Tutorials

EMR Software

Electronic medical records (EMRs) give clinicians an easy way to track their patient’s data over time. This means that EMRs can help prove whether or not there were any errors in treatment and provide a more complete history of each individual’s progress.

emr software tutorial

Frequently Asked Questions

  • Accessing Patient Chart from the Scheduler

    Step 1: Hover over the patient’s name  

    Step 2: Click “Details”. This will direct you through the system to the patient’s main page where you can access any aspects on their chart. Directly from the scheduler to their chart 

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  • Accessing Patient Notes from the Scheduler

    Step 1: Hover over the patient’s name 

    Step 2: Click on “open case”. You will be directed through the patient’s chart directly to their notes page for that specific case, where you can click “new note” and do your documentation. 

  • Accessing, Updating the goal bank

    Step 1: Click on “settings” and click “notes”. This will bring up the master list of goals that were saved into your goal bank. 

    Step 2: To edit a goal click on the “eye icon” beside a goal and make any changes you would like to. 

    Step 3: Click “save” to save the goal 

    Step 4: To delete a goal, click on the “trash can icon” next to the goal and it will delete that goal. 

  • Active case reports

    Step 1: Click “reports” and click “active cases”. This will generate a report where you can look for active cases for specific therapists and all date ranges and specific dates by unchecking the “All dates” box. You can also generate reports for “all therapists” 

    You can narrow the list by clicking “Last note threshold” if you want to know if there are any cases that haven’t been seen in a specific number of days. 

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  • Active Patient Report

    Step 1: Click “reports” and click the report named “active patients”. This will generate a list of your active patients based on patients with cases, without cases and inactive status by clicking the “filter” box. You can also narrow it by clicking the “discipline” box. 

    Step 2: Click “generate” this will then provide you with a list of patients and a graphical representation of your patient report. 

    Step 3: You can export to spreadsheet by clicking “Export to excel” to print if you so wish. 

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  • Adding a Case – Medicare B patients

    Step 1: Highlight a patient and navigate to the “notes” tab. 

    Step 2: Add a case by clicking “add case” and filling in the required information. Be sure to choose “Medicare B” for the primary insurance and select “Medicare Part B for the case type” 

    Step 3: Click “create”. The case has now been established. 

  • Adding a case – Private Insurance, Medicaid Patients

    Step 1: Highlight a patient and navigate to the “notes” tab. 

    Step 2: Add a case by clicking “add case” and filling in the required information. Be sure to choose the patients insurance for the primary insurance and secondary if needed  

    Step 3: Select “HMO/PPO/Medicaid for the case type” 

    Reminders can be built into the system to do progress notes by checking the “progress note min/max box” 

    Step 4: Click “create”. The case has now been established. 

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  • Adding a Case – Private Pay Patient

    Step 1: Highlight a patient and navigate to the “notes” tab. 

    Step 2: Add a case by clicking “add case” and filling in the required information. Be sure to choose “self-pay” for the primary 

    Step 3: Select “Self-Pay” for the case type 

    Step 4: Click “create”. The case has now been established. 

  • Adding a Daily Note

    Step 1: Click on “new note” and click on “add daily note”. This will pull forward your information from your evaluation. 

    Step 2: After note is completed, click “finalize” and it will confirm the date of finalization for the note. 

    Step 3: click “Yes” 

  • Adding a Frequency/Duration to the Treatment Plan

    Step 1: Navigate to the “treatment plan” tab of your evaluation  

    Step 2: Next to prognosis, click “Frequency”, you can choose between treatment per day, week, month and year and highlight the frequency needed. 

    Step 3: Fill in the number beside it. That’ll be 2 weeks per month 

    Step 4: Fill in the “duration” as well. You can choose between days, weeks, months and years. In the empty box, you can put in the number of weeks, days… for your duration. 

  • Adding a New Patient

    Step 1: Click the “Patient tab” 

    Step 2: Click “New Patient”. 

    Step 3: Fill in the information in the demographic boxes 

    Step 4: Click “save” 

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  • Adding a Physician Referral Source

    Step 1: Click “Settings”  

    Step 2: Click “PCP/REFERRAL” 

    Step 3: Click “Add new”. Make sure to mark the provider box and indicate the suffix 

    Step 4: Fill in their first and last name, NPI number and fax, if you are planning to fax out the POC to the doctor 

    Step 5: Click “Save” 

  • Adding an Addendum to a Finalized Document

    Step 1: Open any notes that has previously been finalized to add any additional information. 

