Step-by-step guide
1) How to View and Edit Company Account and Basic Information
2) How to Add or Remove Locations
3) How to Add and Customize Service Lines
4) Create your Staff Member Settings
5) How to Add and Edit Funders, Service Lines, and Billing Codes
6) How to Enter and Edit Client Statuses
7) How to Adjust your Employee Roles
8) How to Create Default Mastery Criteria and Default Prompts in Data Settings
9) How to set Appointment Reminders in Scheduling
Go to www.rethinkbehavioralhealth.com and Log in with your Username and Password.
1) How to view and Edit Company Account and Basic Information
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Below are steps to get started with your Clinical Kick Off in the Company Account. Make sure to review all steps and make any changes before additional staff get started.
1) Log in to www.rethinkbh.com :
Once you are logged in, click on Company Account:
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2) To modify your company’s Basic Information, and click Edit
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on the right-hand side of your screen:
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The fields marked with an asterisk, * , indicate a required field. Other fields that you may want to add in:
Time Zone - Make sure this is set to the appropriate time zone
Logo - To upload your Company Logo, click Choose File
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. Your logo will be visible on your company tab and when you download a Funder Report
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.
Select Show Logo on RBT Certificate for your Company’s logo to appear on RBT certificates.
If this is an International Account, please check the box. This checkbox will allow you add and edit international address information throughout your account
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Once you have
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edited or added your Basic Information, Click Save.
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3) How to Add or Remove Locations
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Click Locations from the menu on the left to Add, Edit or Remove your site location(s):
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All locations will be added in with from the account set up team when submitting the spreadsheet
Add several office locations
Add Multiple Therapy Centers
Enter your practices across numerous states
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*To designate a site as your main location, check the box for Main Locations, and Click Save:
3) How to Add and Customize Service Lines
A) Click Service Lines from the menu on the left to add a variety of services:
B) To add a service line, click + SERVICE LINE at the bottom of the screen:
C) To Edit an already existing service line, click Edit:
D) When adding or editing a Service Line, it is required to add the name of the service. The Description is optional. To assign a service line to clients and/or staff, check the box for ACTIVE. Click Save once you have finished:
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4) Create your Staff Member Settings
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Click Staff Member Settings from the menu on the left:
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In Staff Member Settings,
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make sure to review the following settings:
Staff Titles: You will have the ability to add
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C) Title Name and Role Type are required fields:
D) You have the option to Edit, Remove, or Add Employee Types:
E) Your account is set up with the default statuses: Active and Inactive Employee. To add additional statuses (ex – Maternity leave, Medical leave, etc.) Click “+ Staff Status”:
F) For Employees that are Active, be sure to check the box for: Show as active. If a staff member is no longer an employee, we recommend changing their status to Inactive. You will have the option to view your current employees by filtering between Active/Inactive Statuses:
G) Staff Member Settings also allows you to Add, Edit, and Remove Staff Member Pay Codes and Staff Member Mileage:
5) How to Add and Edit Funders, Service Lines and Billing Codes
1) Select Funders from the menu on the left:
- Click “ADD FUNDER” in the right-hand corner to add new funders.
- For “FUNDER TYPE”, select the following options: Insurance, Private Pay or Other. Enter the name of the Funder and optional subsequent details. Click “Save”.
- To edit an existing Funder, Click “View”.
- Click “Edit”.
- Modifications can be made from this page:
- Click “Save”.
- Once the Funder has been created/edited, you can add the Service Line(s). Click “View”. Then click the plus sign next to “SERVICE LINES”.
- Here, you will have the option to select from the service line(s) you’ve previously entered. Use the drop down arrow to “Select a Service Line”. Then, select the “NPI number for Billing”. (Typically, the selection for the NPI will be “Agency NPI”.)
- If you have established Client Report Templates, you have the option to add Billing Codes to the Service Lines listed for their corresponding Funders.
- Once you click “Add Billing Code”, you will choose a template from the drop down arrow on this pop-up:
- Making a Template selection will automatically populate the subsequent fields:
- Click “SAVE”. Once you have saved your Billing Code, it will appear under the Service Line:
6) How to Enter and Edit Client Statuses
- Select “CLIENT STATUS” from the menu on the left.
- The standard
, edit, or remove staff titles
Employee Types: You will have the ability to add, edit or remove employee types
Staff Member Status: You will have the ability to add, edit, or remove Staff Member Status
Staff Note Types: You will have the ability to add, edit or remove staff note types - Clinical, Scheduling, Assessment, Etc.
