From visit billing to superbill and claim

In the left sidebar, click Visits, then click the visit. In the visit section menu, click Billing to prepare the visit’s billing record. This page brings together the visit’s services, quote, penalty fee card, invoice and superbill. Claims are started from Insurance when the claim workflow is available for the visit.

How do I check the visit billing before creating a superbill?

In the left sidebar, click Visits, then click the visit. In the visit section menu, click Billing to confirm the visit has the billing information you expect before you create a superbill.

Use Billing (1) to open the page. Services (2) shows the services or package on the visit. Quote (3) appears once services are selected for the visit. Invoice (4) shows an existing invoice, or No invoice yet when the visit has not been invoiced. Superbill (4) is where you create and manage the visit’s superbill.

If an invoice exists, the Invoice card shows the invoice number, Total, Balance, line item count, and created or issued dates. Select View invoice to open the invoice details.

How do I create a superbill from a visit?

Create the superbill after the visit is completed. Ona cannot create a superbill for a visit that is not completed or does not have a patient.

1. In the left sidebar, click Visits, then click the completed visit.
2. In the visit section menu, click Billing.
3. Review the Service and Quote cards.
4. In Superbill, select Create superbill.
5. Review the superbill details that appear.

Use Services (1) and Quote (2) to check the visit’s billing inputs, and Create superbill (3) to start the draft.

The superbill appears as a draft with its superbill number and visit billing details.

If a superbill already exists for the visit, Ona does not create a duplicate.

How do I review superbill line items?

On the same page, click Billing in the visit section menu to review the superbill before you finalize it. The line items are the procedures and fees represented on the superbill.

Check the superbill number and status (1), then confirm the patient, provider and practice details (2). In Line items (3), review each CPT code, description, units, fee and amount. Total billed (4) adds the line item amounts.

If something is wrong, do not finalize the superbill yet. There is no edit action for a superbill on this page.

How do I finalize, download or void a superbill?

On the same page, click Billing in the visit section menu to finalize a superbill when the patient, provider, practice and line items are ready.

1. Review the Superbill details.
2. Select Finalize.

Only a draft superbill can be finalized. The superbill PDF is available after the superbill is finalized.

Use Void when the superbill should no longer be used.

1. Review the Superbill you are about to void.
2. Select Void.

A superbill that is already voided cannot be voided again.

How do I generate a draft claim from a visit?

In the left sidebar, click Visits, then click the visit. In the visit section menu, click Insurance to generate the claim when the claim workflow is available for the visit.

Use Insurance (1) to open the claim workflow. Use Generate draft claim (1) to start the claim for the visit.

1. In Claim, select Generate draft claim.
2. Wait while Ona generates the claim for the visit.
3. When the draft is ready, select Review draft claim.

If the visit has eligible insurance, Ona drafts the claim from the visit and the patient’s insurance. If insurance details are missing or eligibility is not confirmed, Ona can still draft the claim, and payer details can be added before submitting.

What can't I do here?

Open a visit from Visits in the left sidebar, then use the visit’s Billing and Insurance pages. These limits apply:

• You cannot create a superbill for a visit that is not completed.
• You cannot create a superbill for a visit with no patient.
• You cannot create a second superbill while a superbill already exists for the visit.
• You cannot finalize a superbill unless it is a draft.
• You cannot download the superbill PDF before finalizing it.
• You cannot void a superbill that is already voided.
• You cannot use the Insurance claim card when the insurance workflow is not enabled for the visit.

Common questions

Why can't I create a superbill?

The visit may not be completed, the visit may not have a patient, or a superbill may already exist for the visit.

Can I edit a superbill after creating it?

No edit action is available on the superbill. If the superbill should no longer be used, use Void.

When can I download the superbill PDF?

Download the PDF after the superbill is finalized. If the superbill is still a draft, Ona shows that the PDF is not ready.

Where do I create the claim?

Use the visit’s Insurance page, then select Generate draft claim and open Review draft claim when it is ready.

What if the visit has no insurance details yet?

The claim card can still start a draft claim from the visit. Add or review payer details before submitting the claim.