How to invoice for physical therapy

A therapy invoice usually has a second reader: the patient's insurer. That is what makes it different from most professional invoices — the document has to satisfy a claims process it is never submitted to directly, because the patient submits it themselves.

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The self-pay invoice and the superbill are different documents

An invoice asks the patient for money. A superbill is an itemised receipt with the coding an insurer needs, given to the patient after payment so they can seek reimbursement. A patient who asks for "an invoice for insurance" almost always means the second.

What a superbill has to carry

  • Practice name, address, phone and the treating provider's name and credentials
  • The provider's National Provider Identifier, and the practice's tax identification
  • Patient name and date of birth
  • Each date of service, listed separately
  • The diagnosis codes and the procedure codes billed for each date
  • Units per procedure code, the charge per unit, and what the patient actually paid

State the rate you charge, and stick to it

A published self-pay rate that everyone is charged is straightforward. Discounts decided case by case are not: they can raise questions about what your usual and customary charge really is, which matters to every insurer that reimburses against it.

Cancellations belong in the policy, not the invoice

A late-cancellation fee is billable to the patient and is not a covered service, so it goes on the patient's invoice and never on a superbill. Say so when the policy is signed, not when the fee is first charged.

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Common questions

What is a superbill?
An itemised receipt carrying the provider, diagnosis and procedure coding an insurer needs. The patient pays you, receives the superbill, and submits it to their own insurer for reimbursement.
Do I need an NPI on it?
For a superbill a patient will submit, yes — most insurers will not process a claim without the rendering provider's identifier.
Can I bill a no-show to insurance?
No. A missed appointment is not a service rendered. It is billable to the patient if your policy says so and they agreed to it in advance.

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