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Completing your Organization Profile and Settings is the first step in working in the system. Following the steps and key tasks ensures that your system and client EHRs are set up with the proper dependencies to lessen your workload and allows the system’s automated processes take care of your client EHRs in an efficient, HIPAA-compliant way.
Once you have completed the Organization Profile and Settings you will be ready to Add Staff to the system and define their role through Permissions.
The video below is from our webinar- Customize Your Organization and Add Staff.
Your Organization Profile
Your organization profile and settings are linked to other functions and areas within the system to enable the automated processes to manage your Client EHRs, appointments, notes and billing and submitting claims.
When setting up your Organization follow the instructions in Set Up Your Organization's Profile and pay particular attention to the descriptions of the items listed in the Organization Profile Fields section.
As you enter your information you will notice two helpful icons:
Hover the mouse pointer over these icons for descriptions and information about the field or element
This icon will provide information letting you know which box of the CMS1500 Claim Form is populated with the information in the field it is beside.
The Profile Tab section of this article Set Up Your Organization's Profile also includes further details about:
- Default Place of Service
- Time Zones
- Your Company Logo
Once you have completed your Organization Profile the next most important step is adding Service Types that can be CPT® or non-CPT Code types and can be modified to include a client friendly Name, Rate, code/Modifier and units. Service types can also be color coded for ease of identification. See Add & Edit Service Types for more information.
Highlighted here are the most critical aspects for you to complete to ensure the smooth function of the system. Other Organization Settings may be made at this time or later, as needed. These settings include:
- Set up Income Based Payment Amounts
- Add Referral Sources
- Enroll in Payment Processing
- Add & Edit Locations and Add & Edit Rooms
- Track Payouts Owed to Therapists
- Activate Practice Chat
- Create & Manage Client Flags
Staff Permissions and Roles
There are five Staff Permissions provided within the system. See Staff Permissions Glossary for more information. By providing staff one or more permissions you define their role. You can include or exclude features or functions within each set of permissions to meet the staff responsibilities in your practice:
- Default – for schedulers and general office staff
- Billing – for billers, accounting and any therapist or other staff who need to see or work with billing
- Therapist – can require supervisory review
- Administration – can manage organization settings, note templates, and see activity
- Organization Administration – manages subscription, appointment reminders, and subscription add on settings
Add Staff and Edit Staff Details
Add Staff
Add staff to your practice directly or through an email invitation. When using an email invitation Staff can click a link, enter a new password, and begin using the system. When Staff are added manually you may enter as many details as you wish but must provide them with their password to begin using the system. See Add & Edit a Staff Member and Change or Reset Your Password for more information.
Edit Staff Details
Staff profiles may be completed by the individual staff member including details (NPI, License, DEA Number), Preferences, Position type, Client Portal Settings, and staff documents (licenses, qualifications, etc.)
Administrators and Organization Administrators may edit staff members' details, permissions, and deactivate staff. See My Profile and Assign Staff a Position for more information.