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STEP 2: LOG IN AND REVIEW COMPANY ACCOUNT SETTINGS: Items in Blue should be adjusted for Practice Management Use

*Please note the “Remove” or delete options in Rethink are only possible for fields that have not been utilized/assigned throughout your account. Once a field has been used, inactivating or editing the field will be the only options.

• Basic Information

  • Ensure that your Federal Tax ID#, Company NPI #, Medicaid ID# (if required), and Time Zone are all entered per your company’s needs.

  • Upload a company logo file, if desired. *Company logo will then display on PDFs of Session Notes and some clinical reports.

• Locations

  • Add, Remove, or Edit any locations

  • Locations are typically entered as your office or clinic locations, but could be used to note Regions or other designations of your company.

  • Clients can be assigned to one location.

  • Staff can be assigned to any number of locations.

  • Locations display on appointments and many reports.

• Services Lines & Services

  • Service lines are general grouping or specialty of services. *Required to be added under funders and then assigned on Client funder set up.

  • Services are the names of services most familiar to front line staff or schedulers(not your billing codes). Services are then selected under Funders and mapped to the codes and rates that you wish to use for scheduling and billing reports.

• Staff Member Settings

  • Staff titles: Add, Remove, or Edit *Level of access/role that users will have in your Rethink Account.

  • Employee types: Add, Remove, or Edit *Optional, but may be used for tracking contractors, Full Time, Part Time.

  • Staff Member Status: Add, Remove, or Edit *Active statuses mean users can log in and be scheduled for services.

  • Staff Notes Types: Add, Remove, or Edit *Optional feature to track information specific to a staff member like a 'Communication Log' or 'HR Topics'

  • Staff Member Credential Types: Add, Remove, or Edit *Pre-loaded options for new accounts of Education, Training, HR/Compliance, and Professional.

  • Staff Member Credentials: Add, Remove, or Edit *Professional credentials are typically pre-loaded in new accounts for RBT, BT, BCBA. These can be edited or removed as needed.

    • Credentials, once created, can be added to individual staff profiles on their License/Certifications page.

    • Professional Credentials are recommended to be utilized in all accounts by creating, assigning to staff, and attaching to Services/Codes on the Funder page according to who each funder allows as a provider of the particular services/codes. *See question on each service/code screen: “Do you want to restrict which staff can provide this service or bill multiple rates for this service?” Best practice is to select ‘yes’.

  • Staff Member Pay Codes: Add, Remove, or Edit *Required set up piece for scheduling.

    • At least one pay code must be created and assigned to all staff in order to schedule appointments.

    • Individual staff may have more than one pay code and each could be a different rate of pay, such as a direct or billable rate of pay and an Admin or training rate of pay.

    • Pay Codes may be based on the payroll program you use and/or the manner in which you want to track and pay staff.

    • If wanting to track/pay mileage, but not travel time, please use a Non-payable (N/A) pay code and set up a mileage rate.

    • If wanting to track/pay travel time but not mileage, use a pay code but do not enter a mileage rate.

    • If wanting to track/pay both travel time and mileage, use a pay code and enter a mileage rate.

  • Staff Member Mileage *In order to track a per mile rate for staff Travel appointments.

• Funders 

  • Funder set up is a required practice management feature.

    • Funders will need added according to your company’s contract’s with funder and fee schedules.

    • Please review how to add a new funder→ Adding Funders to the Company Account

    • Combine rules & scheduling rules on the funder set up should be reviewed and set accordingly for each funder.

    • Service Lines will need added to each Funder.

    • After adding Service Lines, Billing codes should be entered and attached to the appropriate Service name. Unit size, rounding rules and credentials should be added per your Funder contracts/rules.

• Roles and Permissions

  • Add and Edit permissions for all roles Verify permissions based on your Practice Management needs.

• Scheduling

  • Cancellation Types

    • Any appointment that needs marked as cancelled would require a choice first of ‘family cancelled’ or ‘staff cancelled’. After making that choice, additional ‘cancellation types’ would display as options (if created here on your Company Account>Scheduling page)

    • Recommendations for creating cancellation types relevant to timeframe of cancellation (less than 24 hours notice, no show, advance notice) or reason for cancellation (illness, weather, etc.)

