Individual Statements, Superbills and Flexible Spending Statements

Statements, Superbills and Flexible (Flex) Spending Statements are often requested by clients for a variety of reasons.

These can both be generated and viewed by staff, and accessible via the client portal (if enabled).

Looking for batch statements? Click here for our article on this

privacy_tip Required Role

Generating statements requires either of the following roles to be enabled, more about roles here: Staff Roles

  • Therapist with Financial Access
  • Biller
  • Manager
  • or Owner

Within the Article:

Creating Superbills and Flexible Spending Statements

To create either of these, follow these steps:

  • Go to Clients on the left menu
  • Click the client's name
  • Click the top Billing tab
  • Click on the button near the top (above the Balance)

From here, follow the steps from top to bottom:

  • Select a statement type:

  • Pick a therapist if the client is seen by multiple therapists in the group

  • For Superbills: Select an individual date of service.

  • For Flexible Spending: Select the date range (or manually enter):

  • Once the type of statement has been selected, you have these additional advanced options

  • Click Next, and the system displays a preview of what the generated statement will look like.

  • After clicking Send Statements, you're presented a screen where you can choose to print or download statements. If you chose to send the statement electronically, click "I'm done" to return to the client's billing tab.


Custom CPT Codes & Statement

If a CPT Code used for an appointment is a Custom CPT Code (vs. a Standard CPT code), it will not populate on a claim or Superbill.

If you use a Custom CPT code for your date(s) of service, you will either not see the date, or the message "No data available" as seen below:

To fix, you can follow these steps:

  • Click Practice Settings on the left menu
  • Click the Billing & Insurance on the top tabs
  • Click Set up next to CPT Codes (the top, standard one) if you are using Practice Defaults
    • If using therapist specific CPT codes, scroll below to the particular providers name, then edit to the right
    • Therapists can also adjust these on their own if they wish under their My Profile menu on the left
  • Scroll down to Custom Codes
    • Uncheck the boxes for the codes you need to populate on the Superbills
    • Scroll up
    • Click Add New under Standard CPT Codes
    • Enter the Code
    • Click 
  • Click on the client under Clients
  • Click on the Billing tab at the top
  • Click on the DOS line item
  • Click on the Description
  • Select the new CPT Code you entered
  • Click
You can then create a Superbill or Flexible Spending statement.

Viewing a Generated Superbill or Flexible Spending Statement on the Client's Billing Screen

Whenever a client has had a statement produced on their account, the statement is listed on their Billing Screen. If you wish to delete the statement, clicking on the ‘ trash can’ icon to the right. It will delete the statement from the patient’s account and they will no longer be able to view it in the patient portal.

  • To view a Superbill or Flex Spending Statement, click on the date or name of the statement based on the date of creation.

  • To delete a Superbill or Flex Spending Statement, click on the red trashcan icon to the right on the same line.

Downloading, Viewing or Printing a Superbill or Flexible Spending Statement

Most browsers provide handy built-in PDF controls directly in the browser at the top right corner! 

From there you can download the Superbill or Flex Spending Statement as a PDF to your computer's download folder, or print it with the icons shown below, typically at the top right of any browser (screenshot from Google Chrome):

If you clicked on a statement to view from the client's Billing tab, and a new tab with the statement, superbill, or flexible spending statement didn't pop up, your browser may have pop-up's blocked. You'll need to disable those before the popup works.

Here are the steps if you're having troubles to our three major supported browsers:

Google Chrome

Allow pop-ups and redirects from a site

  1. Open Chrome 
  2. Go to a page where pop-ups are blocked (IE: the Billing page, and click on the statement)
  3. In the address bar (on top), click the Pop-up blocked icon:Pop-up blocked
  4. Click the link for the pop-up you want to see.
  5. To always see pop-ups for the site, select Always allow pop-ups and redirects from [site] and click done

Alternatively, you can follow these steps for Google Chrome as well:

  1. Go to the menu button (top right, 3 dots)
  2. Then click Settings
  3. On the far left menu, click Security and Privacy
  4. Then click Site Settings
  5. Then click Pop-ups and redirects
  6. Under "Allowed to send pop-ups and use redirects" click [Add] to the far right
  7. Type in exactly: [*.]therapyappointment.com
  8. Click [Add]

Success!

You should then see this above (highlighted in red). Popups for just our website should now be enabled, and you can try accessing again!

Mozilla Firefox

To access the pop-up blocker settings:

  1. Click the Menu button and select Settings
  2. Select the Privacy & Security panel
  • Under the Permissions section, uncheck the box next to Block pop-up windows to disable the pop-up blocker altogether (not recommended by TherapyAppointment, but an option)
  • Our recommendation instead of the above bullet point is to click on [Exceptions…] which opens a dialog box with a list of sites that you want to allow to display pop-ups displayed below
  • Enter the following:
    • portal.therapyappointment.com
    • therpyappointment.com

Then click

Allow: Ensure this is selected to add our website to the exceptions list.

Success!

Popups for just our website should now be enabled, and you can try accessing again!

Apple Safari

Allow or block pop-ups on one website

  1. Go to the website (sign into TherapyAppointment here first) in the Safari app on your Mac
  2. On the top menu, choose Safari > Preferences, then click Websites on the top tab
  3. Then scroll down on the left and find Pop-up Windows and click on it
  4. On the right, select Allow for therapyappointment.com (may also show as api.portal.therapyappointment.com)
  5. An image of those steps once in the Preferences can be found below:

Success!

Popups for just our website should now be enabled, and you can try accessing again!

Client Portal: View any Statement, Superbill or Flexible Spending Statement

If enabled, from the client portal your client can at anytime view any previously generated Statement, Superbill, or Flexible Spending Statement.

To ensure clients can access this handy feature, please read on!

Ensure Client Portal Settings allow statement viewing

As a provider go to:

  • My Profile (left menu)
  • Find the section "Client Portal Settings"
  • Ensure "Allow clients to view their accounts and to create and view billing statements, FSA statements, and superbills?" is set to yes.
  • If not, click the top right blue button, change the setting above from no to yes and .

View from the Client Portal

To view from the client portal, clients first need to get to the sign in screen.

Once Signed In:

  • $My Account (left menu):

  • Click on the Statement, Superbill, or Flex Spending Statement (either description or date it was generated):

  • This will open up a PDF view of the statement
  • From here, clients can use their built in browser controls for PDFs to either save to their local computer, or print
  • We also briefly address this (and many other handy things!) on our client portal overview article here: Client Portal Overview - $My Account