Configuration ** | Office Puzzle Academy

As an administrator, you have access to the Configuration page and can modify the agency’s information.

This page is further divided into Boxes where each one of them has it own configuration.

Account profile

This is the first tab and the most important one as it details all personal information about the agency. Not all the fields are required, but it is highly recommended that you complete as much information as possible. This is further divided into blocks:

Demographics: Legal Name / Trade Name
Contact information: Email / Phone Number / Fax / Website
Company information: Name / Employer Identifier Number (EIN) / National Provider Identifier number (NPI) / Medicaid Medicare number (MPI)
About me

At the end and after modifying any of the above aspects, you must click on the Save option, so that the changes are registered.

Addresses

This section is to keep track of all the address for the agency. To add a new address, simply click the New address button.

Billing Codes

This section is to keep track of all the Billing Codes for the agency.

Click on New billing code to add a new code.

Credentials

In this tab, you will be able to view, create and modify the credentials assigned in the system.

If you click on the credential itself, you can verify the elements that compose it:

Name – Name of the credential.
Short Name – You will be able to see the acronym of the credential, a term used on a daily basis.
Organization name – Typically Behavior Analyst Certification Board.
Website -The website of the organization.
Description – A short description with no more than 500 characters.
Allowed billing codes – The codes allowed to user under this credential.

Services

This section allows adding, modifying and viewing the different therapies that can be used in the platform. Click on “New service” to add it to the agency.

If you click on the Service itself, you can verify the elements that compose it:

Name – Name of the therapy
Description – A short description of the service, with no more than 500 characters.
Allowed credentials – List of allowed credentials for this service.
Allowed billing codes – List of allowed billing codes for this service.

Events

In this section, you can add and review the different Events you would need.

By clicking on “+New”, you will be able to add a new Event to the agency, choosing from our Catalog or Manual. Also, you can Import it from our Catalog.

Once you create it, on the General tab, you can type the name of the event, as well as a short description of it.

In the Configuration tab within each event, you can modify the fields as needed.

Active – (Yes/No) – If the event can be scheduled.
Require User – (Yes/No) – Whether this event requires a user or not.
Allow change User – (Yes/No) – Whether this event allows changing the user or not.
Allow to create by User – (Yes/No) – Whether this event allows to be created by the user itself or only an administrator.
Allowed credentials – (Multiple choice) – Allowed credentials to create this type of event.
Require location – Whether this event requires a location or not.
Max number of locations – Maximum number of locations available.
Allow new locations – Permission to add new locations.
Is Multiday – Whether this event can span across multiple days.
Billable – Whether this event can have billing codes and added to claims.
Allowed billing codes – Allowed billing codes for this event.
Require Prior Authorizations – If at least one Prior Authorization will be required for this event.
Max Number of Billing Codes – Max number of billing codes for this event.
Invoiceable – Whether this event can be added to Invoices.
Clockable – Whether this event can be clocked in and out.
Root – Whether this event can be created individually.
Parent – Whether this event can have sub-events.
Allowed sub-events – List of allowed sub-events.
Child – Whether this event is a sub-event of other events.
Rounding function – Which function to use to calculate units.
Buffer time – Amount of time required between an event and the next.
Require signature – Whether this event requires a signature.
Show signature info – Will display signature additional info like capture time.
Signature with timestamp – Show the signature’s timestamp.
Show Event info – Show additional details of the event, about creation, last updated, etc.
Allow overlapping – Whether this event can overlap with other events.
Allowed days – Allowed days to create this type of event.
Start time – Minimum Start Time for this event.
End time – Maximum End Time for this event.
Lead time – Amount of time allowed to create in advance.
Lag time – Amount of time allowed to create in the past
Max Duration (Event) – Maximum duration of the event
Max Duration (Client) – Max Duration of all events on the same day
Max Duration (Provider) – Max Duration of all events for the same user
Max consecutive days (Client) –
Max consecutive days (Provider) –
Cut-off dates – Last day to be created, will always be at the end of the day.
Color

On Custom fields tab, you can add the fields you consider can have the event. By default, there should be Participants and Environmental Changes.

Payers

In this section, you can add and review the different Payers the agency has under contract.

By clicking on “+New”, you will be able to add a new Payer to the agency. In the New payer window, you can type different fields of the Payer, such as Name, Email, Phone, Fax, Address, City, State, Zip code, Country, Website, external ID and trading partner ID.

Once you’ve added the Payer, you can proceed to configure the billing codes rates on Insurance section.

Insurances

In this section, you can add and review the Insurances you’ve previously added to the platform.

By clicking on “+New insurance”, you will be able to add a new Insurance to the agency. In that window, you can choose the Payer among the dropdown list, type the Plan name and select the Plan type, as well as add the comments you required.

Once the Insurance is created, you would be able to Add the new rate or to Import them from your Billing Code section’s list.

Physicians

In this section, you can add and review the different physicians the clients of the agency uses.

By clicking on “New physician”, you will be able to add a new physician to the agency. In that window, you can type different fields of the Payer, such as First and Last Name, Specialty, and others.

Service Plans

In this section you will be able to create a Service Plan template, which can be used by the analysts in the configuration of the client profile in the system, in order to facilitate their work. In this template, you will be able to add the categories most used by the agency and its providers, as well as add the programs of each of those categories (Maladaptative Behaviors, Replacements, RBT/Caregiver Competency Check or Training).