    • Once cancellation types are created, a selection of one is required when cancelling an appointment.

  • Billable Tags

    • Billable tags are optional, and even if created, are not a required selection on appointments.

    • Billable tags are for reporting purposes related to your company’s needs.

    • Suggestions include: ‘RBT supervision’, ‘Initial Assessment’, 'Re-Assessment’, etc..

  • Nonbillable Tags

    • Nonbillable tags are required for scheduling any Nonbillable appointments.

    • Suggestions include: ‘Nonbillable Supervision’, ‘Training’, ‘PTO’, ‘Meeting’, ‘Material Prep'

  • Default Place of Service-Two-digit Place of Service Codes are required for all insurance billing

    • If all services are provided/billed under the same Place of Service Code (such as ‘12-Home’) then you can make the selection here to default it to that one Place of Service for all appointments.

  • Requirements for Billable Appoints to show as ‘Complete’

    • Staff verification is required on all appointments. *This cannot be removed as a requirement.

    • Option to add a requirement on Billable appointments for ‘Parent Verification’ and/or ‘Session Note Entered’. **Recommendation to require at minimum of a Session Note, but specific requirements of your funders or regions should be verified.

    • Any appointment missing the required fields will not pull to Payroll Reports or Billing Exports unless specifically selected to include ‘incompletes’ (This is not recommended as best practice)

  • Hours Shown on Calendar

    • Select hours that will default the view of the calendar across all users.

    • This does not prevent scheduling outside of these hours.

  • Overtime Rules

    • If you wish to enable the calculations for overtime, this can be enabled on this screen. *Note that ‘eligible for overtime calculations’ is a specific check box on each staff’s Payroll page of their profile, and must be check to activate these calculations.

    • Select Workweek used for calculating overtime (Example: Monday through Sunday)

    • Set the multiplier (Example: 1.5 x Regular Pay)

    • Set the hours after which overtime calculations would apply

    • Secondary calculation can also be set , if needed.

STEP 3:  STAFF MEMBERS SET UP FOR PRACTICE MANAGEMENT:

Review the following guides on staff members:

• How to add a new staff member for Practice Management→ Add A Staff Member for Scheduling

• How to invite a staff member to log for the first time→ Invite A Staff Member to Log-In

• How to assign a staff member to a client→ Assigning Clients To Staff

STEP 4: CLIENT SET UP FOR PRACTICE MANAGEMENT:

Review the following guide on Client Set Up:

• How to add a new client -->Add A Client

• For Scheduling and Billing, please note that the following should be completed fully for all clients:

  • Demographics (Recommend that an Address is entered for all clients)

  • Diagnosis-If billing insurance funders, a primary billable diagnosis is required for each client.

  • Funder (Ensure that all fields with an * are completed) Note that a yellow dot will appear on the client list page if funder information is incomplete.

  • Authorization

    • Clients who have a Funder that does not require a authorization can be noted as ‘not required’ and the assessment used for entering a ‘placeholder’ authorization, if desired. This allows for scheduling and tracking utilization.

    • Authorizations can be marked as pending, if needed.

STEP 5: BILLABLE SESSION NOTE TEMPLATES:

Review the following guide on Creating Session Note Templates:

Creating Billable and Non Billable Session Note Templates

STEP 6: REVIEW CHECKLIST OF ALL ESSENTIAL PRACTICE MANAGEMENT TASKS:

STEP 2: LOG IN, REVIEW & ADJUST COMPANY ACCOUNT SETTINGS

STEP 3:  COMPLETE STAFF MEMBERS SET UP FOR PRACTICE MANAGEMENT

STEP 4: COMPLETE CLIENT SET UP FOR PRACTICE MANAGEMENT

STEP 5: COMPLETE BILLABLE SESSION NOTE TEMPLATES (Nonbillable Session Notes are optional)

STEP 6: BEGIN SCHEDULING & COMPLETING APPOINTMENTS

CONTACT INFORMATION FOR SUPPORT:

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Director of Business Solutions

dawn.mackey@rethinkfirst.com

Rethink Behavior Health Support

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