    Step 2: Click the “eye” icon to open up the note and add or update any information you wish to 

    Step 3: Navigate to the last tab, the billing tab and click “create addendum” 

    Step 4: Fill in reason for the addendum and date of the evaluation. 

    Step 5: Click “Yes” and the addendum will be created.  

  • Adding an evaluation note

    Step 1: Highlight the patients’ name to open their chart. 

    Step 2: Click the “notes” tab > click the “case folder” 

    Step 3: Click “new note” > click “add evaluation note” or “pick template” if you already preloaded a template into the system. 

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  • Adding insurance

    Step 1: Highlight a patient  

    Step 2: Click on the “insurance tab” 

    Step 3: Click “new insurance”, input the insurance you wish to add and click “ADD” 

    Step 4: click “save” 

  • Add billing information for Med B patients

    Step 1: Open the eval note of patient in question and navigate to the billing tab. 

    Step 2: Under “Tx performed today”, under the “minute” column, click on the space next to the appropriate cpt code to open up the box 

    Step 3: Type in the appropriate units, and it will automatically calculate the minutes for you. Use the comments section to input additional details about the treatments performed. 

  • Adding CPT codes to the treatment plan

    Step 1: Open the eval note of patient in question and navigate to the treatment tab. 

    Step 2: Click the rectangular box beside “Recommended Treatment”. You have a full list of all CPT codes and you can search by the code or the name itself 

  • Adding Diagnoses to the evaluation

    Step 1:  Highlight the patients name to and navigate to the “notes” tab 

    Step 2: Click on “add new diagnosis” 

    Step 3: Search for any key words and the ICD-10 codes will pop up. You can also search by code. 

    Step 4: Highlight the “star” icon next to the code and you’ll add them to “favorites” 

    Step 5: To add highlight the code and click on “add to medical diagnoses” or “Add To Treatment Diagnoses” 

  • Adding a Flowsheet

    Step 1: Click “Settings” and click on “Flowsheet” 

    Step 2: Click on “Add New” 

    Step 3: Add flowsheet name then click “Add New Record” to input exercise details 

    Step 4: Click “Save” 

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  • Adding Goals to a Patient Eval from the Goal Bank

    Step 1: Navigate to treatment plan on the patients eval 

    Step 2: On the Goals section, click “Select Goal” 

    Step 3: Highlight a goal you wish to select and click the box under the “type” column to select either short, long or short/long term goal 

    Step 4: Click “select”. You can make custom changes after adding a goal to the patients eval from the goal bank. 

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  • Adding goals to the goal bank

    Step 1: Highlight goal you would like to save to the bank. 

    Step 2: Click “select goal” 

    Step 3: Click the green “+” sign button 

    Step 4: Place into new goal section and click “add” 

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  • Adding Goals to the Treatment Plan

    Step 1: Navigate to the treatment plan tab of your eval 

    Step 2: Under “Goals”, click the “+ add new record” 

    Step 3: Type in the number of weeks 

  • Adding Medical History Information to the Evaluation

    Step 1: Navigate to the “Assessment” tab of the evaluation 

    Step 2: Click on the box beside PMH (Past Medical History) and PSH (Past Surgical History) to input the history.  

    Step 3: Click “Add New PSH and PSH” to add new records to the system. 

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  • Adding Note Templates

    Step 1: Click “Settings” and click “note templates” 

    Step 2: Click “+ New Template” 

    Step 3: Name Template and choose “profile” and “case type” 

    Step 4: Click “Create new template” 

  • Apply Modifier Feature

    Step 1: Open up a patient’s case 

    Step 2: Check the “Apply Modifier Box” and input the modifier you wish 

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  • Applying a Payment Via Schedule Page

    Step 1: Find the appointment and double click on the time 

    Step 2: Click “OK” to check them in for their appointment 

    Step 3: Check the “apply payment” box 

    Step 4: Choose the appropriate payment methos and click “save” 

  • Appointment Reminder Status Report

    Step 1: Click “Settings” 

    Step 2: Click “Reminder Status”. Now you can see the status of all reminders 

  • Appointment Reminders

    Step 1: Highlight the patients name to open their chart. 

