🖥️ For providers using the Oasys web app. These tools are mostly used for cash-pay and self-pay clients.
This article covers the paperwork that sits around billing: Good Faith Estimates, superbills (including automatic superbills), and client billing statements.
In this article
1. Good Faith Estimates
A Good Faith Estimate (GFE) gives a client an estimate of the expected cost of their care. Under the No Surprises Act, uninsured or self-pay clients should get one before treatment. Oasys provides the tool; whether and when you send one is your decision.
Creating a GFE
Open the client's billing panel → Documents → GFEs → Generate GFE.
Pick a service (and session mode), the Expected Number of Sessions (up to 52), Diagnosis Codes (ICD-10), and a Service Start Date.
Review the estimate Oasys builds, with the required rights language. It's the service's price for that session mode × the number of sessions (client pricing rules aren't used), and it's valid for 12 months from the start date.
Choose Download PDF, Send, or Send Later.
Sending adds a "Good Faith Estimate" to the client's Documents for them to acknowledge. For a minor, the guardian receives it.
GFE statuses are Generated, Sent, Acknowledged, and Expired.
Each GFE covers one service.
✅ Good to know: Oasys doesn't enforce or remind you to send GFEs; it's a manual step. There's no in-place edit. To change a GFE, delete it and generate another. You can't delete one a client has already acknowledged, since it's the official copy.
2. Superbills
A superbill is a statement a cash-pay client submits to their own insurance for out-of-network reimbursement. It's different from an invoice (which the client pays you) and a claim (which you submit to insurance).
Creating a superbill
Go to Billing → Manage superbills. You can create superbills even before you've set up Stripe.
Click Create Superbill.
Choose one client in Select Patient. Clients without diagnosis codes can't be selected ("Missing diagnosis codes").
Pick a date range in Select Sessions (Year to date, Last month, Last 3 months, Custom, or All time) and tick the sessions to include. Each shows its date, amount, CPT code and diagnosis codes.
Add an optional Label (for example, a month name) in Preview & Send, and preview the PDF (Open in new tab or Download PDF).
Click Send Superbill. Oasys emails your client to let them know their superbill is ready.
⚠️ Important: The superbill PDF is never attached to the email, to protect your client's privacy. The email has a View your superbill in Oasys button, and your client signs in to their portal and opens Payments to view or download it.
For a minor, the email goes to each portal login with billing access. If no login has billing access, no email is sent.
All the sessions you pick go on one superbill.
Sessions imported from another EHR during a migration can't go on a superbill. They're historical records and don't appear in Select Sessions. See Moving your records from another EHR.
If the sessions have different supervisors, make one superbill per supervisor. Supervised sessions need the supervising provider's NPI.
Group sessions can go on a superbill, including groups you lead for a client whose own provider is someone else on their care team.
From the superbill list you can Add Label / Edit Label, Download PDF, or Delete Superbill.
Clients can also generate their own superbill from their portal: Payments → Superbills → Generate Superbill.
✅ Good to know: No-show and cancelled appointments are never included on a superbill, even if a fee was charged. A superbill lists services actually provided.
Automatic superbills
For a cash-pay client, you can have superbills created automatically when their invoices are paid. Open the client's billing panel → Settings → Billing settings → Auto Superbills, then choose a Superbill Delivery option:
Send consolidated monthly summary: sent on the 1st, covering paid sessions from the previous month.
Send immediately when invoices are paid: generated in the background shortly after payment is confirmed. It may take up to 5 minutes.
Auto Superbills can only be turned on once your NPI and Tax ID are saved (and, if you're supervised, your supervisor's NPI) and the client has diagnosis codes. If something's missing, the card lists it with a Go to Provider Settings button.
Automatic superbills reach your client the same way: an email with a sign-in button, never an attachment.
⚠️ Important: Automatic superbills only follow card payments on invoices. For sessions marked as paid externally or paid with credits, create the superbill yourself with Create Superbill. Turning on immediate delivery later doesn't go back and create superbills for earlier payments.
What's on a superbill
A superbill pulls together everything a payer needs to reimburse, in three parts.
