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Managing Referring Providers.

Managing Referring Providers.

Learn how to manage Referring Providers within the Settings area of your Rethink account and on the Client Profile level.

 

Managing Referring Providers within Company Settings

Feature

Description

Good to Know

Add a Referring Provider to Company Settings

Navigate to Settings>Referring Providers

Click “Add new” to add a Referring Provider to your account

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After clicking “Add new”, a pop-up will appear where you will see 2 options to add a Referring Provider to your Rethink account:

  • Option 1: Select ‘NPI Number’

    • Enter the NPI number, click search, and our system will run a query lookup in the NPI registry data base to confirm the NPI is a valid number

  • Option 2: Select 'Add Manually'

    • Enter the provider’s first and last name (required)

      • Completing the NPI number, address details, facility name, and taxonomy code is optional, but recommended

 

  • The lookup registry is an aid to help populate the referring provider’s full data

  • The same referring provider with same NPI # and same Taxonomy code cannot be duplicated

  • Referring providers with the same first and last name with a different Taxonomy code can be added

Edit or Delete a Referring Provider

Hover over the provider’s active status to reveal the edit (pencil icon) and delete (trash can icon) fields

 

To edit a provider, click the pencil icon, edit any applicable fields and select Save. Once saved, the updated information will be reflected in the provider details under the client’s profile

To delete a provider, you have two options:

  • Option 1: Click the trash can icon, and confirm you want to delete the selected Referring Provider

  • Option 2: Select the check box next to the provider(s), click the trash can icon, and confirm you want to delete the selected Referring Provider(s)

  • You can only delete a referring provider if the provider has not been connected to a client authorization

  • Deleted providers cannot be restored. It is recommended to inactivate instead, since inactive providers can be reactivated at any time.

Inactivate a Referring Provider

Hover over the provider’s active status to reveal the edit field (pencil icon)

Click the pencil icon, then select the option to inactivate the Referring Provider

 

  • If a Referring Provider is made inactive in Company Settings but is already assigned to a client, the provider will also be inactivated in the client’s profile

    • If that Referring Provider was marked as default, the client will no longer have a defaulted Referring Provider assigned

  • Inactivating a referring provider will not affect existing authorizations. However, in the Billing Export Report, a validation labeled “Inactive Referring Provider” will appear for appointments linked to authorizations that used the provider who was inactivated.

  • If a referring provider is inactive it will not be an option to select at the client authorization level

Locate Inactive Referring Providers

Select ‘Show Inactive’ from the main provider list to pull a list of all inactive providers

 

 

Managing Referring Providers within Client Profiles

Feature

Description

Good to Know

Add a Referring Provider to a Client Profile

Navigate to Clients>Select Client>Referring Providers

Click “Add new”

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After clicking “Add new”, a pop-up will appear where you will see 3 options to add a Referring Provider to your client profile:

  • Option 1: Select a Referring Provider from the Referring Provider List created in Settings>Referring Providers

  • Option 2: Select 'NPI Number' to add a provider who is not already in your Company Settings

    • Enter the NPI number, click search, and our system will run a query lookup in the NPI registry data base to confirm the NPI is a valid number

  • Option 3: Select 'Add Manually' and enter the provider’s first and last name (required)

    • Completing the NPI number, address details, facility name, and taxonomy code is optional, but recommended

  • If a provider is added manually or by the NPI lookup, the provider will automatically be added to the Referring Provider List in Settings>Referring Providers

  • If you enter an NPI number that already exists in the system, a warning will appear advising you to use the Referring Provider List to add the provider.

  • The first Referring Provider added in the client profile is the provider that will be marked as default If multiple Referring Providers are added, you can edit which one is defaulted

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  • If the “Referring Provider Required on Claim” option was selected during funder setup, you must assign a referring provider to any client linked to that funder. The Referring Provider field on the client’s authorization will then be required.

Edit or Inactivate a Referring Provider (Company Settings Only)

Editing and inactivating Referring Providers must be done in Company Settings

To manage your Referring Providers, navigate to Settings>Referring Providers to view and update your Referring Provider List

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

  • For more detailed instructions, see the Managing Referring Providers within Company Settings section above

Delete a Referring Provider

To delete a provider, you have two options:

  • Option 1: Click the trash can icon, and confirm you want to delete the selected Referring Provider

  • Option 2: Select the check box next to the provider(s), click the trash can icon, and confirm you want to delete the selected Referring Provider(s)

  • You can only delete a referring provider if the provider has not been connected to a client authorization

Add a Referring Provider to a Client Authorization

Add the Referring Provider to the client’s profile

Then, when creating a client authorization, select the Referring Provider from the drop-down menu

  • If a Referring Provider is marked as required at the funder level, then the Referring Provider field will also be required on the authorization level

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