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Superbills

Create superbills, configure office and provider billing details, edit CPT row POS and modifiers, and upload revised superbills to Mindbody.

A superbill is a document that lists the CPT and ICD codes associated with a client’s visit. Clients often use superbills to submit claims for insurance reimbursement. QuickerNotes allows you to generate superbills either for a single date of service or for a full date range.

What’s Included in a Superbill

A superbill generated from QuickerNotes includes:

  • CPT codes (procedure codes)

  • ICD codes (diagnosis codes)

  • Date of service

  • Provider information

  • Client information

Superbills do not include note content unless you choose to print both together.

Generate a Superbill for a Single Visit

You can print a superbill (codes only) from the History tab or from the SOAP note page.
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From a SOAP Note

  1. Open the completed SOAP note.

  2. At the top of the note, select Superbill.

  3. A PDF with only the CPT and ICD codes will be generated.

From the History Tab

  1. Open the History tab
    (from the appointment page, client profile, or inside a new note).

  2. Find the visit.

  3. Select Superbill.

This is the most common method used when a client requests a single superbill.
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Generate a Superbill in Bulk

Bulk superbills can be generated from the client’s file.
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How to Create a Bulk Superbill

  1. Open the client’s file.

  2. Click Print in the upper-right corner.

  3. Select your date range.

  4. Set these toggles:

    • Include insurance codes → ON

    • Include SOAP notes → OFF

  5. Click Print.

This produces a PDF containing only the CPT/ICD codes for the entire date range.
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Notes About Codes

  • CPT and ICD codes must be added to the note before they can appear on a superbill.

  • Complete and review the SOAP note before sharing its superbill.

  • You can print notes and codes together if a client needs both.

Enable Optional Billing Details

An office manager or Staff Admin with property-edit permission can open Settings → Properties and enable Include optional billing details in the Superbill section next to Print Footer.

  • Default place of service (POS): Used when a CPT row has no custom POS. The default is 11 (office). Diagnosis-only superbills use this POS in Service Information.

  • Default CPT modifier: Used when a row has no custom modifiers. Leave it blank for no office default. GP is not added automatically.

  • Organization NPI (Type 2) and Business EIN: Optional office identifiers printed when configured. The Business EIN is visible to recipients of the superbill.

  • Print Footer: The office mailing text also appears with the clinic identity on the superbill.

Each provider can add a Rendering NPI (Type 1) and paired license state and license number in Settings → Profile → Progress Note Settings → Superbill identifiers. Both NPIs print when configured.

These optional details and the POS / Modifiers controls are available only while the office setting is enabled. Turning it off hides the optional details but preserves saved values. The core office, patient, and service layout remains.

Edit POS and Modifiers for One CPT Row

You need permission to add insurance codes to the note. The same permission already controls quantity changes. Staff without it can see saved row values but cannot edit them.

  1. Open the progress note and select Show Codes if the insurance-code panel is hidden.

  2. In Billing Codes, select the value or pencil in POS / Modifiers for the code you want to change.

  3. Enter a two-digit POS for this row.

  4. Enter up to four modifiers, separated by commas. Each modifier must contain two letters or numbers. Leave the field empty for no modifiers on this row.

  5. Select Save. The table shows the saved values. The change applies only to this CPT code on this note.

Edit POS and modifiers for one CPT row.

Use the Office Defaults Again

Open the row editor, select Use office default below POS, modifiers, or both, then select Save.

Rows that use office defaults follow later changes to those defaults. Custom row values stay as entered. An empty modifier field is a custom choice for no modifiers; use the default button to restore inheritance.

Changing quantity does not reset POS or modifiers. Copying a note with its codes preserves custom values and default choices. Diagnosis codes do not use the CPT modifier controls.

Separate POS and modifier values on each CPT row.

Update a Superbill Already Uploaded to Mindbody

After a successful upload, changes to printed billing, office, provider, or client details can show SB Needs Update. This means the current superbill differs from the last uploaded copy.

A changed superbill is marked SB Needs Update.

  1. Review the updated billing values.

  2. Open the print menu and select Upload Updated Superbill.

  3. Wait for the upload to complete. The status returns to SB Uploaded.

Editing a row does not automatically upload a new document. The previous upload date and file name remain available. If you undo the changes and the superbill details match the uploaded copy again, the status returns to SB Uploaded.

Patient Mailing Addresses

Patient mailing addresses appear in single and bulk printed superbills only when you have permission to view client addresses. The office billing-details setting does not grant this permission. If an expected address is missing, ask your office administrator to review your permissions. System Mindbody uploads and account exports retain the full address.

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