    Step 2: Click “edit” 

    Step 3: Check the “send SMS” and “send email” and choose the number of hours you want the reminder sent out ahead of time 

    Step 4: You can customize SMS or email template by clicking the + beside the box and click “update SMS template” 

    Step 5: Click “Save”

  • Approving a Patient Appointment Request

    Step 1: Navigate to the “schedule” tab 

    Step 2: Click the “Pending Appointments” button 

    Step 3: Click the Checkmark button to approve and the “x” button to deny appointment. The appointment now shows up on schedule. 

  • Autocomplete Library

    Step 1: Click “Settings” and click on “Autocomplete” 

    Step 2: Click the “green + button”, add information and click “Save” 

    Step 3: Edit and delete by clicking on the pen and trashcan icon 

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  • Backdating Notes

    Step 1: Click “New note” and “add new note” and the evaluation 

    Step 2: Click “Treatment Date” and backdate 

    Step 3: Click “Finalize” and confirm  the date of that note. 

  • Billing profile

    Step 1: Click “new note” and click “add billing note” 

    Step 2: You can add the billing codes under recommended treatment 

  • Blocking off a time on the schedule

    Step 1: Click the “schedule tab” 

    Step 2: Click on the “static even setup” 

    Step 3: Click “+ new record” and add any event, start and end date and time. 

    Step 4: Click “Update” 

  • BMI calculation

    Step 1: On the assessment page of evaluation, scroll down to Height and weight 

    Step 2: Input the patient’s weight and height and tab over. BMI will be calculated automatically. 

  • Capturing a patient signature

    Step 1: Highlight a patients name and click on the “signature tab” 

    Step 2: Click in the small box icon, there patient will input signature 

    Step 3: Click “Select signer” box to choose who signed, click “select” case and assign appropriate case. 

    Step 4: Click the “remarks” box to add any additional information. 

    Step 5: Click “save signature” 

  • Case Types

    Step 1: Open a patient’s case 

    Step 2: Navigate to “Case type”. Choose between Self pay, Medicare A, Medicare B, HMO/PPO/Medicaid 

  • Changing the screen background appearance

    Step 1: At the top right corner of the screen, click on the option to switch between “light and dark background” 

  • Check schedule feature

    Step 1: Open up a patient’s case and check the “Check Schedule box”. When checked this does not allow for a note finalization unless a visit is on the schedule.

  • Comment boxes

    These are available in different sections in the evaluation 

    Step 1: Click anything marked with a “green + button”, this opens up a comment box

  • Communication notes

    Step 1: Open up patient’s note 

    Step 2: Click on “new note” and click on “add communication note” 

    Step 3: Add information you’d like to communicate to the system and click “Finalize”, add mote date and click “Ok”. A communication note has now been added.

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  • Compliance report

    Step 1: Click on “Reports” tab and click on “compliance” 

    Step 2: You can filter by date range of your choosing. You can also filter by treatment diagnoses, objective test, long and short term goals and units of billing. 

    Step 3: Click “Generate” 

    Here you can monitor your staff and make sure they are meeting expectations 

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  • Copying Appointments to another date

    Step 1: Hover over the appointment and click “Copy” 

    Step 2: Select the date and time you want this appointment to be copied to. 

    Step 3: Click “save” 

  • Creating an Invoice or Receipt for Charges and Payments

    Step 1: Highlight the patient’s name and click the “visits” tab 

    Step 2: Highlight the dates of service you need and click “print” 

    Step 3: check the “include credit card information” and click “print” 

    The system will automatically generate the invoice  

  • Delete a Draft Note

    Step 1: Click on the trash can icon beside the note, click “Yes” to confirm action 

    Note- This can only be done when a note has not been finalized and is in draft status. 

  • Delete a Finalized Note

    A note that has been finalized in the system cannot be deleted. There is no trash can icon. 

    The PT can contact HelloNote with a data removal request. 

  • Disable Carry-Over Feature

    Step 1: Check the “Disable carry-over box when setting up a patient’s case 

    Information will not carry-over from note to note. 

    Step 2: Click “create” 

  • Discharge Note Types

    If you plan on seeing a patient on the day of discharge, 

    Step 1: Click “add discharge note” 

    Step 2: You can choose between “Full discharge” which is for the date the patient was seen for the last visit and “Quick discharge” is used when the patient was not seen on the day of discharge. 

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  • Discharging a case – Administrative

    On the line of the episode of care or case 

    Step 1: Click the “x” sign to discharge the case and confirm action by clicking “yes” 

    It indicates a red dot not green, to show that this is now a discharged case.

