Setting Up a New Orgaization

Clients, Episodes, encounters and claims all point to these definitions. Enter them in this order; each step uses the ones before it.

1. The organization, its Facilities and Services/Departments

   Facility › Definitions (System): the organization, its agencies and facilities, each facility's Services/Departments (e.g. Psychology, Psychiatry) with their defaults (city, state, zip code, place of service), funding sources and vendors.

2. Locations

   Admin › Locations: every place where clients are seen, with its billing data and PIN numbers. See also Locations.

3. Insurance Carriers

   Admin › Insurance Carriers: every insurance company you bill, entered exactly as the carrier requires for claims. If your facility does not bill insurance, a stub carrier ("None") is enough.

4. Referral Sources and Authorizing Agencies

   Admin › Referral Sources and Admin › Authorizing Agencies: who sends you clients, and who authorizes care.

5. Lookup tables

   Admin › Lookup Tables: Procedure Codes (CPT, with charges — see Procedures), Diagnoses, Medications, Pharmacies, Pre-defined Notes, and the General, Supervision and QA tables (ethnicities, discharge types, places of service, client statuses, contact types, ...). Most lists in the forms come from here.

6. Employees (users)

   System › Employees: every user with her/his role and permissions (see Who Can Use What), Service/Department, licenses, supervisor relations, and a first password. See also Entering Users.

7. Try it with a test client

   Register a test client and go through the New Client Checklist: registration, insurance, Episode of Care, authorization, a diagnosis and one encounter. Every missing definition shows up here, before real clients do.