System Setup stores default information for the entire program. Settings can be per user or system-wide. Per user settings are noted as such. Everything else is system-wide. System Setup is grouped by function, including one for the user who is logged in. An On-boarding Specialist will assist you with most System Settings just before you go live.
You will find that the categories under your System Setup is alphabetical and each subset of categories for an easier search.
Search Box
At the top of the system set up menu is the search. If you wish to search something in the system set up you can type what you want and it will pull up anything that matches what you typed.
Billing
Adj/Write-Off/Refund Reasons
Reasons
Claim Adjustment Reason Codes
Adjustment Reason Codes are returned on EOBs/ERNs to describe claim adjustments made by the carrier. Codes are standardized. The software includes hundreds of codes, which will be matched to ERNs or available for selection when processing payments manually from an EOB.
Codes are listed on the left side of the window. Use the Search field to quickly jump to a code. When a specific code is highlighted, details about that code are shown on the right. The four choices: 1) To Adjustment, 2) To Deductible, 3) Deduct from Paid, and 4) Deduct for Allowed, indicate where the adjustment should be applied.
If you need to add an adjustment reason code, click the + Add Claim Adjustment Reason Code button at the top of the window. A line is added to the bottom of the list. Enter the code details on the right. The information is automatically saved as you click through the fields.
Billing Types
The standard billing types are Electronic or EDI, HCFA or paper claims and patient statement.
Clicking on the Carriers Primary Billing Type allows you to look at the list of your carriers and update their billing preferences.
Entities
If you do not see a Save button then the fields are a save as you type.
Enter an entity record for each person or group that bills from your software.
Entities are not individual providers unless their billing is done only under their individual NPI.
Facilities
Deactivate or review deactivated facilities using the Deactivate and Show Inactive buttons.
HCFA Settings
If your HCFA printing isn't aligned correctly, contact Support for assistance. We'll use this window to help you make adjustments.
Modifiers
Providers
Fill this out completely for each provider who works in the clinic. At the bottom of the window, be sure to check the boxes appropriate to that provider:
- Rendering Provider - Enter a check for this provider to appear in the selection list for Rendering Provider in patient information
- Referring Provider - Enter a check for this provider to appear in the selection list for Referring Provider in patient information
- Treating Provider - Enter a check for this provider to appear in the selection list for Treating Provider in patient information
- Can Schedule - Check this box for the provider to appear in the Scheduler
- Send to EHR - Check this box for the provider to appear in the selection box on the Doctor Stack
- Signature - Enter the name as it will appear as the provider's signature on EHR documents
- Initials - Enter the Providers Initials
Care Plan
Cash Care Plan
You will add your Cash fees, DMPO Disc, and Cap Rate here. DMPO is your Discount Medical Plan Organization such as CHUSA or APEX. You can add items if they do not show on this list.
Ins. Coverage CPT Codes
Taking the time to remove CPT codes that are not a part of the clinic's regular practice saves time when you're creating Care Plans for patients
Charge Entry
Charge Entry Settings
| Setting | Description |
|---|---|
| Number of previous visits to display | Previous visits appear at the top of the Charge Entry window. Choose the number of visits to display. |
| For the Last 3 Visits, show Item Code instead of CPT Code | Show the Item Code, which can be more descriptive in some cases |
| Allow blank Referring Physician | Checking this allows charges for a patient who doesn't have a Referring Physician indicated to appear in Charge Entry |
| Automatically enter "PAY OR DENY IN 30 DAYS" in Box 19 for all charges | Check this for this message to appear on electronic and HCFA claims |
| Always place charges on hold | If you want to automatically put charges on hold, check this box |
| Auto Distribute copay percentage on all charges if % is calculated on allowed amount | The patient's insurance coverage tab indicates if the copay percentage is distributed in Charge Entry |
| After entering charges for a patient | Check this box if you want a receipt to appear after entering charges |
| Viewable Note Types | Choose which Note Types to appear on the Charge Entry window. Use the pull down selector to choose the Note Types |
| Auto populate tendered amount for the patient payment | Check this to have the amount show in the Tendered field for all payments |
| Force Reason for Adjustment | Choose this to pop up a box to enter information about an adjustment |
| Cash over-payment goes to | If your patients who pay with cash mostly want change, choose Change Due. Otherwise, selecting New Credit will automatically apply the over-payment to their credits for future use |
| Ask if providers differ in Charge Entry | Charge Entry assigns the provider who is shown in Patient Information to charges. If you want a reminder to check that when entering charges, check this box |
Payment Methods
Entering payments - https://help.healthcoretech.com/a/1772415-entering-patient-payment
At the top you can click the Show Inactive to view previously deactivated Methods
Contacts
Store information about non-patient contacts. Group contacts by function, for example: Attorneys or Guarantors.
Adding Contact/Guarantor - https://help.healthcoretech.com/a/1772461-adding-contacts-guarantor?token=Qq8qWlwp9zP7yLoM0WrjJqqvPX5-4yGk
Access this list on the Case tab of a patient record. Click the Magnifying Glass icon on the Guarantor field to bring the list up and select a contact
Clicking add Guarantor will allow you to enter the specifics of who you wish to add
Doctor Setup
Doctor Setup has three sections:
- History/Exam - Settings to fine tune tests, diagnosis codes, and other aspects of what appears in the History and Exam windows
- Treatment - Settings for treatment plans, chiropractic techniques, exercises and other aspects of daily visits
- System Setup - Create a password to control access to these settings and review an audit log of changes to visit related updates
- Documentation - Custom Modules for example Pediatric Exam
Doctor Setup for History/Exam,Treatment, and Documentation located in separate document
History/Exam, Treatment - https://help.healthcoretech.com/a/1497970-doctor-setup?token=VCpmS9HcYxP7vmxv2AVdDsiAv3ffVslG
Documentation - https://help.healthcoretech.com/a/1677130-custom-documentation
System Setup (Doctor)
Settings Password
Enter a password if you want to restrict others from accessing this part of the setup.