  • DME list in the evaluation

    Step 1: On the assessment section of the evaluation, scroll down to a section labelled DME 

    Step 2: Click on the box and a dropdown of DME’s will appear. Highlight DME to add. 

    Step 3: Click on “Add new DME” if patients DME is not in the system to add 

  • Documenting Medical Necessity Exists

    When evaluation is completed 

    Step 1: Navigate to the “Billing tab” of evaluation 

    Step 2: Check the box “Document Medical Necessity Exists” 

    Step 3: Click “OK” after reading confirmation statement. 

  • Documents Section

    To enter any document, you would want to save in the patient’s chart 

    Step 1: Highlight the patients name and navigate to the “Document” tab 

    Step 2: Enter “name of document”, “type” and “case” in the designated sections. 

    Step 3: Click “Select files” and choose from your list of documents saved on your computer and add 

    Step 4: Click “save” 

    Step 5: click the “eye” icon to view the document 

    Note- When a patient signs intake/consent forms on their patient portal account, it becomes a document automatically into the system. 

  • Edema Evaluation Information

    Step 1: Click “+ add new record” box under the edema section 

    Step 2: Add edema location, type, grade and any comments you mat wish to add inside the appropriate sections 

  • Editing a patient's Information

    Step 1: Open patient chart by highlighting their name 

    Step 2: Click the “blue edit” button 

    Step 3: Edit or add information such as address, phone no, email and click “Save” 

  • Editing Case Information

    Step 1: Highlight the patient’s name and click the notes tab 

    Step 2: Click the “cog wheel” icon which is the case settings 

    Step 3: Edit the information in the settings 

    Step 4: Click “save” 

  • Employer Information Section

    Step 1: Highlight a patient’s name to open up their chart 

    Step 2: Click on the “insurance” tab 

    Step 3: Input necessary data in the “employer information section” 

    Step 4: Click “save”

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  • Entering Information into the Note Templates

    Step 1: Click on the “settings” tab and select “note templates” 

    Step 2: Click the “folder” icon under the “action” column on a specific note template 

    Step 3: A blank default evaluation is now opened up, preload as much information into your template as you would like to 

    Step 4: Click “save” 

  • Entering payment Information on the Visits Section

    Step 1: Highlight patient’s name and click on “visits” 

    Step 2: Click the “dollar sign symbol” under the “action column” 

    Step 3: Indicate how payment was made 

    Step 4: Click “Save”

  • Evaluation Complexity Code Determination

    Step 1: Navigate to the “treatment plan” section of the note 

    Step 2: Scroll to “components of evaluation” 

    Step 3: Select the appropriate option pertaining to your case under the history/personal factors and cp-morbidities, number of functional limitations, clinical presentation and clinical decision-making sections 

  • Exercises Performed List for the Evaluation and notes

    Step 1: Navigate to the “billing” section of your note 

    Step 2: Click “Add exercises”  

    Step 3: Add the exercise performed and click “add” 

    Step 4: Click inside the box beside “exercises performed”, the exercises performed list drops down 

    Step 5: Highlight exercises performed, and they will show up for the patient on the chart

  • Expired Staff Documentation Report

    Step 1: Click on “Reports” and choose “Expired Staff Documentation” 

    Step 2: Check the “expired” box 

    Step 3: Click “Generate”. This generates the report for all your staff expired documentation 

  • Fax Status Report

    Step 1: Click the “Settings” tab and choose “fax status” 

    Step 2: You can search by patient or physician 

    Step 3: Click search 

  • Faxing out Documents

    Step 1: Highlight patient name and click the “notes tab” 

    Step 2: Click the “fax machine” icon at the far right on a note 

    Step 3: Choose POC or evaluation and click “OK” 

    Step 4: Select physician and add more information in the “send cover letter” box 

    Step 5: Click “Send fax” 

  • Finalizing an Evaluation

    Step 1: Click “Finalize” at the end of the billing page on a patients eval note and add date of evaluation 

    Step 2: You will get alerted if certain vital parts of the evaluation is missing. Once these fields are filled, you will be able to finalize the note.

