Superbills Explained: What Therapists Need to Know

Using Superbills to Simplify Client Reimbursement and Access to Therapy

Key Takeaways

• Superbills help out-of-network clients recover therapy costs by including essential insurance details.
• Many therapists prefer superbills over health insurance networks to keep control of fees and treatment plans.
• A superbill covers key details like provider info, session dates, diagnosis codes, and procedure codes.
• PracticeQ simplifies superbill creation, client communication, and practice management in one platform.  

As a therapist, you’ve probably seen how quickly therapy costs can add up for clients, especially if insurance won't cover the sessions directly.  

And for clients making real progress, financial strain can be a frustrating roadblock—especially when sessions can run $100 to $250 each.

Fortunately, there’s a tool that can help: a superbill.

Here, we’ll walk through what superbills are, how to create them, and why they’re essential for both you and your clients.

What Is a Superbill for Therapy?

A superbill is an itemized receipt for out-of-network clients who want to seek insurance reimbursement.

It includes essential details like ICD diagnostic codes and CPT procedure codes, which insurance companies require to process claims.  

For clients with out-of-network insurance benefits, superbills can recover some therapy costs and ease financial burden. Offering superbills can help therapists make mental health services more affordable, reducing dropout rates caused by financial concerns.

Why Are Therapy Superbills Becoming More Common?

If you’re finding insurance networks more challenging to work with, you’re not alone.  

Many therapists have stepped away from these networks because insurers frequently delay or deny mental health reimbursements. They can also interfere with treatment plans, making it harder to provide the level of care your clients need.

For therapists who choose to work independently, offering superbills has become a practical alternative. A superbill empowers clients by providing the documentation they need to submit insurance claims, even for out-of-network services.

In fact, superbills offer benefits that often go beyond insurance coverage:

• Maintain control over fees: Without insurance restrictions, therapists can set fees that reflect their expertise and practice needs.
• Focus on treatment goals: Working outside insurance networks lets you fully tailor plans to clients’ needs.
• Preserve professional autonomy: Providing superbills allows you to offer clients partial insurance reimbursement without compromising your practice structure.

Superbills help you support client accessibility while keeping full control over your practice—even if you’re not in-network.

Anatomy of a Superbill

For therapists who don't accept insurance, a superbill is a way to help clients access partial reimbursement. It breaks down each session in detail, giving clients what they need to seek insurance compensation.

Here’s what a typical superbill includes:

• Provider information: Your name, license number, and contact information, such as phone number and clinic address.
• Patient information: The client’s name and date of birth for identification.
• Diagnosis codes (ICD): The client’s diagnosis to justify the medical necessity of therapy.
• Procedure codes (CPT): Codes describing the therapy services provided, like individual or group sessions.
• Dates of service: Each session date recorded accurately.
• Charges and payments: An itemized list of service costs, including any payments made.

Including these details helps clients submit a clean, accurate claim, reducing the risk of delays or rejections. What’s more, it saves clients from frustration, helps them recover costs, and keeps the focus on the progress they’re making in therapy.

How to Create a Superbill

Creating a superbill might sound complex, but with PracticeQ, it’s an easy process that can make a big difference for out-of-network clients. Here’s how to prepare a thorough superbill so they have what they need to seek reimbursement:

1. Double-Check Client and Session Details

Start with the basics: confirm that client names, birth dates, and session dates are accurate. Accurate info here is essential for a clean, reliable superbill.

2. Add Diagnosis Codes (ICD)

Include diagnosis codes to support the medical necessity of each session. PracticeQ stores these codes, making it easy to pull the right one for each client.

3. Include Procedure Codes (CPT)

These codes identify the type of therapy service provided, like individual or group sessions, which insurers rely on to categorize claims.

4. Outline Costs and Payments

Detail the cost of each service, including any payments already made by the client. A clear breakdown helps avoid disputes and keeps things transparent.

5. Add a Signature if Needed

Some insurance companies may request a therapist’s signature. While not required by all, it’s a good step to include if you want to avoid possible delays.

6. Enable Client Access to Superbills

PracticeQ offers a secure portal where clients can easily download their superbills, saving you time and reducing repeated requests.

Following these steps ensures an accurate superbill that's ready for reimbursement claims, supporting clients and streamlining your workflow.

Take Control of Therapy Reimbursement with PracticeQ

Therapy costs shouldn’t hold clients back, and neither should the complexity of insurance networks. Superbills give clients a practical path to recover costs while letting you stay in control of your practice.

With PracticeQ, you can effortlessly manage superbills alongside tools for client communication, payment processing, and more—so you can focus on what matters most: client progress and access to care.

Experience the difference for yourself. Start your free 14-day trial of PracticeQ to streamline your workflow, improve client access, and run a practice that makes a real difference.

Superbill FAQs

How do clients submit a superbill to their insurance provider?

Clients typically submit superbills directly to their insurance companies. It helps to confirm submission methods and deadlines with the insurer, as processes can vary.

Will all insurance plans reimburse for therapy from out-of-network providers?

Not all plans cover out-of-network services. Clients should review their insurance policy or speak with their provider to understand potential reimbursement amounts.

What should clients do when an insurance company denies their superbill claim?

Clients can contact their insurance provider to determine the reason for the denial. Often, submitting additional documentation or correcting errors resolves the issue, and therapists can assist as needed.

Are superbills valid for all types of therapy sessions?

Superbills can cover most therapy types, including individual, group, and family sessions. To avoid issues with claims, ensure the CPT codes match the specific services provided.

How does PracticeQ make superbill management easier for therapists?

PracticeQ streamlines superbill creation by automating details like codes and payment info, helping you deliver accurate results effortlessly.