Superbills, Ledger & Statements

Superbill software turns a signed visit into something you can bill and explain. In the PatientCopilot EHR, a fee schedule and a signed note produce a superbill PDF, payments and adjustments post to a patient ledger, and patient statements match the ledger balance. It is part of the Autopilot plan.

Generate a superbill

When the provider signs a note, the EHR can produce charges from your fee schedule and a superbill PDF. The superbill lists the services, the diagnosis and procedure codes and the practice details.

• Fee schedule that sets your charges
• Superbill PDF from a signed note
• Codes confirmed by the provider

Out-of-network reimbursement

Some patients pay you directly and ask their insurance for reimbursement. A superbill gives them the documentation they need to submit. Requirements differ by insurer, so tell patients to check their plan's rules.

Ledger and statements

The patient ledger is the running record of charges, payments, adjustments and balances. Everything that affects what a patient owes lands there.

• Payments and adjustments posted to the ledger
• Patient statements that match the ledger balance
• A clear history staff can read when a patient asks about a balance

Because statements come from the same ledger, the number a patient sees matches the number your team sees.

Payment posting

Post payments as they arrive, whether from a patient or an insurer. For insurer payments, the Clearinghouse features are designed to bring in electronic remittances, and anything that does not balance is set aside for review, not forced.

How it works

1. The provider signs the visit note.
2. The fee schedule creates the charges.
3. Generate the superbill PDF.
4. Post payments and adjustments to the ledger.
5. Send a statement that matches the balance.

Keep records clean

Review your fee schedule regularly and make sure charges match what you intend to bill. Reconcile the ledger against deposits on a schedule. Small errors are easier to fix when you catch them early.

Personal injury accounts and prepaid packages are tracked separately in their own tools. See the PI Cases, Care Plans and Packages feature for how those are designed to work.

The PatientCopilot EHR is under development. This page describes what it is designed to do, and it is not ONC certified.

Billing runs smoothly when the basics are consistent. Review your fee schedule at least once a year and make sure the same fees apply across providers unless you have a reason to differ. Post payments on the day they arrive, and reconcile the ledger to your bank deposits on a regular schedule. Send statements on a predictable cycle so patients know what to expect. When a patient disputes a balance, open the ledger and walk through the entries together. Keep notes on write-offs and adjustments so the reason is clear later. A clean ledger is easier to audit, easier to explain and easier to use for decisions about the practice.

If you work with out-of-network patients, tell them up front what the superbill will contain and how to submit it, so there are no surprises. A short handout at checkout can answer most of their questions before they call.