This article guides you through the process of setting up and managing your client EHRs in an efficient, workflow-based process.
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 allow the system’s automated processes to take care of your client EHRs in an efficient, HIPAA-compliant way.
You will also have access to webinars that review these processes and allow you to ask questions through the Q&A.
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.
Add Billing Service Types
Once you have completed your Organization Profile the next most important step is adding Billable Service Types and Non-Billable 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 Billable Service Types and Add & Edit Non-Billable Service Types for more information.
Highlighted here were the most critical aspects for you to complete for your organization 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 to the System
- Location, Place of Service, & Location Groups
Staff Permissions & Roles
There are five Staff Permissions provided within the system. 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. See Staff Permissions Glossary for more information.
- Default: use by 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 & Edit Staff Details
Add Staff
Add Staff to your practice directly or through an email invitation. See Add & Edit a Staff Member for more information. When using an email invitation staff click a link, enter a new password, and can begin using the system. See Change or Reset Your Password for more information. 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.
Edit Staff Details
My Profile may be completed by the individual staff member including details (NPI, License, DEA Number), Preferences, Assign Staff a Position and Client Portal Settings, and staff documents (licenses, qualifications, etc).
Administrators and Organization Administrators may edit staff members' details, and permissions, and deactivate staff.