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How to automate superbills?

Superbill automation in MediSprout generates a superbill for you automatically when a visit is completed, so you don't have to create one by hand for every visit. This article explains the prerequisites, how to turn automation on, the cadence options available, how the automation handles both standard (CPT-coded) and custom services, and how to troubleshoot when automation fails.

Who this is for

  • Administrators and providers who want superbills generated automatically after each visit.
  • Billers who need to understand when an automated superbill will or won't be produced.

Before you start

Automation only works when the following are in place. If any prerequisite is missing, the Automation option is disabled or the visit's superbill fails to generate.

Required patient information

  • Patient insurance details on file.
  • Patient address.
  • At least one diagnosis associated with an applicable CPT code.

Required visit information

  • The provider who owns the visit must have an active AMA CPT codes subscription.
  • The visit status must be Completed.
  • The visit must include at least one CPT code.
  • Each CPT code on the visit must include diagnosis, Place of Service (POS), units, and fee.

Note · If any prerequisite above is missing, the Automation option won't be enabled at scheduling time. Make sure the provider's CPT subscription is active and the patient profile is complete before scheduling.

How custom and no-cost services work with automation

In addition to CPT-coded services, you can attach custom services to a visit — including custom services with USD 0 cost. The automation processes these correctly:

  • CPT-coded services produce billable line items on the superbill.
  • Custom services appear as line items with the cost you defined (or USD 0 for no-cost procedures).
  • The superbill is generated as long as the visit contains at least one CPT-coded service and meets the other prerequisites. Custom services on their own (without any CPT code) are not enough to trigger superbill automation.

Note · Recent platform improvements ensure that no-cost custom procedures are processed correctly when generating superbills. If you previously experienced issues with $0 services or PDF generation, those should now be resolved.

How to turn on superbill automation

Automation is enabled at the time you schedule a visit, in the AUTOMATION section of the scheduling flow.

  1. From the MediSprout main menu, select Visits.
  2. Select Schedule a new visit and complete the standard scheduling steps (date and time, visit type, provider, patient, services, etc.).
  3. In the AUTOMATION section of the flow, turn on the Superbill automation option.
  4. From the Make payment to drop-down, choose Patient or Policy Holder, depending on who should be billed.
  5. Choose a Cadence:
  • On visit completed — the superbill is generated as soon as the visit is marked Completed.
  • Weekly — superbills are generated in a single batch each week.
  • Monthly — superbills are generated in a single batch each month.
  1. Select Save to confirm the automation settings for the visit.

What happens after the visit

Once the visit is marked Completed, the automation runs according to the cadence you chose:

  • On visit completed: the superbill appears in the patient's Superbill section right after the visit ends, with status Ready and available for download as a PDF.
  • Weekly or Monthly: the superbill is generated at the end of the period and then appears in the patient's Superbill section.

From the patient's Superbill section, you can also see whether superbill automation is on or off for that patient and at what cadence.

Turning automation off for a specific visit

You can disable superbill automation per visit by turning off the Automation option when creating the visit. The visit's superbill will then need to be created manually from the visit details.

Troubleshooting: automation failed

Automation can fail for several reasons. The most common causes are:

  • The visit has no associated diagnosis.
  • The visit is missing a required field on one or more CPT codes (diagnosis, POS, units, fee).
  • The provider's AMA CPT codes subscription has expired or was cancelled.
  • Patient insurance details or address are missing or incomplete.

When automation fails, the provider has two options:

  • Retry the failed superbill once the issue is resolved, or
  • Create the superbill manually from the visit details.

Want more information about superbill automation?

Contact MediSprout support using the chat function in the same window you are using or call +1 866-896-1431.