Your provider details:
Provider name with credentials: your name followed by your license type (for example, "Alex Morgan, LCSW").
License(s): license type, number, and state (for example, "LCSW #12345 (CA)"). More than one is listed if you hold several.
NPI (your National Provider Identifier), Tax ID (your EIN or SSN), address and phone.
If your practice bills under its own identity, the superbill shows a Billing Provider (the practice, its organization name, and its NPI/Tax ID) and a separate Rendering Provider (you).
If you're supervised, the supervisor's NPI is included.
Client and insurance details:
Client name (and the guardian, for a minor).
Insurance: plan/payer name, Member ID, Group Number, and the client's relationship to the subscriber, plus secondary insurance if one is on file.
The session line items, in columns Date, CPT Code, Units, Mod, ICD-10 Codes, POS and Fee:
Date of service for each session.
CPT code (the service or procedure code). A session with additional services lists each CPT code on its own row, with its units and, where available, its own fee.
Units. For a single-code session paid without an invoice, units come from the session. N/A shows only when no units were saved.
Diagnosis codes (ICD-10), modifiers and place of service.
Service fee and amount paid per session, plus totals.
Where each piece comes from
If something is missing or wrong on the superbill, fix it at the source:
On the superbill | Where you set it |
Provider name + credentials, License(s) | Your provider profile: add your license type, number, and state there |
NPI, Tax ID, address, phone | Billing → Billing setup → Provider information
|
Practice billing NPI/Tax ID (if practice-billed) | Your practice's provider/insurance setup in Practice HQ |
Client insurance: plan, Member ID, Group Number, subscriber relationship | Billing → Client billing → the client → Settings → Insurance (the 5-step wizard) |
CPT code | For an invoiced session, the CPT code(s) saved on that invoice when it was billed (changing the service type afterwards doesn't change them). For a session with no invoice (for example, paid externally), the code set on the appointment, or else the service type's code (Settings → Default services) |
Diagnosis codes | The client's clinical/diagnosis information |
Service fee | The service type price (or the client's pricing rule) |
Amount paid | Pulled automatically from the client's paid invoices for those sessions |
💡 Tip: Insurance details appear on superbills for every payer by default. If a client's insurance details still don't appear even though they're entered, contact Oasys support. A superbill can only be created for a client who has diagnosis codes on file; that's a requirement, not optional.
3. Client statements and reports
A client billing statement lists a client's charges, payments, and balance due.
View and export it as a PDF or Excel file from Analytics → Billing → Client billing statement.
It can't be sent to the client through the portal. Download it and share it directly.
Other reports on the same Billing tab include Billing summary, Payment history and Follow-up worklist (who owes what, per client), plus aging charts.
In the Session summary report, the Charged column is the session's full total including additional services, and the CPT column lists every code behind it (for example "96130 + 96131"), on screen and in the export.
For everything else on the Analytics page, see Analytics & reports.
Frequently asked questions
What's the difference between a claim, invoice, and superbill?
A claim is submitted to insurance for payment.
An invoice is sent to the client for direct payment.
A superbill is a statement the client submits to their insurance for reimbursement.
Why can't I select a client when creating a superbill?
The client has no diagnosis codes on file ("Missing diagnosis codes"). Add them in the client's chart, then try again.
Is the superbill attached to the email my client gets?
No. For privacy, the email never includes the PDF. It has a View your superbill in Oasys button, and your client signs in to their portal and opens Payments to view or download it.
Why didn't an automatic superbill go out?
Automatic superbills only follow card payments on invoices. Sessions paid externally or with credits need a superbill you create yourself with Create Superbill.
How do I see what clients still owe?
Analytics → Billing: click Total outstanding, Unpaid invoices or Overdue invoices under Cash AR to open the Follow-up worklist, which lists outstanding and overdue invoices and unpaid claims per client.
Analytics → Billing → Client billing statement: one client's charges, payments and Balance Due.
Billing → Manage invoices: filter by the Outstanding status.
Billing → Manage claims: the Patient Resp. column shows the client's share of each claim.
Can I edit a Good Faith Estimate?
No. Delete it and generate another. A GFE the client has already acknowledged can't be deleted.