Audit Log
The Audit Log displays the history of EHR events. To change how the information is displayed, drag a column header to the top to sort by that column.
General
Alerts
When a patient schedules an appointment online, you will get notified at the email address added. If a PPM (Patient Payment Manager) does not process, you will be notified at the email address added.
If "Use STAFF for NP online appointment availability" is checked - this will override the other providers for showing availability on the website for NP appointments only
PPM (Patient Payment Manager)
PPM with Open Edge - https://help.healthcoretech.com/a/1260261-patient-payment-manager-open-edge
PPM with Fortis - https://help.healthcoretech.com/a/1761137-patient-payment-manager-fortis
Email addresses for alerts are synchronized with Alerts
Patient Payment Email Alerts: Click Add Email Address to add emails where notifications about PPM activity
Processing
- Enter the number of days to wait after a card is declined before automatically resubmitting the card for payment
- If you want to charge patients for declined payments add a fee and select the Fee item where the fee is applied
- If you want to charge after the 3rd payment attempt, enter the fee and item
- If you want to put the account on hold after the 3rd attempt, enter a check in the box
Products & Services
Products & Services house every chargeable item, code or fee.
Scheduler Settings
Scheduler Settings include settings for Visit Codes, Providers, Exceptions, Office Hours, Cluster Booking, and Appt. Reminders.
System
* Review URLs are available for users who use the Online Review feature.
Office Information
Statements use the Office Information tab for clinic name, address and phone number
Changing New Patients Prefix and Next Account Number modifies all new patients added to the system after the change
Patient Review URLs
Patient Reviews for Social Media Accounts - https://help.healthcoretech.com/a/1515317-patient-reviews-for-social-media-accounts
Office must be opted in for text messages and send reviews to be able to use this feature
Patients must be opted in for text messages to participate
User Manager
Users must have authorization to access this setup option. Authorization comes from the doctor/owner.
User Manager is for adding and removing users, and for setting permissions.
Wellness Club
Wellness Club Setup and Usage - https://help.healthcoretech.com/a/1774299-wellness-club-setup-and-usage?token=lCRoItRb9dNmqqya249_cVBXOXQ8NhBd
Enter Defaults for the Wellness Club
- Visits Per Month: Choose the number of visits you want to populate automatically when you enter a new contract. You can change this per patient when creating contracts.
- Amount per Visit: Enter the price of the wellness adjustment. This is the same amount that will be applied for added family members who come in for wellness adjustments.
- Product Discount: This is the discount applied to supplements and other products sold to Wellness Club members and their families.
My Settings
Maximum patient information window open at one time - the number in box will let you display that many windows at one time.
Application automatic log off (minutes) - this is if there is no activity or movement in the software it will automatically log off.
Patient
Case Types and Financial Classes
Case Types are types of services provided at the clinic. Financial Classes are they way these services are paid. Case Types and Financial Classes are found on the patient's Case Information tab.
Using Case Types and Financial Classes provide better options for analyzing the types of treatment and payments that occur in your clinic. For example, you can run a report and see the dollar breakdown of all services performed. Along with Financial Class, you can see the breakdown of payments for each case. For example, this could show you that 75% of CHIRO cases were paid by health insurance, 5% were cash, and 20% were Medicare.
Set defaults for each Case Type. Choose the default Case Type, which will populate the new patient Case Type automatically. Select the Financial Class that occurs most often with this Case Type. If a patient has a different Financial Class it's easy to change when creating the record. Same for the Provider and Nature of Condition defaults.
Default values are not required for Provider and Nature of Condition fields.
Deleting Case Types
Case Types are required for each patient. If you delete a Case Type that is associated with existing patients, the software will guide you through a process to assign a new Case Type to those patients.
Show Inactive
Service Types
Financial Classes
As with Case Types, you can assign default attributes to Financial Classes by selecting them in the right hand panel. The pull down menus for each attribute, such as Fee Schedule, Billing Type, etc. include options for each. Additionally, you can enter a check in the boxes for Employment Related and Legal Representative.
After billing patient, number of days to leave charges on hold = Days charge will stay on hold after a statement has been generated.
Statements - https://help.healthcoretech.com/a/1566913-statements
Patient Status
In Edit Information you will see the Active in the top right hand side.
Referral Sources
Referral Sources are categorized by Referral Source Groups. That way you can analyze marketing efforts by type and by specific events. In the example above, the Referral Source Group is Community Outreach and the Referral Sources are Project Wellness Lecture and Project Wellness Screening. The numbers in the column to the right show how many patients have each assigned to them.
Be aware of existing Referral Sources before adding new ones. When people are adding new patients and look for the Referral Source, if they're unaware of the existing codes they may be tempted to add a new one on the fly. Having two codes for Facebook, for example, will make marketing analysis more difficult.
In Edit Information you will see the Referral Source under Patient Information under Marketing
Patient Categories
Patient Categories are similar to Referral Sources. They appear on the patient's record and can be used in the Patient List report to filter patients.
Rooms