You can create one Service Plan for each service offered by the Agency. For this, you must click on “New service plan” button and select the appropriate service.

For further explanation, you can access the How to create a Service Plan lesson.

Data collection

In this section you will be able to configure the rules on how the users will collect and show data.

Data without event – Chance to collect data without an event.The options are: Allow, Warn and Restrict.
Data overwrite – Chance to overwrite data.The options are: Allow, Warn and Restrict.
Change initials – Chance to change the initials.The options are: Allow, Warn and Restrict.
Lead time – Amount of time allowed to collect data in advance.
Lag time – Amount of time allowed to collect data in the past.
Delete others data – Chance to delete data from other users.The options are: Allow, Warn and Restrict.
View – Selection of the data view, it can be all weeks or the entire month.
Allow On-Site – Chance to collect data on-site.
Request Number of Recordings – Chance to request the number of recording before collecting data.
Hide Header – Hide the agency details, like logo, address.
Signature with timestamp – Show the time that the signature was stamped.

Restrictions and Exceptions

In this section, you will be able to create and manage the Restrictions or Exceptions for the agency.

By clicking on “+Add rule”, you will be able to add a new rule to the agency. In that window, you can choose the options:

Action: Restrict/Allow.
Priority: You can add the number depending on the level of priority you need to assign.
Active: Yes / No
Recursive: Yes / No
Start & End dates
Privileges: Create Event/Edit Event/Delete Event/Create Document/Edit Document/Delete Document.
Description: You can type a short description of the rule.

Localization

In this section, you will be able to edit and review the Localization settings of the agency.

Country code: You select your country
Time zone: You choose your timezone. Typically – US/Eastern
Languages: English and/or Spanish
Preferred Language: English or Spanish
Short date: MM/DD/YYYY — DD/MM/YYYY — YYYY-MM-DD
Long date: MMMM Do YYYY — Do MMMM YYYY
Short time: h:mm AM/PM — H:mm
First day of the week: Monday/Tuesday/Wednesday/Thursday/Friday/Saturday/Sunday

At the end of the box, you will see how it will be configured.

Banners

In this section, you will be able to add the banners for the agency.

By clicking on New banner, you can add the banner and fill out the fields: Title, Description, Star and End Dates, Active/Inactive.

At the bottom, there’s a box to add the image. We recommend to use 500px by 300px banners.

Template Documents

Here you will add the template documents for the agency. There is a list of preset documents like Appointment Notes / Service and Supervision logs / Monthly Summary / Monitoring, Feedback and Supervision Form, etc.

By clicking New document, you can add a new template. There will be three tabs.

On General tab, you can add a Name and a Description about the document.

On Configuration, you can customize the specifications:

Active: Whether this document is active or not.
Interval: Interval this document will cover.
Service: Service associated with this document
Allowed credentials: Allowed credentials to create this type of event.
Linked events: Events allowed to be associated with this document.
Multi-event: Whether this document is created per individual event or not.
Allow Autocomplete: If the autocomplete is enabled for this document.
Allow Clone: If this document can be cloned or not.
Lead time: Amount of time allowed to create in advance.
Lag Time: Amount of time allowed to create in the past.

On the Pinned files tab, you can upload the document as an attachment. You can drop the file there or click to upload it.
The file maximum size is 25 MB.

If you want to upload a different template or want to modify the current templates, you can email us to support@officepuzzle.com with details.

Clinical Documents

In this section, you will add and review the clinical documents that the client will need to receive the therapy.
You can define the list of documents that are required; here are a few examples: Medical Necessity Letter, CDE, Intake Form, Medical Referral, and so on.

You click on New clinical document, and a new window will appear with details to fill out:

Name – Here you type the name of the document.
Default status – The statuses are Missing, Delivered, and Ignored. You select the one you require or consider ideal.
Position – This box refers to the position the document will have in the list. If you do not want a preset order, and you do not want the documents to be organized by expiration date, you only need to leave it blank.
Description – Here you can add a short description of the document itself, with no more than 500 characters.
Allow Changes Switch – This switch is fundamental within the configuration of the required documents, as it allows each user to make modifications to their client’s documents.. If you leave it red, only agency admins will be able to make changes to it, and if you change it to green, users can upload files or modify dates.

HR Documents

In this section, you will add and review the Human Resources documents of the agency.
You will define the list of documents that are required; here are a few examples: Resume, Work permit, Driving license, and so on.

You click on New HR document, and a new window will appear with details to fill out:

Name – Here you type the name of the document.
Default status – The statuses are Missing, Delivered, and Ignored. You select the one you require or consider ideal.
Position – This box refers to the position the document will have in the list. If you do not want a preset order, and you do not want the documents to be organized by expiration date, you only need to leave it blank.
Description – Here you can add a short description of the document itself, with no more than 500 characters.
Allow Changes Switch – This switch is fundamental within the configuration of the required documents, as it allows each user to make modifications to their documents. If you leave it red, only agency admins will be able to make changes to it, and if you change it to green, users can upload files or modify dates.

Agreements

In this section, you will see and review the Business Associate Agreement that was signed by the agency prior to the start of platform use.