Thank You for Being Our Partner in Service
Learn everything HelloNote EMR can do to future proof your practice. Get results with features like faster clinical notes, instant eligibility, and streamlined billing. Start with training, then turn on the features you need.
Training & Tutorials
- Video Guides: Subscribe and watch our HelloNote YouTube channel for step-by-step tutorials and feature walkthroughs.
- Knowledge Base: Explore our Knowledge Base for helpful articles and frequently asked questions.
Clinical Essentials
- Forms & Templates: Access our comprehensive library of forms and templates for documentation, evaluations, and more.
Support & Assistance
- Dedicated Support: Create a Zendesk Account to easily submit and track support tickets whenever you need assistance. Easily reach out team in multiple ways:
- Online support system (located on the bottom left of HelloNote once logged in)
- Email [email protected]
- Call us at 877-805-7880
Integrated Features & Add-Ons
Set up Fiserv, our integrated payment processor, to collect patient payments quickly and securely inside HelloNote. Simplify your workflow with instant payment posting and digital receipts.
👉 Set up Fiserv in HelloNote
Automatically check patient eligibility one by one or in bulk. Prevent denials, save time, and keep eligibility results attached to each patient chart for easy reference.
👉 Learn how to use Eligibility Verification
Cut your documentation time with AI Scribe. Record your notes verbally and let the system create accurate, compliant text automatically.
👉 Activate AI Scribe
Connect ptMantra or My Rehab Connection to HelloNote to assign, track, and personalize home exercises for every patient — all within one platform.
Select the platform you want.
Use Announcement Blasts in HelloNote to send eFax, email, or SMS updates to your team, providers, or patients — quickly, securely, and from one place.
Choose who you want to message.
Create Custom Note Templates in HelloNote to build reusable note layouts that match your documentation style and cut down repetitive charting.
Select a template to load into your evaluation note when you’re ready.
Flowsheet helps you maintain your exercise list in one place — create, edit, delete, or duplicate exercises as your clinic evolves.
Navigate to Flowsheet to manage your exercises.
Integrated Features & Add-Ons
Set up Fiserv, our integrated payment processor, to collect patient payments quickly and securely inside HelloNote. Simplify your workflow with instant payment posting and digital receipts.
👉 Set up Fiserv in HelloNote
Automatically check patient eligibility one by one or in bulk. Prevent denials, save time, and keep eligibility results attached to each patient chart for easy reference.
👉 Learn how to use Eligibility Verification
Fax documentation, plans of care, and authorizations securely from your EMR. No paper, no third-party portals — everything is tracked in your Fax Log.
👉 Enable eFaxing
Cut your documentation time with AI Scribe. Record your notes verbally and let the system create accurate, compliant text automatically.
👉 Activate AI Scribe
Connect ptMantra or My Rehab Connection to HelloNote to assign, track, and personalize home exercises for every patient — all within one platform.
Select the platform you want.
Notify everyone in one go — patients, referring providers, or staff — with important updates, reminders, or announcements directly from HelloNote.
👉 Set up Announcement Blast Feature
Please review your User Settings carefully—these user-level options unlock key features and permissions
User Settings
- Therapist E-Signature: allows us to stamp an electronic signature on your notes.
- Show in Schedule: if you want this therapist to be visible to patients scheduling online. (requires the schedule widget feature)
- Unavailable Days for Scheduling in case there are certain days/times that the therapist is always off.
- Disable Finalize is great for either students or new therapists so you an review their notes prior to allowing them to finalize.
- Allow Archiving Patients: Archiving is a "soft delete" and this allows the user to archive patients from the EMR. Restoration is available as needed.
- Therapist Rates: Allows you to set up payroll rates per each therapist (including flat fees and CPT-related rates) specifically for payroll purposes. This uses the Therapist Invoice feature to generate.
- User Documents: Set up forms and expiration dates (ie: medical forms, credentialing applications, therapist licenses, etc.) to keep track of user forms and any renewal dates.
- Additional Locations: Link accounts to any affiliated/secondary locations allowing you to have one username to control multiple locations.
- Skip Dashboard: Upon login, you can choose to go straight to the main screen or the dashboard.
- My Patients Only: Restrict the patient list to only assigned cases for this therapist (within the case settings)
- Display All Schedules: Allow users to view other therapists schedules in the office.
- Prevent Add/Edit Case: Restrict users from creating and editing cases.
- Custom Permissions: HelloNote can create custom permissions to your specific needs. Let us know if you would like specific features added or removed from specific users.
Please review your Office & User Settings to ensure the best HelloNote experience
Office Settings
- Office Logo: Allows your invoices, statements, portal links, electronic POC portal, kiosk, etc. to have your logo displayed.
