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Therapy invoices and superbills for private-pay and out-of-network reimbursement. Patient invoices, family superbills, and self-pay statements. Branded, and exportable in PDF and 837 formats.
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Invoices and superbills generate directly from the accounting ledger as PDF documents, immutable, sequentially numbered, and shareable through the client portal with DOB verification.
From any patient's accounting accordion, admin clicks + Invoice / Superbill. The generation modal lets admin toggle between Invoice and Superbill, filter by date range, and select the session rows to include via checkboxes. Outstanding-balance rows pre-select by default for invoices; superbills allow any finalized session (since sessions may be fully adjudicated but still need documentation for out-of-network reimbursement). Click Generate, react-pdf renders immediately, stores in S3, logs to the patient record.
Invoice numbers are sequential, org-scoped, and never reused or recycled. Superbills include rendering provider name, NPI, and taxonomy per session line, plus ICD-10 diagnosis codes linked to each session and a signature line. Invoices include the org's payment instructions footer, configured once in Org Settings. Both formats pull the org's branding from Org Settings so the document reads as yours, not ours. Generated documents are immutable; a correction means a new invoice.
Product screens, workflow diagrams, and example outputs. Replace each slot with a real screenshot or illustration.
The technical architecture, API integration points, and data model that make this feature work the way it does.
invoice_id, patient_id, org_id, document_type (invoice | superbill), generated_by, generated_at, date_range_start, date_range_end, session_ids (JSON array), total_billed, total_ins_paid, total_balance, status (generated | sent | paid), pdf_s3_key, invoice_number (sequential per org, never reused).
rendering_provider_npi and taxonomy pulled from session → therapist profile. ICD-10 diagnosis codes pulled from the evaluation linked to the active POC at time of DOS. Produces a document acceptable for out-of-network reimbursement without manual assembly.
Share via portal writes a document_shares row: document_id, document_type, patient_id, shared_by, shared_at, revoked boolean. Patient record carries a 32-char hex portal_token, indexed and unique. Admin can revoke at any time, the share row flips revoked=true and the portal view loses access.
org_settings.payment_instructions is a nullable text field. Set once, rendered in every invoice and superbill footer. Example: 'Please remit payment by check to Learning Charms OT Group, 123 Main St, Charlotte NC 28202, or pay online at [link].'
Out-of-network patients get the documentation they need to seek reimbursement, generated on demand, pulled from the ledger and session records, ready to share.
Org name, logo, address, payment instructions, configured once, applied everywhere. No Therapy Wizard branding visible to the patient.
Superbill row gets a 'Share via portal' action. Patient or guardian accesses the document at their unique portal URL after DOB verification. Admin can revoke access anytime.
Book a 30-minute walkthrough with our clinical team. We will show the exact workflow for your discipline and caseload.