Atlassian uses cookies to improve your browsing experience, perform analytics and research, and conduct advertising. Accept all cookies to indicate that you agree to our use of cookies on your device.
Atlassian uses cookies to improve your browsing experience, perform analytics and research, and conduct advertising. Accept all cookies to indicate that you agree to our use of cookies on your device. Atlassian cookies and tracking notice, (opens new window)
Understanding the Set Up Components for a Client Profile
Certain features of a client profile will impact your ability to schedule in Rethink. The process below outlines the required steps to complete a client profile in preparation for scheduling.
From Clients, select your client of choice, and Click on Funders. Click Add Funder:
After clicking Add Funder, Select the Funder from the drop down and edit the Funder Information. Select the appropriate Service Line(s) and complete all required fields ( * ):
Select if you have a signature on file for the release of information from the family, the date around that it was obtained, and if you have a signature on file to bill that insurance
These three fields are required and are often over looked. If not filled out, can impact scheduling
The Relationship to the Insured will be Self (The Client) or Child (If it is the parent’s), then proceed to fill out the required subscriber information (Name, Address, Sex, Insured ID number)
If “Self” is selected, the information will auto populate from the client’s demographics section
Optional: add in client benefit information
Click Add when completed
After adding a funder, it will appear in a table with the following columns:
Funder Name: Shows the funder selected in the Client Funder form
Insured’s ID: Shows the Insured ID# that was entered in the Client Funder form for Insurance type funders
Type: Shows whether the funder is an Insurance, Private Pay, or Other type funder
Start Date: Shows the policy start date if entered
End Date: Shows the policy end date if entered
Service Lines: Shows the Service Lines selected and the payer sequence assigned to the funder (P=Primary, S=Secondary, T=Tertiary)
Actions: For staff with permission, they can select the pencil icon to edit the Client Funder form
Leaving required fields incomplete will show as 'missing billing information' and may impact scheduling of the client, depending on your funder set up.
You will see a yellow dot next to your client’s name within your Client List Page if they have missing billing information on their profile
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, diagnosis code, or enter a custom code.
Once you have entered a diagnosis name/code, select the service line(s) and whether you want to include the diagnosis on claims (you can select up to 4 diagnoses to appear on claims).
Click submit to save the diagnosis to the client.
Managing Diagnoses within the Diagnosis Dashboard:
By default, the Client Diagnosis dashboard displays only active diagnoses. Select “Show Inactive” to view, edit, or reactivate inactive diagnoses
From the dashboard, you can edit or delete existing diagnoses.
To delete a diagnosis, click the trash can icon next to the diagnosis.
Diagnoses can only be deleted if they are not attached to an authorization. If a diagnosis is attached, a warning message will appear and the diagnosis cannot be deleted.
To edit a diagnosis, click the pencil icon next to the diagnosis you wish to modify. A pop-up will open where you can:
Mark the diagnosis as active or inactive
Add an end date (optional)
Update the diagnosis order (Order 1 = primary diagnosis)
Select or deselect “Include on claims”
A funder and service line must first be assigned to the client before adding the diagnosis
Service line options will populate based on the service lines linked to the client’s funder(s).
Multiple service lines may be selected for a single diagnosis.
The primary diagnosis will, by default, have the “Include on claims” box selected and this cannot be deselected
Any diagnoses marked to “Include on claims” will populate in the Billing Export Report.
Up to four diagnoses can be included on claims.
Custom diagnosis codes can be up to 20 characters in length.
Inactive Diagnoses:
Cannot be included on claims
Cannot be added to new authorizations
Will trigger a warning on the Billing Export if previously added to an authorization
Adding Authorizations
Click on Authorizations and Add New Authorization.