- Website URL: Embed your website link on your invoices and across all printed documents
- Online Schedule Widget: Add the HelloNote schedule widget to your website, allowing patients to self-schedule directly on your website. It will show them available and blocked times, including sending them intake and consent forms of your choice. Upon scheduling, your office will get an email alert to inform you of the pending appointment, which you can choose to approve, deny, or reschedule.
- Review Link: Provide us your review link to allow you to initiate patient reviews. This will be emailed and/or SMS'd to your patients. You can also customize the template prior to sending.
- Credit Card Integration with Pass-Through Fee: If you are using the credit card integration, add a pass-through percent fee to your patients. (please review your state guidelines on compliance)
- Note Lock: Set up a time restriction for therapists to prevent late notes. Once a note is initiated, it will start a timer to let therapists know they have x amount of hours to complete the note. Once locked, an administrator of the office can unlock the note.
- Appointment Reminders: Enable appointment reminders to your patients via Email and/or SMS.
- Appointment Confirmations: Within the appointment reminders, allow the patient to click a link to confirm if they are confirming their appointment, or canceling the appointment. A schedule update and an email alert will go out to the office to inform of the patient status.
- Intake and Consent Forms: Our dynamic intake and consent forms allows you to create your own forms that can be sent to patients for completion. You can also send us your forms and we will digitize it for you. If you do not have forms ready, we can import default forms such as:
- Consent to Treat
- Patient Intake
- Financial Policy
- HIPAA Compliance
- Photo Consent Forms
- Telehealth: Telehealth features are available. Please reach out to us to inquire.
- Electronic POC Portal: Set up the electronic POC portal to allow sending POCs to your referring provider to sign electronically, and automatically feed into the patient chart. Please reach out to us to inquire about this feature.
- Electronic eFaxing: Set up electronic eFaxing to eFax any documents, including POCs to your providers, and automatically feed into the patient chart. Porting an existing fax number is available upon request. Please reach out to us to inquire about this feature.
- Clock in/out: Allow users to use our clock in/out feature to keep track of their time worked. Users will be able to add categories and comments to the logs.
- New User Validation: Automates the patient, insurance, and case creation in one screen. The system will auto-create everything for all cases, and useful when the intake coordinator has all the data upon patient creation. Recommended only when more than one discipline is being added.
- Electronic Billing with Auto Import EOB/ERA: Allows us to sync in the ERA/EOB data from the clearinghouse without manually downloading and importing.
- Auto-Audit/Scrubbing: Allows us to streamline your billing by sending the claims to the clearinghouse once a note is finalized without having to review it manually. In case there is an error on the claim (such as missing DOB, NPI, patient address, etc.) it will not be submitted, and will be in the "Ready to Send" report for review.
- Schedule Settings: Set up no show and cancellation rates, start and end times, patient text colors (based on insurances such as Medicare and/or Self Pay), authorization requirements, and static event (non-patient) category colors on the schedule.
- Go High Level Integration: Allows us to sync data from Go High Level CRM to HelloNote. Please reach out to us to inquire about this feature.
- HEP Integration: Sign up to our Home Exercise Program partners to streamline your patient engagement. Please reach out to us to inquire about this feature.
- Remote Therapeutic Monitoring (RTM) Integration: Sign up to our RTM integration partner to bill for RTM services. Please reach out to us to inquire about this feature.
- 2-Way SMS: Message your patients and receive replies directly into the HelloNote platform. Please reach out to us to inquire about this feature.
- Kiosk / Front Desk Assistant: Turn HelloNote into your front desk. Please reach out to us to inquire about this feature.
Frequently Asked Questions
What does the HelloNote onboarding process look like?
We treat your transition as a true partnership. A dedicated specialist guides you through four key areas: Guided Configuration (NPIs, Tax IDs), Workflow Mapping (digital intake), Data Migration, and Billing Validation to prevent rejections from day one.
How is patient data migrated to HelloNote?
We use a secure, HIPAA-compliant protocol to transfer your legacy data. This includes patient demographics (names, DOB, insurance) and historical clinical records like PDF notes. All transfers are encrypted for maximum security.
What is the typical implementation timeline?
Most practices are fully live within 2–4 weeks:
Week 1: Discovery & Account Provisioning
Week 2: Configuration & Data Import
Week 3: Role-specific Staff Training
Week 4: Go-Live with Hyper-care Support
Is HelloNote's support based in the United States?
Yes. All HelloNote support is US-based. This ensures you speak with experts who understand the specific regulatory and billing nuances of the domestic healthcare landscape.
Can my billing team receive specialized training?
Absolutely. We offer dedicated Revenue Cycle Management (RCM) training. We cover advanced topics like claim scrubbing, clearinghouse integration, and ERA posting to keep your cash flow steady.
What happens if we need help after the Go-Live phase?
You are never left alone. You retain full access to all support channels—live phone, chat, and email—plus our 24/7 on-demand Knowledge Base for the life of your subscription.
HelloNote is always releasing new features.
If you would like to sign up to beta test and pilot features, please Click Here.