  • Frequency Audit Report

    Step 1: Click “settings tab” and choose “frequency audit” 

    Step 2: You can filter report by therapist and date range 

    Step 3: Click Generate 

  • Functional Deficits Section

    Step 1: Navigate to the “functional Deficits” tab of your evaluation 

    Step 2: Check the box first to enter information into the categories 

    Step 3: Choose from the dropdown box the patient’s prior and current levels 

  • Generating a patients appointment list

    Step 1: Hover over the patient’s name in the schedule 

    Step 2: Click the orange appointment list icon. It will generate a PDF appointment list for your patient. 

  • Generating Individual Superbills

    Step 1: On the notes page, click the print Icon on a completed note. 

    Step 2: Choose superbill. The system will generate an individual superbill for that date of service 

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  • Generate a superbill with numerous dates of service

    Step 1: Highlight the patients name and go to the visits tab 

    Step 2: Notes in black are completed notes and superbills can only be generated on these notes 

    Step 3: Highlight numerous completed notes and click “print”. 

    The system will generate an invoice and appointment list and superbill will every date of service you selected. 

  • Goal short-cut (Blue + Button) function

    Step 1: Open the functional deficit section and choose the appropriate category 

    Step 2: Click the “blue + sign” button. 

    Step 3: Add the STG and LTG from the dropdown 

    If you go to “treatment plan” a LTG and STG has been added 

  • Incoming Faxes

    Step 1: Click “Settings” 

    Step 2: Choose “incoming faxes 

  • Indicating attendance appointment status on the scheduler

    Step 1: Double click on the appointment time on the scheduler 

    Step 2: By the “Attendance” section check the OK if they attended their appointment, NS(no show) if they did not show up for the appointment or CX if they cancelled the appointment. 

    Step 3: Click “save” 

  • Insurance Authorization Section

    Step 1: Highlight the patients name and click on the “insurance” tab 

    Step 2: scroll down to the “Authorization Information” section 

    Step 3: Check the “Authorization Required” box 

    Step 4: Click “add authorization” and add all necessary information 

    Step 5: Click “save” 

  • Insurance Information section

    Step 1: Highlight the patient’s name 

    Step 2: Click the “insurance tab” beside the patient information tab 

    Step 3: Input all necessary information into the “Insurance Information section” 

    Step 4: Click “save” 

  • Medication List in the Evaluation

    Step 1: Scroll down to the bottom of the assessment page on the eval 

    Step 2: Click “add new medication” under the “medications” section 

    Step 3: Search medication, highlight it by clicking and it will be added to the list 

    Step 4: Add dosage under the dosage column 

  • Memo Alerts

    Step 1: Navigate to the main patient information section 

    Step 2: Input memo you want to be seen by your staff inside the “memo box” 

    Step 3: click “save” 

  • Net Collection Rate Report

    Step 1: Click on the “Reports” tab and choose “net collection rate report” 

    Step 2: You can filter by patient, insurance and dates 

    Step 3: Click “Generate”

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  • Notes Report

    Step 1: Click “Reports” and choose “Notes” 

    Step 2: You can narrow list by patient, therapist, date range, note type and discipline 

    Step 3: Click “Generate” 

    Step 4: Click the “print icon” to view the note and “Export to excel” to export to a spreadsheet format 

  • Notes with Missing POC Signature Report

    Step 1: Click the “Reports” tab, choose “notes with missing POC signatures” 

    Step 2: Filter by Insurance and date rage and  

    Step 3: Click “Generate” 

  • Objective Comment Box in the Evaluation

    Step 1: Navigate to the “Underlying impairments” section of the note 

    Step 2: Scroll to the end of the page to the “objective comment’s” box.  Here you can add any additional test information. This is a required field. Type N/A if no additional information is being added 

  • Opening a note saved in draft state

    Step 1: Click the “eye” icon on the note that had been previously saved as a draft 

    Step 2: Continue your documentation for patients note 

  • Opening a template evaluation

    Step 1: Click “new note” 

    Step 2: click “pick a template” 

    Step 3: Pick a template saved int the system, click “load template” 

    All pre-loaded information will appear 

  • Other Information on Treatment Plan Page

    Step 1: Navigate to the “treatment plan” page on the evaluation note 

    Step 2: Document any relevant information on the “patient education” and “plan” page 

  • Outcome Measures Report

    Step 1: Click on the “Reports tab” and choose “outcome measures” 

    This allows you to track the status on any of your patients 

    Step 2: Filter by patient and case 

    Step 3: Click “Generate”  

  • Pain Information Section of Eval

    Step 1: Navigate to the “underlying impairments” section of the eval note and scroll to “pain location” 

    Step 2: Click “+ add new record” 

    Step 3: Document the pain location, at rest, with movement and quality. Add more details under the comment section if you so wish.