Summary: Fill out the required fields:
Received Status
Start & End Date
Authorization Number
Funder (this will be auto-filled if client has only one funder)
Service Line
Diagnosis code
Claim Provider Details: Enter a Rendering Provider and a Referring Provider
Billing Code Details: Determine how you would like to distribute units, then add each service the client is authorized for along with the number of authorized units
If a funder does not require an authorization, you can mark the auth as not needed and fill out the auth based on scheduling goalsand clinican recommendations
If you have chosen to make a referring provider a requirement when setting up the funder, the “Referring Provider” field will be required in the authorization. Refer to the next step, “Referring Providers.”
Best practice is to distribute units by service. If chosen to distribute by auth, Rethink cannot prevent you from exceeding authorized hours
Click on Referring Providers. Click Add New to select a referring provider from the Settings 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.
If multiple referring providers are added, edit which one is default.
When adding a referring provider in manually, the provider’s first and last name are required to enter. Completing the NPI number, address details, facility name, and taxonomy code is optional, but recommended
If the “Referring Provider Required on Claim” checkbox was selected when setting up the funder associated with the client, then a referring provider must be entered for the client. Otherwise this is optional.
Click on Availability andthen click on Edit to set up the times that the client is available as well as enter in optional Staff Member Preferences to have on file. 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: Staff Assignments
Click on Staff Assignments and Assign to add staff members to a client.
If staff permissions for Client Access are “Clients assigned to user”, please note the only way for a staff to open a client’s appointment to complete a session note and verify is for the staff to be assigned to that client
You can also assign staff to clients from the client list page. Use the three dots to the right of a client's name under ACTION
This same step can be done under Staff> Client Assignments. It does not need to be done in both areas for the staff member to have access to the client
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 Settings → Note Types to categorize the type of notes users will be able to choose from in the Client Profile
Client Notes is NOT referring to an area where session notes are left
Client Notes area is referring to written textual notes that can be left for a multitude of different reasons. (an example might include logging parent communication)
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: 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, the check box to “Create System Login for Contact” will appear. Check off that box if desired and click Add.
If the option for a parent 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
If the option for a parent account has been selected, you will see the registration status on the Client Contact Dashboard:
The status “Contact registration sent on mm/dd/yy” will appear to record the date that the registration was sent out to the client contacts email
The status “Contact Verification code expired” will appear after 48 hours has passed and the verification code is still not verified through the client contacts email address.
The status “Registered Contact” will appear when the client contact email has successfully been registered using the correct verification code
Navigate to Clients > Select Client Profile > File Cabinet
To Add a Folder(s):
Click “Add Folder +” and Enter a Folder Name
To make the folder a Shared Folder, check the applicable box and select the User(s) you want to share it with from the dropdown.
To Upload a File(s)
Click Upload File
Select the folder where the file will be stored and choose the file to upload
Managing Files:
Use the three dots next to a file (under the Action column) to View, Copy, Download, Delete, Move, Rename, or Tag it
Use the Filter option at the top left of the file list to filter the files by specific characteristics.
To Take Bulk Actions on Files:
Select the files you want to take action on.
You can individually select files from the list or use the top checkbox to select all files at once.
Choose the Download, Copy, or Delete options in the top right of the files list.
Access to the Client Filing Cabinet is set up under Roles/Permissions
Selecting Shared Folder Only will override access to view all other folders, limiting the user to only the Shared Folder.
The Client’s Filing Cabinet includes two areas: All Folders and Shared Folders.
All Folders is typically intended for staff
Shared Folders is typically intended for contacts (such as parents or caregivers) who should only have access to selected documents.
Parent/caregiver contacts will appear in the dropdown only after they have registered for their Rethink parent account
For any auto-populated folder, you can edit the folder name, choose to share the folder, or delete it entirely.
Funder Reports will save to the Treatment Files folder when you select Save to File Cabinet.
The Session Notes and Non-Billable Session Notes folders will appear once the client’s first session note (billable or non-billable) is created and saved.
After a session note is saved on an appointment, it will automatically be stored in the client’s Filing Cabinet.
