How to Submit a Superbill for Out-of-Network Reimbursement

Navigating insurance can feel confusing (and honestly exhausting). If you’re choosing to see an out-of-network therapist, you’ve probably heard the term superbill, but the process of actually using it to request reimbursement might not feel intuitive.

This guide breaks everything down step-by-step so you know what to expect, what to submit, and how to increase the chances that your claim is processed without delays.

What Are Out-of-Network Benefits?

Out-of-network benefits are part of some insurance plans that allow you to see providers who aren’t contracted with your insurance company. Instead of paying your therapist’s fee and receiving no coverage, these benefits allow you to submit documentation (your superbill—more information below) and potentially get reimbursed for part of the session cost.

Every plan is different, so checking your individual benefits is always the best first step.

Benefits of Using an Out-of-Network Provider

Choosing an out-of-network therapist often gives clients more control, more privacy, and a more personalized experience. While it does mean paying upfront for sessions, many people find the benefits well worth it, especially when they’re seeking specialized or in-depth care.

Here are a few reasons clients at Pace Yourself Counseling Collective often choose to use their out-of-network benefits:

• You stay in control.
Insurance doesn’t get to decide how often you can be seen, how long sessions should last, when therapy should end, or what type of care you “should” receive. Working out of network, allows us to make decisions together.

• Freedom to choose a provider who truly fits your needs.
You’re not limited to a short list of in-network names. Instead, you get to choose the therapist who feels right for you and specializes in what you’re working through, whether that’s an eating disorder, trauma recovery, or deeper identity work.

• Greater privacy.
Insurance companies require diagnoses and some clinical information that not all clients want shared. When you use out-of-network benefits, that information stays between you and your therapist.

Everyone deserves high-quality, personalized mental health care. Staying out of network allows us to offer care that is flexible, thoughtful, and guided by clinical expertise.

What is a Superbill?

A superbill is essentially a detailed receipt for therapy sessions. It includes all the information your insurance company needs to consider reimbursement for out-of-network mental health services.

I provide superbills monthly, or after each session, upon request so you can submit them directly to your insurer.

First: Check Your Out-of-Network Benefits

Before you send in your superbill, it helps to know what your benefits cover. Calling the number on the back of your insurance card is usually the quickest route. Here are some questions you can ask:

• Do I have out-of-network mental health benefits?

• What percentage of the session cost is reimbursed?

• Is there a deductible? If so, how much is it and how much have I met?

• Do I need pre-authorization for therapy?

• How do I submit claims? (Email, portal, mail, app?)

• How long does reimbursement usually take?

What You’ll Find on Your Superbill

Every superbill I provide includes:

• Your name, date of birth, and contact information

• My name, credentials, and contact information

• My NPI number and Tax ID number

• CPT codes (the service codes insurance uses) and any necessary modifiers to indicate a virtual session

• Your diagnosis (required by insurance)

• The dates of each session

• The fee you paid

You can most likely attach or upload this document when submitting your claim.

How to Submit Your Superbill (Step-by-Step)*

*This process may vary depending on your insurer.

1. Log into your insurance member portal

Most companies now prefer online submissions, and some even allow uploads via their mobile app.

2. Locate the claims or “submit out-of-network services” section

You may be asked if the service is medical or behavioral health—choose behavioral/mental health.

3. Upload your superbill

Attach the PDF I provided. Make sure all dates are visible. If your insurer requires a claim form, complete that as well.

4. Review and submit

Double-check your bank information (if you’re set up for direct deposit) and submit the claim.

5. Wait for processing

Processing times vary, but most insurers take 2–6 weeks. You should receive an Explanation of Benefits (EOB) showing what was covered and whether a reimbursement is coming.

Common Questions:

“Will I definitely get reimbursed?”

Reimbursement depends entirely on your insurance plan, deductible, and out-of-network coverage. I cannot guarantee reimbursement, but I can make sure your superbill includes everything the insurer requires.

“Why do insurance companies require a diagnosis?”

Insurance only reimburses for “medically necessary” care, and a diagnosis is part of how they determine that. I always inform my clients of the diagnosis before submitting, and address any questions or concerns. And if you prefer not to use a diagnosis with insurance, you can choose not to submit a superbill.

“What if my claim gets denied?”

If denied, your EOB should list the reason, but some common issues include missing diagnosis codes, submitting before meeting your deductible, or uploading the wrong file type. You can call your insurance to receive more information about the claim being denied.

“Can you submit the superbill for me?”

I do not submit superbills to insurance directly. Clients must submit their own out-of-network claims. However, I am always happy to resend or correct a superbill if needed.

“Do I have to submit every month?”

Not necessarily. Some clients wait until several superbills accumulate, while others submit monthly to stay on top of reimbursements. Your insurer may have guidelines on when to submit.

Tips to Make the Process Smoother:

• Submit consistently so you don’t lose track of superbills.

• Keep copies of everything you send.

• Ask for direct deposit to speed up reimbursement.

• Take notes when speaking with insurance representatives (names, dates, and reference numbers can be helpful).

• Let me know if you notice repeated issues with claims; I’m happy to review your superbill with you.

Getting Started:

If you already know your out-of-network benefits and are looking to begin therapy, I’d love to support you. Click here to schedule a consultation or learn more about working together.