of care — the cumulative view patients need for reimbursement.
- The patient is the payee. Reimbursement goes to the patient who paid you; the clinic's NPI and Tax ID appear only to identify the provider.
- Multiple providers, no group NPI? If a patient saw more than one clinician and you have no group NPI, generate a superbill per provider (use the provider filter) so each carries the correct individual NPI.
- Issued statements are permanent. Each superbill is a numbered, point-in-time record — regenerating later never changes an already-issued one.