All other staff member settings are not required with clinical use; these will be set up with Practice Management
5) Client Settings
Select Client Settings from the menu on the left:
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Client Status:
The default statuses that will be originally assigned to your account will be
“Active” and “Inactive”.Active and Inactive.
You can add a custom client status by clicking
“+ CLIENT
STATUS”
- Some examples of Client Statuses can include:
ü Referral Request
ü Pending Authorization
ü In Assessment
ü Wait List
ü Etc…
- To edit these statuses as Active or Inactive clients, click “Edit”
- Check or uncheck the box next to “Show as active”
- To remove a client status, click “Delete”
7) How to Adjust your Employee Roles
- Select “ROLES” from the menu on the left.
STATUS at the bottom or the list.
When creating a new status, type in the client status name and check the box for active or uncheck for inactive.
Examples of Client Status:
Referral Request
Pending Authorization
In Assessment
Wait List
For a Demo Client , check the box for demo client - this will give you access to a free client to explore the clinical features of Rethink.
It is recommended to only have 1 demo client status to avoid confusion with staff members.
Client Note Types:
You can add in types of client notes, this allows you to have different categories of notes in the client note area of Rethink. In addition, you can then filter by the note type to look at your historical note records.
There are no default note types
All types are customizable
Examples of Client Note Types:
Communication
Assessment
Parent Communication
Scheduling
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6) How to Adjust Roles
Select Roles from the menu on the left:
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When Rethink sets up your account, your staff will be assigned recommended Roles given their staff title. These Roles are designed to set limitations or accesses in regards to what the staff or parents can see when they log into their account.
[Ex: Front line staff, or Role 1 staff, are only granted access to viewing goals, viewing file cabinet, the ability to enter data, access to Resources and Training, and a view of the client(s) information to whom they are assigned to. Whereas, a Role 2 staff member, i.e.- BCBA will have access to Funder Reports, Editing goals, running reports, etc.]
- These
These Roles are customizable to your preferences for
certainspecific staff member titles in each role. To
doedit and customize this, click
“EDIT PERMISSIONS”.
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Edit Permissions:
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Under
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Edit Permissions
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,
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you will be able to scroll through the different permissions and simply check or uncheck the boxes to adjust that Role’s access permissions
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:
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To create a new Role, click
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+ New Role
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at the bottom of your screen
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- Enter the new Role Name and Description, Click “SAVE”
8) How to Create Default Mastery Criteria and Default Prompts in Data Settings
- Click “DATA SETTINGS” from the menu on the left.
- Use the drop down arrows to select numbers for Minimum number of trials, percentages, and consecutive sessions.
- In Data Settings, you can also set Default Prompts. Click on “Add a New Prompt +”
ü Independent
ü Gestural
ü Partial Physical
ü Full Physical
ü Etc…
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:
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7) ABC Settings
Review the ABC Settings and make any changes need to customize ABC data collection for staff members
Be sure to edit this area prior to program set up and data collection.
Each Column allows 12 different options.
“Other” is not a customizable other, it is recommended to delete this option.
Once an option is used for data collection it is not able to be deleted.
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8)Data Settings
Create Default Mastery Criteria
Set default mastery criteria for Opportunity Based Data Collection
Set default mastery criteria for Task Analysis Data Collection
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Create Default Prompts Levels
All prompt levels need to be set up in Rethink from least restrictive (top) to most restrictive (bottom).
Example: Independent, Gestural, Verbal, Model, Partial Physical, Full Physical.
Default prompt levels for Task Analysis with prompts and Opportunity based with prompts.
Within each client's programs each program can have custom prompt levels if needed.
You can choose up to 8 different prompt levels, once you have added your default prompt click save.
Use the arrows under
Change Position
to adjust the prompt hierarchy
; Click the
x to remove a prompt
- You have the option to add up to 8 different kinds of Prompts.
9) How to set Appointment Reminders in Scheduling
- Click “SCHEDULING” from the menu on the left.
- If you wish to set Appointment Reminders, be sure to select “On”.
- Select the amount and time(s) of your appointment notifications.
- Select the range of hours on your Calendar that you want these appointment reminders to occur between.
- Click “Save”.
level
Set the Auto Phase Change Line
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9)VB-MAPP
Administrators can purchase VB-MAPP licenses for clients in this area.
The VB-MAPP assessment is located in the Assessment tab for each client.
Each license is applied to one client which then gives unlimited update access.
Administrators can monitor how many licenses are in the account in this area and when additional licenses are needed.
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Need Help? Contact us at Support@rethinkbh.com
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