Out of network private practice
SuperbillDesk reads your session ledger on the first of every month and builds one itemized statement per client, carrying the CPT, ICD-10, place of service and NPI fields an out of network reimbursement needs. Your client submits it, the money goes back to your client, and nobody in your practice ever fills out a CMS-1500.
The first week of every month
Graduate school covered case conceptualization, risk assessment and countertransference. It did not cover what happens when a client forwards a rejection letter because the statement you sent had no rendering provider on it.
A dated card receipt is not a superbill. Without a rendering NPI, a diagnosis code and a place of service code, the insurer sends your client straight back to you, and you are the one answering that message on a Tuesday night.
20 to 45 minutes per bounced clientYou pull 90834, 90837 and 90847 out of your notes, retype them into a spreadsheet template, and hope nothing shifted when a client moved from weekly to every other week. One transposed digit becomes a denial three weeks later.
1 in 9 hand typed statements carries an errorMonth end billing lands on the one afternoon you kept for yourself. At a $150 session fee, four hours of unbilled administration costs the same as turning away a full clinical day, and it happens twelve times a year.
$600 of clinical time every monthWhen reimbursement feels like homework, a weekly client becomes an every other week client, then a name you no longer see. Out of network practices lose caseload this way without ever hearing a reason.
3 to 5 avoidable drop offs a yearHow it works
Setup happens once, in an afternoon, with your own client list in front of you. After that the work of month end is a review, not a rebuild.
Point SuperbillDesk at your calendar or at a practice management export. It reads date of service, session length, attendance and fee paid, and it ignores anything you have marked as a consultation, a cancellation or a no show.
About 20 minutes for a full caseloadChoose the CPT the session actually was, the ICD-10 diagnosis on file, the place of service for office or telehealth, and any modifier you use. Set it one time and every future statement for that client follows the same rule.
90791, 90834, 90837, 90846, 90847On the first, every client statement is drafted and stacked in one review queue with anything unusual flagged at the top. You scan the flags, correct the two sessions that need attention, and approve the batch in a single pass.
Median review time: 6 minutesApproved superbills go out through your secure client portal or an expiring encrypted link, and every send is timestamped. When a client asks in July whether they ever received February, the answer takes four seconds to find.
Delivery log on every statement
What is inside
Every one of these exists because a real practice lost a reimbursement without it. Nothing here is a dashboard for its own sake.
A 53 minute hour bills as 90837, a 45 minute session as 90834, and an intake as 90791, taken from the duration you actually recorded. Telehealth sessions carry modifier 95 and place of service 10 without anyone remembering to add them.
Each client carries a primary ICD-10 code and up to three secondary codes, each stamped with the date it took effect. When a diagnosis is revised in September, the superbills for January still show what was true in January.
Rendering NPI, billing NPI, EIN, taxonomy code and license number are stored once and printed on every statement you send. A group practice can assign a different rendering provider per client without opening a second account.
Sessions marked unpaid, part paid or reduced under a sliding scale agreement are separated from settled sessions before the statement is built. No client ever submits a superbill for money they have not actually spent.
Statements arrive through a link that expires, and each open is written to the client record. Download a single month, a signed copy, or a full twelve months in one file when a client is preparing a deductible appeal.
Every January the twelve monthly statements for each client are assembled into one document for taxes and health account substantiation. Each version of each superbill stays stored with the name of whoever approved it and the minute they did.
What changes
These come from approval timestamps and delivery logs inside the product, measured across accounts that completed at least two monthly batches in 2025.
Solo practices logged an average of 4 hours and 10 minutes on month end billing before switching, and 22 minutes after the second cycle. The gap is measured from first draft opened to batch approved.
Clients act when the document arrives finished, on a date they can predict, with nothing left to look up. Practices that deliver on the first see 94 percent of statements reach an insurer inside ten days.
Clients receiving monthly superbills recovered an average of $1,410 from out of network benefits in 2025. Clients who asked for receipts only when they remembered recovered $610 over the same period.
SuperbillDesk never files a claim and never becomes your billing service. You stay out of network, the client submits the statement, and the reimbursement goes to the client where it belongs.
From the practices
Three accounts agreed to be named, with their city, their license and the size of their caseload.