  • Patient Birthday Report

    Step 1: Click “Reports tab” and select “Patient Birthday” 

    Step 2: Narrow by month range. 

    Step 3: Click Generate 

  • Patient Information Page

    Step 1: Click the “patient information” tab 

    Step 2: Highlight a patient name 

    Step 3: Here you can enter patient information, emergency contact, referral source and event 

  • Patient List Section

    Step 1: Click on the “patient information” section 

    Step 2: you can search for the patient on the left-hand side on the list 

    Step 3: Toggle “patients with cases only” and “My patients only” on and off to narrow patient list 

  • Patient Payment/Balance Report

    Step 1: Click “Reports tab” and select “patient payment/balance 

    Step 2: Filter by date rage and click “generate”  

    Step 3: You can also filter by insurance paid date, cash paid date, summarize and balance>0 by checking the boxes 

    Step 4: Click “Generate” 

  • Patient Portal - Appointment Request Notification

    Step 1: Login to the patient portal  

    Step 2: Click on the “Appointments” tab 

    Step 3: Appointments will be shown as “pending” or “approved” in the appointment section 

  • Patient Portal – Changing Password

    Step 1: Click on the “patient information” page 

    Step 2: Click the “Key Icon” at the top right corner of the page 

    Step 3: Enter old password and new password 

    Step 4: Click Submit 

  • Patient Portal – Consent Forms (1)

    Step 1: Login to the patient portal 

    Step 2: Click on “Intake forms” tab 

    Step 3: Select “form type” 

  • Patient Portal – Document Section (1)

    Step 1: Click on the “documents” tab on the patient portal 

    Step 2: Click on the “icon” to view any available document 

    Step 3: Upload document by Naming the document and selecting the type of document, selecting the files from the computer 

    Step 4: Click “save” 

  • Patient Portal – Insurance Section

    Step 1: Click on the “Insurance” tab on the patient portal 

    Step 2: Fill in all necessary information in the insurance information and employer information sections

  • Patient Portal – Patient Information Page

    Step 1: Click on the “patient information” tab on the patient portal 

    Step 2: Click “edit” and change data on the page  

    Step 3: Click “save” 

  • Patient Portal – Payment/Visit Section

    Step 1: Click on the “payment and visits” tab on the patient portal 

    Step 2: Click the credit card icon under the “action” column to apply payment 

  • Patient Portal – Requesting an appointment

    Step 1: Click on the “appointments” tab on the patient portal 

    Step 2: Click “Book” and select provider, case and appointment time 

    Step 3: Click “save” 

    Note: Patients can also see unavailable times 

  • Patient Portal - Signature Section

    Step 1: Click on the “signature” tab on the patient portal 

    Step 2: They can add their signature in the small box in the “patient signature” section 

    Step 3: Select signer from dropdown list 

    Step 4: Click “Save” 

  • How To Fix The Payer Not Matched and Media Code Error In Ability

    Step 1 – Scroll to box 11C and click on arrow beside insurance name

    Step 2 – Input Payer ID for the insurance and click “Enter”

    Step 3 – Select correct payer code and click “Apply”

    Step 4 – Click the magnifying glass icon on box 11C

    Step 5 – On new tab, Click “new match” > add field > click “exact” under match type

    Step 6 – Select payer and click “Save”

    Step 7 – Click “Save and Validate

  • How To Fix The Referring or Rendering Provider Not On File Error In Ability

    Step 1 – Navigate to box # 17 for referring provider and box # 31 for rendering provider

    Step 2 – Fill in valid information and click on the green plus button

    Step 3 – Click “save and validate”

  • Adding New CPT Codes

    Step 1 – Log into your administrator account 

    Step 2 – Navigate to the Settings tab > Notes > CPT 

    Step 3 – To add CPT code, click “add treatment” and fill in the required sections > click save 

  • Aging Balance Report

    Step 1 – Click on the reports tab > Aging balance report 

    Step 2 – You can filter by date range and patient name and click “generate 

    Step 3 – Click on “Export to excel” to export spreadsheet to your computer in excel format 

    Step 4 – Print a single record by clicking the print Icon to the right if the record. 

  • Authorization Visit Tracking Number

    When an authorization is entered into the system, the number of visits authorized will be indicated. 

