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Step-by-step guide to setting up, creating, and using a superbill

A superbill is an itemized document that records the services a provider delivers during a visit, along with the diagnosis and billing codes used by the patient's insurance. Patients use the superbill to submit claims for reimbursement. This guide walks you through everything you need to set up superbills correctly in MediSprout: one-time organization setup, per-patient setup, scheduling a visit that generates a superbill, and what to do after the visit.

Who this guide is for

  • Administrators setting up their organization to use superbills for the first time.
  • Providers and Schedulers who will create visits that produce a superbill.
  • Billers who need to understand how the superbill workflow connects to billing and invoices.

Before you begin

  • An active MediSprout subscription. (See How pricing and subscriptions work with MediSprout.)
  • An AMA CPT codes subscription for every provider whose visits will use standard CPT-coded services. Custom services without CPT codes do not require this subscription. (See Understanding AMA CPT codes and how to subscribe.)
  • Your organization's NPI (Type 2) and TIN.

Note · If a provider does not have an active AMA CPT codes subscription, the superbill automation flow is disabled for that provider's visits.

How the workflow fits together

The setup is organized in four parts:

  • Organization-wide setup (one time) — Steps 1 and 2.
  • Per-patient setup (once per patient) — Steps 3, 4, and 5.
  • Per-visit (every time you schedule a visit that uses a superbill) — Step 6.
  • After the visit — Step 7.

Step 1 — Set up NPI and TIN

Insurance providers need to be able to identify your practice accurately. Setting up your organization's National Provider Identifier (NPI) and Tax Identification Number (TIN) ensures that every superbill generated by MediSprout carries the right information.

  1. Sign in to your MediSprout account.
  2. From the main menu, select Organization settings.
  3. From the drop-down menu, select Organizational information.
  4. In the field provided, enter your NPI Type 2 and select Validate.
  5. When validation is successful, select Save.

Note · A Type 2 NPI is assigned to a healthcare organization such as a group practice, hospital, or clinic. If you are part of a group practice or organization, you must enter the Type 2 NPI.

  1. Enter your TIN in the field provided.
  2. Select Save.

Your NPI and TIN are now saved in MediSprout and will be applied automatically to every superbill you generate.

Step 2 — Configure services and procedures

A superbill lists the services and procedures delivered during a visit. Before scheduling visits that will generate superbills, set up the services your practice offers. MediSprout supports both standard services that use AMA CPT codes and custom services defined by your organization.

Adding a standard (CPT-based) service

  1. From the MediSprout main menu, select Organization settings.
  2. From the drop-down menu, select Services.
  3. Select Add service and choose Standard service when prompted.
  4. Search for the AMA CPT code that matches the service. Select the correct code from the results.
  5. Confirm or adjust the cost shown for the service.
  6. Select Save.

Adding a custom service

Custom services are services your organization offers that don't map to a standard CPT code, or that you want to track separately. Custom services may have any cost, including USD 0 — useful for tracking complimentary procedures, follow-up consultations bundled with another service, or internal records that should not generate a charge.

  1. From the MediSprout main menu, select Organization settings.
  2. From the drop-down menu, select Services.
  3. Select Add service and choose Custom service when prompted.
  4. Enter a service name and a short description (recommended).
  5. Enter the cost. Setting the cost to USD 0 is supported — the service will still appear on the superbill as a line item with a zero amount.
  6. Select Save.

Tip · Set up your services library before you start scheduling — once it's in place, attaching services to a visit is a quick selection step.

Step 3 — Request patient insurance and address information

Patient insurance and address information are required on every superbill. Request these details from the patient once; unless the information changes, the patient won't need to enter it again.

Option A — Assign the task manually:

  1. From the MediSprout main menu, select Patients.
  2. From your patient list, select the patient.
  3. In the horizontal menu below patient details, select TASKS.
  4. Select Assign task.
  5. In the popup, select Documents & other tasks.
  6. Check the boxes for Share driver's license and Share insurance card.
  7. Select Assign tasks.

Option B — Use an onboarding workflow:

Include the insurance and address tasks in your patient onboarding workflow or a workflow assigned before the first visit. This is the recommended approach for new patients.

Step 4 — Add and manage patient insurance details

Once the patient has completed the tasks for insurance and address information, you need to verify and store the data so it can be used on the superbill.

  1. From the MediSprout main menu, select Patients.
  2. Select the patient you assigned the tasks to.
  3. In the horizontal menu below patient details, select INSURANCE.
  4. Select the insurance card uploaded by your patient.
  5. In the fields displayed, enter or verify the required information. Some fields will be prepopulated — you can edit any field.
  6. Select Save.

Insurance and address details will now be automatically included in all superbills generated for this patient.

Step 5 — Add and manage diagnoses

Accurate diagnosis information is required for superbills, insurance processing, and reimbursement.

  1. From the MediSprout main menu, select Patients.
  2. Select the patient.
  3. In the horizontal menu below patient details, select DIAGNOSES.
  4. Select any existing diagnosis to edit or remove it; or select Add diagnosis to enter a new one.
  5. In the popup, enter the date and diagnosis code, then select Save.

Note · Diagnosis codes are displayed throughout the platform with a point separator after the third character (for example, F33.1 instead of F331). This formatting is applied automatically on the superbill.

Step 6 — Schedule a visit that integrates a superbill

Visits scheduled in MediSprout can be tied to a superbill so the document is generated automatically when the visit is complete. Before scheduling, do a quick check that the basics are in place.

Check the payment method

  1. From the MediSprout main menu, select Subscription.
  2. From the drop-down menu, select Billing details.
  3. Select Payment method and verify the payment method is set. Make sure Bill this card is selected on the preferred method.

Check the provider's AMA CPT subscription

  1. From the main menu, select Subscription.
  2. From the drop-down menu, select AMA CPT codes.
  3. Verify the provider performing the visit has an active CPT codes subscription, if the visit will use CPT-coded services.

Schedule the visit

  1. From the main menu, select Visits.
  2. Select Schedule a new visit.
  3. Choose Video visit or In-person visit and complete the remaining fields.
  4. In AUTOMATION, enable superbill generation if you want MediSprout to create the superbill automatically when the visit ends.
  5. Select the services to include in the visit. Both standard CPT-based services and custom services (including USD 0 services) can be added.
  6. Select Schedule a visit.

Note · Visits scheduled with a past date follow the same flow but include additional status options (Completed, No Show, and within the last 12 hours, Scheduled). See Supporting Scheduling Visits in the Past for full details.

Step 7 — Review and finalize the superbill

After the visit is completed:

  • If superbill automation is enabled, MediSprout generates the superbill PDF automatically and attaches it to the visit.
  • If automation is disabled, you can create the superbill manually from the visit details.
  • Open the superbill to review provider, patient, diagnosis codes, services, and the totals before sharing it with the patient.
  • The superbill can be downloaded as a PDF and shared with the patient through MediSprout, email, or printed.

Note · PDF generation reliability was improved in a recent platform update. If you've experienced PDF issues in the past, they should be resolved.

Tips and best practices

  • Set up your services library once, then maintain it — new services should be added in one place to keep superbills consistent across providers.
  • Use workflows to automate insurance and address requests for new patients — this avoids manual chasing later.
  • Keep diagnoses up to date during the patient's care, not only at billing time.
  • Enable superbill automation when scheduling — it removes a manual step and reduces missed superbills.
  • Custom services with USD 0 cost are useful for documenting procedures that don't generate a charge — they still produce a line on the superbill so the procedure is recorded.

Want more information about superbills?

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