Superbill Software for Therapists: One Click From the Calendar

The problem: superbills formatted by hand

Clients who pay privately often want to claim part of the fee back from their insurer as an out-of-network benefit. To do that they need a superbill, and the work of making one usually lands on the therapist at the end of the month: copying session dates out of the calendar, looking up the right CPT code for each session length, typing the NPI and tax ID, adding the diagnosis, and adding up what was paid.

It is unbilled time, and mistakes are expensive for the client. A superbill without an NPI, a tax ID or a diagnosis code is a common reason an insurer rejects the claim, and the client comes back to you to fix it. Some clients quietly switch to an in-network provider instead.

Prexella's fix is one-click superbills with CPT, ICD-10, NPI and EIN on an insurance-ready PDF, built from the sessions already in your calendar.

How Prexella's superbill software for therapists works

You enter your billing details once, then each superbill takes three steps.

1. Choose the client and date range. A single session, a month, or a quarter.
2. Review the lines. Prexella pulls the client's completed sessions in that range. Each becomes a service line with the date, a suggested CPT code based on the session's length and type, the place-of-service code and the fee. Add or confirm the ICD-10 diagnosis codes.
3. Generate the PDF. Download it and share it with the client to submit to their insurer.

What goes on every Prexella superbill

Prexella fills each section from your billing settings and the client's sessions:

Section	What it includes
Provider	Practice name, provider name and credentials, address, phone
Identifiers	NPI (individual and group), tax ID / EIN, license number, taxonomy code
Client	Name, date of birth, address, email
Diagnosis	ICD-10 codes with descriptions
Services	Date of service, CPT code, description, place of service, units
Totals	Fee and amount paid per line, total charges, total paid and balance due

Each PDF ends with a provider signature line and a place-of-service legend, so a claims processor can read it without calling your office. Dates print as MM/DD/YYYY.

CPT codes and place-of-service codes

The CPT code is suggested from the session: an intake becomes 90791, a group session 90853, a couples or family session 90847, and an individual session 90832, 90834 or 90837 depending on its length. The full list you can choose from on any line:

• Psychotherapy: 90791, 90832, 90834, 90837, 90846, 90847, 90853
• Psychological testing: 96130, 96131, 96136, 96137, 96138, 96139
• Medical nutrition therapy: 97802, 97803, 97804

Place of service follows the visit type the client chose when they booked: 11 for the office, and for telehealth your default of 10 (the client's home) or 02 (somewhere other than home). Code 12 (home visit) is also available. If you are unsure which code fits a session, the therapy CPT code reference explains each one, and how to create a superbill walks through the fields insurers check.

Why it matters for a private-pay practice

A superbill is often what makes private-pay therapy affordable for a client, because part of each session comes back to them. Making it quick to produce keeps clients who might otherwise move to an in-network provider, without you joining insurance panels. Paired with prepaid session credits, it lets clients pay ahead and still claim their benefits. If you also take insurance directly, the insurance billing workspace turns sessions into claims for an in-house or outsourced biller.

Who it is for

Superbills are used most by practices where clients pay up front and claim out-of-network:

• Therapists in private-pay practice who bill 90834 and 90837 every week.
• Psychologists who also bill psychological testing codes.
• Counselors whose clients have out-of-network mental health benefits.
• Clinical social workers running a private-pay caseload.

To see a superbill generated from your own session types, request a demo. If you are comparing systems, superbills are one of the rows in SimplePractice alternatives.