    Step 1 – Highlight the patient > click the notes subtab  

    Step 2 – On the episode of care click the graph Icon 

    Step 3 – Cap start is the number of visits authorized and Running total is the current number of visits 

  • Bypassing the Dashboard

    Step 1 – Click the settings tab > user and click on the desired user.

    Step 2 – Click on “other information”.

    Step 3 – Mark “skip dashboard” > click save.

  • Credit Card Payment Processing

    Step 1 – Navigate to the payments tab on the patient chart 

    Step 2 – Input the patients credit card information and amount of payment 

    Step 3 – Click “submit payment” and Information will be sent to card connect and applied for the patient’s chart. 

  • Event Reminders Section

    Step 1 – Highlight patient and scroll down to “the events” section 

    Step 2 – Click “edit” and add event type, date description and set reminder date  

    Step 3 – To find reminders, click on the “h” at the top left 

    Step 4 – Scroll down to the “upcoming reminders section”. Here you can mark events as complete. 

    Reminders are also available on the right-hand side of the patient information screen. 

  • Expired POC Report

    Step 1 – Click the Reports tab > Expired POC 

    Step 2 – Select date range and insurance you wish to run for 

    Step 3 – Click “Generate” 

  • Limiting Therapists to Only Patients Assigned to Them

    Step 1 – Navigate to the settings tab > user account 

    Step 2 – Highlight therapist’s name 

    Step 3 – Click on “other information” and mark the “my patients only” box 

    Step 4 – Click Save

  • Missed or Cancelled Visit Notes

    Step 1 – Click “New note” > “Daily note” 

    Step 2 – On the “billing page” scroll down and select either “missed” or “cancelled” 

    Step 3 – Input reason for cancellation in the “part” section 

    Step 4 – Click Finalize. 

  • New Package Visit Setup

    Step 1 – Click Settings tab > Visit type > New visit Type 

    Step 2 – Fill in Visit type, color and mark the “Is package” checkbox and input number of visits 

    Step 3 – Click “add” 

    Step 4 – Click on “payments” subtab and add new visit type 

  • Patient Birthday Report

    Step 1 – Click the “reports” tab > patient birthday 

    Step 2 – Select a month’s range of patient birthdays 

    Step 3 – Check or uncheck active case option  

    Step 4 – Click Generate 

  • Patient ID Number Locations

    Step 1 – Top left of the patient information page 

    Step 2 – Top left of the Patient notes assessment page 

  • Patients Scheduled with Missing Notes Report

    Step 1 – Open patient appointment and mark attendance “OK” > click save 

    Step 2 – Click “reports” tab > patients scheduled with missing notes 

    Step 3 – Select a date range 

    Step 4 – Click generate 

  • Patient Status Report

    Step 1 – Click the “reports” tab > patient status 

    Step 2 – Click on “generate”. You can also filter by status by clicking on the status dropdown menu 

    To create a status 

    Step 1 – Highlight a patient 

    Step 2 – Scroll down on the patient information page and beside status box, click the green plus sign 

    Step 3 – Add new status and click save 

  • Patients with Draft Notes

    Step 1 – Click on “Reports tab” > patients with draft note 

    Step 2 – Select appropriate date range 

    Step 3 – Click Generate 

  • Patients with Expired Authorizations

    Step 1 – Click on “Reports tab” > patients with expired authorizations 

    Step 2 – Select appropriate date range 

    Step 3 – Click Generate 

    This report also provides all authorization information

  • Pending Cosign Report

    Step 1 – Click on “Reports tab” > pending Cosign 

    Step 2 – You can filter by date range and therapist 

    Step 3 – Click Generate 

    Step 4 – Click a patient record 

    Step 5 – Once in the patient chart, you can cosign by clicking “batch cosign”  

    Step 6 – You can also cosign by opening the note > cosign tab > click cosign

  • Placeholder Evaluation

    Step 1 – Click “new note” > “add evaluation note” 

    Step 2 – Backdate the note to the original date of evaluation 

    Step 3 – fill in necessary fields such as dx codes, reason for referral, objective comments, goals, recommended treatment, prognosis, frequency, duration and a dummy charge in the billing section. Click Finalize 

    Step 4 – Mark the “hold” checkbox in the notes list to prevent billing for the note. 

