Copy of Client Profile Set Up

Adding Funder(s)

From Clients, select your client of choice, and Click on Funders. Click Add Funder or click on the Funder Name to open a funder already added.

After clicking Add Funder, Select the Funder Type from the drop down and click Save.

Select the Funder Name from the drop down, complete all required fields(*), and Map Service Lines. Click Next.

Fill out Insurance Subscriber Information and Click Next.

Click Add Note to add optional details on the client’s funder policy.

• Leaving required fields incomplete will show as 'missing billing information' and may impact scheduling of the client, depending on your funder set up.  

• Clients can have multiple funders and each funder can be marked as 'primary', 'secondary', or 'tertiary'.  

• Clients must have a funder in order to use Funder Reports, enter Authorizations and schedule appointments.

Adding Diagnoses

Click on Diagnosis and “Add Diagnosis”.

In the Diagnosis pop up, you can search by description or code. Select the Start Date and Choose Service Line(s). Click Save.

• A funder must first be assigned to the client before adding the diagnosis

• For more information on client diagnoses refer to Copy of How to Add Client Diagnosis

Adding Authorizations

Click on Authorizations and Add Authorization. 

Indicate whether an authorization has been received and then enter the authorization details as well as the billing code. Click Save.

• Although a funder may not require an authorization, it is important you have a way to still set your scheduling goals based on the number of hours your program needs. 

• If a referring provider is required for claim submission refer to the step “Optional: Referring Providers”

• For more detailed information on authorizations, refer to Copy of Entering Authorizations

Optional: Availability

Click on Availability and then click on Edit to set up the times that the client is available as well as optional Staff Member Preferences. Click Save.

Days should be checked to indicate availability and Start/End times should be entered. 

The times that are set as UNAVAILABLE will appear grey on the calendar and you will get a warning if an appointment is being booked during this time but you will still be allowed to schedule.

• Multiple time spans in a day can be added by clicking the plus sign to add a line to any day.  This would allow for split availability within any given day.  For example, a client that is available from 8am to 11am and then 4pm to 6pm

Optional: Contacts

To add in Contact information such as a Parent or Guardians, select Contacts from the menu. Then click Add New Contact.

Enter information in the required fields. For the purpose of Creating a Parent Log in, entering the contact’s email is necessary. Once you enter the contact’s email, options for the parent portal will show up at the bottom of the pop-up. Check off that box if desired and click Add.

• If the option for a portal account has been selected, the contact will receive an email with a web link to register. The link will expire after 48 hours in which case reselecting the option will send a new link.

  • For more information on creating a Parent Log In, refer to Copy of Registering Parent Portal Access

Optional: Client Notes

Click on Notes. Click Add New Notes to create a new Client Note.

Complete the following Required fields:

• Note Type

• Title

• Notes

THEN Click Save

• Client Note Types are created under Settings → Client → Note Types to categorize the type of notes users will be able to choose from in the Client Profile

• If you do not see the Notes section, then you have not been given permissions to access this area. Please discuss with account administrator for access.

  • Permissions can be granted to: View, Add, Edit, or Delete Notes

• Notes marked “private” will only be viewable by the user who created the note and users with the title of system admin

• Notes page can be sorted by clicking on any column header

• Notes can be filtered by Note Type, Created by, Created On, Last Updated by, and Last Updated On

Optional: Referring Providers

Click on Referring Providers. Click Add New to select a referring provider from the Company Account list, search by NPI number, or add in manually. Click Add, fill out any applicable information in the Info and Address boxes, and click Save.

Select the default option next to your desired provider.

Inactivate Referring Providers in Client Profile by hovering over the active status to reveal options to edit or delete the referring provider. Under the edit field you will have the option to inactivate by selecting the check box at the top of the screen.

• When adding a referring provider in manually, the provider’s first and last name are required to enter. It is optional, but recommended, to complete the address detail fields, facility name, and taxonomy code

• If a referring provider is made inactive in Settings but assigned to a client, the referring provider will be inactivated in the client chart

• Editing any information for referring providers under Settings will update the provider information under the client profile

• If you have funders that require the referring provider to be listed on claims, you can attach them through the client authorization field

• You are unable to delete a referring provider once it is attached to an authorization

• You can change the referring provider on existing authorizations. When saving, your changes will update both new and existing appointments

• Inactivating a referring provider will not impact existing authorizations. However, in the Billing Export report there will be a validation “Inactive Referring Provider” that will display on appointments that were connected to authorizations with the applicable referring provider that was made inactive

• For more information on how to build and edit a master Referring Provider list, please view Copy of Managing Referring Providers

Optional: Staff Assignments

• Please note, the only way for a staff member to open a client’s appointment to complete a session note and verify that appointment is for the staff to be assigned to that client

• For details, refer to Copy of Assigning Staff and Clients

Optional: File Cabinet

Click on Client Name>Click File Cabinet from the menu at the top

• Access to the Client Filing Cabinet is set up under Roles/Permissions

• Add New Folders and Upload Files

• The Session Note folders will not be visible until the Client’s first session note is created and saved

  • Once a note is saved on the appointment, it will automatically save in the client’s filing cabinet

• For details, refer to Copy of Overview of the Client File Cabinet