Practice Management Training Guide

As you get your software up and running, we recommend following our 3 Phase approach. Module 1 will be completed by your Organization Administrator as they will have the proper permissions to complete these tasks. Modules 2 & 3 are for everyone who will be using the system. Module 2 is for your staff that will be entering clients and uploading authorizations for your clients. Module 3 is for your schedulers, admins and providers. And finally, Module 4 is for your admin staff to use to pull various payroll reports to help you enter your numbers into your 3rd party payroll system. Here you will learn about major features and functions including the correct workflows within they system and how to best utilize the software in your daily routine.

Jump to Section: 

Module 1

As an Organization Administrator, this should be your first step. Here you will setup all of your Organization wide settings. These settings will apply to all aspects for you and your Staff. Module 1 will also include a list of one-time setup tasks to get your Organization up and running.

Organization Setup Tasks

• Confirm your Organization Profile (Dashboard Tab > Manager Module > Facility Setup Tab)
• Setup Non-Billable Sub-Activities (Dashboard Tab > Manager Module > Setup Sub-Activities Tab > Non-Billable)
• Zones (If client count is over 15) (Dashboard Tab > Manager Module > Zone Setup Tab)
• Payroll Pay Periods Setup (if using timesheets and Payroll reports) (Dashboard Tab > Manager Module > Payroll Pay Periods Setup Tab)

Employee Setup Tasks

Giving access to an employee is a 2 step process. The 1st step is to add them as an employee and the 2nd step is to create user permissions for the employee. Once the 2nd step is complete, the employee will receive an email to access the system.

• Add Employees (Employees Tab)
• Create User Permissions for Employees (Dashboard Tab > Manager Module > Add/edit Users Tab)

Module 2

Client Setup and Authorization Tasks

Contact Implementation to schedule Client/Authorization training with your Implementation Project Manager.

Below you will find links on how to add a new client and also how to add an Authorization for a client. Please keep in mind that the system is an "Auth Based" system which means that you will need to add a valid auth for a client before scheduling sessions for that client.

• Add Authorizations for Clients (Clients Tab > Select Client > add New Auth Button)

[Back to Top]

Module 3

Scheduling, Ensora Data Collection integration setup and Provider Rendering is next. Now that you have entered your clients and have uploaded the authorizations for those clients, you can start scheduling your clients with your staff.

After scheduling your clients, your staff will be able to render(complete) sessions manually or use our Ensora Data Collection Integration feature which "auto renders" the session once a session note is completed in Ensora Data Collection by the provider that is scheduled with the client.

Scheduling / Scheduler Tab

• Scheduler Grid View (Schedule and edit sessions ) (Scheduler Tab > Scheduler Grid View)
• Scheduler Calendar View (Schedule and edit sessions ) (Scheduler Tab > Calendar View)
• Add/Manage Sessions (Use this section to edit render/completed sessions) (Scheduler Tab > Calendar View)
• Availability Management (Select NON availability days/times for clients and employees) Scheduler Tab > Availability Management)
• Manage Teams (Scheduler Tab > Manage Teams)
• Office Treatment Locations (Add Office, school or locations that you see multiple clients at) (Scheduler Tab > Office Treatment Locations)
   

Ensora Data Collection Integration Setup (optional)

This feature setup is optional. You must have an account set up with Ensora Data Collection to integrate with the system. Complete the following tasks within Ensora Data Collection prior to activating the integration process. Once these tasks are completed within Ensora Data Collection, contact the support team to schedule a call to activate the integration.

Prior to integration setup call, all Clients and Providers must be entered into Ensora Data Collection and also the SOAP Note template(s) must be completed.

• Please confirm the client's spelling and DOB match data.(To see the exact Client data use CSV report - Clients Active) This ensures that the mapping for the integration is perfect from get go
• Please confirm the Provider's spelling and emails match the data. (To see the exact Provider data use CSV report - Employee Detail)
• Please take a screenshot of an open Soap Note(s) page showing the fields and send it over to support to take a look at. Need to check for integration mapping purposes. (If using Signature fields, are named accordingly - Provider Signature and Parent Signature, NOT Signature alone)

Provider Rendering, Submitting Timesheets, Submit Leave(vacations) and Internal Messaging.

The trainings below are for your Provider staff.

Please choose one option below.

• My Schedule Tab, Submit Timesheet Tab, Submit Leave Tab and Messages Tab - Without Ensora Data Collection  Integration Feature Activated
• My Schedule Tab, Submit Timesheet Tab, Submit Leave Tab and Messages Tab- With Ensora Data Collection ntegration Feature Activated

   

Module 4

Payroll Reports Training

Contact Implementation to schedule Payroll Reports training with your Implementation Project Manager

In this Training, you will be going over payroll reports that can be used once a timesheet has been submitted successfully and also, you will be shown the Payroll Tab for reverting and emailing timesheets as needed.

See CSV Report Descriptions Payroll for more information. 

[Back to Top]