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Account Management

Agency

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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
  • Short Name
  • Organization name
  • Website
  • Description
  • Allowed billing codes

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
  • Description
  • Allowed credentials
  • Allowed billing codes

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.

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 to be added
  • Allow new locations – Permission to add new locations.
  • Is Multiday – If the event lasts more than one day
  • Billable – If the event can be billed or not.
  • Allowed billing codes – Drop-down list of the billing codes that can be added
  • Require Prior Authorizations – Will be required or not to add the PA.
  • Max Number of Billing Codes – Maximum number of billing codes to be added
  • Invoiceable – If the event can be shown on the invoice or not.
  • Clockable – If clock-in/out is required
  • Root – If the event is a base event, if can be created as a main event.
  • Parent –
  • Allowed sub-events
  • Child
  • Rounding function
  • Buffer time
  • Require signature
  • Show signature info
  • Allow overlapping
  • Allowed days
  • Start time
  • End time
  • Lead time
  • Lag time
  • Max Duration (Event)
  • Max Duration (Client)
  • Max Duration (Provider)
  • Max consecutive days (Client)
  • Max consecutive days (Provider)
  • Color

On Custom fields tab, you can add the fields you consider can have the event. By default, there are 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.

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 BehaviorsReplacementsRBT/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 User course, the Service Plan lesson.

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
  • Time zone
  • 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 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: Yes / No
  • Interval: None / Daily / Weekly / Semi Monthly / Monthly / Yearly
  • Service: ABA Therapy / Occupational Therapy / Physical therapy
  • Allowed credentials: Here you can pick the added credentials of your agency.
  • Linked events: Here you can select the added events of your agency.
  • Multi-event: Yes / No
  • Allow Autocomplete: Yes / No
  • Allow Clone: Yes / No
  • Lead time: None / 24hrs / 48hrs / 72hrs / 1 week / 2 weeks / 4 weeks
  • Lag Time: None / 24hrs / 48hrs / 72hrs / 1 week / 2 weeks / 4 weeks
  • Auto Lock Time: None / 24hrs / 48hrs / 72hrs / 1 week / 2 weeks / 4 weeks

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 LetterCDEIntake FormMedical Referral, and so on.

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

  • Name: Type the name of the document.
  • Default Status: Missing / Delivered / Ignored.
  • Position: Select the number to display in specific order.
  • Description: Type the short description of the document, if needed.
  • Allow changes’ switch: By turning the switch green, the users would upload their own file to the system.

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: Type the name of the document.
  • Default Status: Missing / Delivered / Ignored.
  • Position: Select the number to display in specific order.
  • Description: Type the short description of the document, if required.
  • Allow changes’ switch: By turning the switch green, the users would upload their own file to the system.

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.