I used to block the first Sunday of every month for billing and I still got it wrong twice a year. Now I open the queue on Monday morning, fix maybe two sessions, and approve. My clients stopped emailing me about codes entirely, which is how I know the documents are finally right.
We have nine clinicians and every one of them kept a different spreadsheet. The rendering provider field per client is what sold me: one account, nine NPIs, and the diagnosis history stays attached to the client instead of living in somebody's head. Our intake coordinator has not touched a billing template since February.
Two clients filed appeals last spring and both needed a full year of itemized sessions in a single file. That used to be an evening of copying dates out of my calendar. I pulled the annual packet in under a minute for each of them, and both appeals came back approved.
Pricing
No fee per superbill, no fee per client, and no percentage of anything your clients are reimbursed. Pick the tier that matches your practice today and move whenever it changes.
One licensed clinician working independently.
$29 per month
Billed monthly in US dollars.
Two to twelve clinicians under one practice name.
$79 per month
Billed monthly in US dollars.
Multi site clinics and training programs.
$159 per month
Billed monthly in US dollars.
Every plan is billed monthly in US dollars and can be cancelled at any time from your account settings, with no notice period and no exit fee. Your statements and client records stay exportable for 60 days after you leave.
Questions we get on the first call
Solo Practice is $29 per month, Group Practice is $79 per month and Clinic is $159 per month, all in US dollars. The tier is set by the number of clinicians and active clients, not by how many superbills you send, so a busy month never costs more than a quiet one. If you outgrow a tier we tell you before the next renewal rather than after it. There is no setup fee and no annual commitment on any plan.
Most solo practices finish setup in a single afternoon and send a real batch the same week. Connecting the session ledger takes about twenty minutes, and coding profiles take two to three minutes per client the first time you touch them. Group practices with several rendering providers usually spread setup across two sittings. We run the first batch with you on a shared screen so nothing reaches a client before you have read it.
Records are stored encrypted at rest in United States data centers, and every transfer runs over TLS. We sign a business associate agreement with every practice on every tier. Access by our team is limited to named staff, requires a support request from you, and is written to an audit log you can export. SuperbillDesk stores session dates, fees, codes and identifiers, and it never asks for or stores your clinical notes.
SuperbillDesk imports the CSV exports produced by the common private practice systems, and it reads calendar feeds directly when you would rather not export anything. Sessions can also be typed in by hand for clinicians who keep a paper schedule. Nothing needs to be replaced: the product sits beside your existing system and reads only what a statement requires. If your export is unusual, send us a sample file and we will map it during onboarding.
You cancel from account settings and billing stops at the end of the current month, with no notice period and no exit fee. Every superbill you have already sent stays valid, because your clients hold their own copies. For 60 days after cancellation you can sign in and export the full history as PDF and CSV files. After those 60 days the account and its records are deleted from our systems.
No. SuperbillDesk produces the itemized statement, and your client is the one who submits it to their insurer. We do not touch a CMS-1500, we hold no payer contracts, and we never become a party to your client benefit claim. That is the point of staying out of network: you keep the clinical relationship simple and your client keeps control of the reimbursement.
The Reimbursement Desk
Billing craft, benefits rules and practice economics, written for clinicians who set their own fees and keep their own books. Three recent pieces from the desk.
Practical guide
A superbill is not an invoice and not a claim. Here is every field a payer expects to see on one, where each number comes from in your chart, and how to hand it to a client safely.
Comparison
Three codes cover most of a private practice week, and the difference between them is time, participants and documentation. A side by side look at what each one requires of you.
Mistakes to avoid
Most out of network denials trace back to a handful of fixable fields. These are the eight that send clients back to you asking for a corrected document, and how to stop making them.
Book a walkthrough
Tell us the shape of your caseload and we will build a sample batch from your own dates before you decide anything. You will see your codes, your identifiers and your delivery format on a real statement, not a demo account belonging to somebody else.
We answer every message ourselves and we never pass your details to anyone. If a form is not your preference, write to jimenezjulien42@gmail.com and mention your caseload size.
Written and maintained by Jimenez Julien. He builds small, single purpose software for United States trades and professions, and he answers the support mail for SuperbillDesk himself. Read the full author page for how this product is built, reviewed and kept current.
