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 from the menu on the left. Click Add Funder or View if already added:
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
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
Optional: add in client benefit information
Click Add when completed
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 from the menu on the left, then click “Add Diagnosis”.
On the Diagnosis pop up, you can search by description, diagnosis code, or enter a custom code
Once you have entered a diagnosis name/code and selected at least one Service Line, Click submit to save the diagnosis to the client.
A funder and service line must first be assigned to the client before adding the diagnosis
Click on Availability from the menu on the left andthen 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. In the example below Saturday and Sunday appear as grey because the client is unavailable those days.
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 on the left. 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
If the option for a portal account has been selected, you will see the registration status on the Client Contact Page
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
Optional: Client Notes
Click on Notes from the menu on the left.
Click “Add New Notes” to create a new Client Note.
Complete the following Required fields:
Note Type
Title
Notes
THEN Click Save
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)
Client Note Types are created under the Company Account>Client Settings 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
Click on Referring Providers from the menu on the left.
Click Add New to select a referring provider from the Company Account list, search by NPI number, or add in manually.
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.
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 from the company account but assigned to a client, the referring provider will be inactivated in the client chart
Editing any information for referring providers under the Company Account 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 to the client 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
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