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  • Post Discharge Report

    Step 1 – Click on “Reports tab” > post discharge 

    Step 2 – Filter by patient, all dates or last note threshold 

    Step 3 – Click Generate 

  • Posting Payments

    Step 1 – Double click on the patient appointment in the schedule 

    Step 2 – Mark attendance as “OK” 

    Step 3 – Click apply payment, fill in all necessary data. Click “Save” 

    Or 

    Step 1 – Highlight patient > click visits and receipts subtab 

    Step 2 – Select attendance as “OK” 

    Step 3 – Click the “$” sign, fill in necessary payment information 

    Step 4 – Click Save

  • Productivity Report

    Step 1: Click the “reports” tab > productivity 

    Step 2: Click the therapist box to filter and date section to select date range 

    Step 3: Click “generate” 

  • Referral Report

    Step 1: Click the “reports” tab > Referrals 

    Step 2: Click the “referral source” box to filter and select preferred date range 

    Step 3: Click “generate”

  • Revenue Report

    Step 1: Click the “reports” tab > Revenue 

    Step 2: Filter by individual patient, therapist and insurance 

    Step 3: Select date range and click “generate” 

  • Scheduled Visits Report

    Step 1: Click the “reports” tab > scheduled Visits 

    Step 2: Filter by individual patient, therapist 

    Step 3: Select date range and click “generate” 

  • Scheduling a Patient Without a Case

    Step 1: Open Schedule tab 

    Step 2: Double click time slot and input necessary information 

    Step 3: Select “no case” when scheduling. 

    Step 4: Click “save” 

  • Setting Rates for Therapists

    Step 1: Click the “settings” tab > user account 

    Step 2: Highlight therapist name and click “other information” tab 

    Step 3: Input rate under “rate and evaluation rate” section. You can choose either fixed rate or per unit rate too 

  • Status Filter

    Step 1: On patient list click on the “all status” dropdown menu. Select status for chosen patient 

    Step 2: To add status click on the green plus sign. 

  • Therapist Filter

    Step 1: On patient list click “all therapist” and the therapist dropdown will be available to you. 

    Patients available to selected therapists will then be available.

  • Therapist Invoice Report

    Step 1: Select “Reports” > therapists Invoice 

    Step 2: You can narrow down by therapist and date range 

    Step 3: Click “generate” 

    Step 4: To view in PDF format, click “Export to PDF” 

  • Unchecking CPT Codes From the List

    Step 1: Log into your administrator account 

    Step 2: Click settings tab > notes > CPT tab 

    Step 3: Uncheck CPT codes that are no longer needed 

  • Updating Fee Schedule

    Step 1: Log into your administrator account 

    Step 2: Click settings tab > notes > CPT tab 

    Step 3: Click the money symbol to the far right, input new fee 

    Step 4: Click Update

  • Using Medicare KX Modifier Button

    Step 1: Highlight patient > click notes subtab 

    Step 2: Open case settings and select Medicare B under case type 

    Step 3: Input appropriate amount under “cap start” 

    Step 4: Click KX modifier box only when system alerts you, not before. 

    Mark KX modifier box manually if patient has used up threshold amount 

    Step 5: To track, click the graph icon on case list page or click report > therapy cap to run the report 

  • Visit Types

    Step 1: Highlight patient > click notes subtab 

    Step 2: Open case settings and select Medicare B under case type 

    Step 3: Input appropriate amount under “cap start” 

    Step 4: Click KX modifier box only when system alerts you, not before. 

    Mark KX modifier box manually if patient has used up threshold amount 

    Step 5: To track, click the graph icon on case list page or click report > therapy cap to run the report 

  • Visits by CPT Code Report

    Step 1: Click Reports tab > Visits by CPT 

    Step 2: Filter by individual patient, therapist and insurance. You can also select date range 

    Step 3: Click generate

  • Using the Renew Button to Track POC

    Step 1: Navigate to the note’s subtab click the “renew button” 

    Step 2: Mark the sent checkbox when POC has been faxed and mark received when POC has been signed and received. Merk bypass to indicate that the note will not be tracked 

    Step 3: Click save

  • Visits by Payer Report

    Step 1: Click Reports tab > Visits by CPT 

    Step 2: Filter by insurance. You can also select date range 

    Step 3: Click generate

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  • Visits Report

    Step 1: Click Reports tab > Visits by CPT 

    Step 2: Filter by individual patient, therapist and attendance. You can also select date range 

    Step 3: Click generate

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