Therapy System Settings

Therapy System Settings

Therapy settings are only visible if the database has been configured for Therapy Billing.


ACTIONBUTTONCOLOR

- COLOR USED FOR DASHBOARD ACTION BUTTONS

  • Choose the color of the Action button on the Student and Group Dashboards.

ALLOWCOSIGNALL

- SHOW THE CHECKBOX WHICH CAN SELECT ALL DURING COSIGN REVIEW

  • Determines if the Providers have the Select All checkbox during review.
  • Yes: The Select All checkbox is available to select all Charges during review.
  • No: Providers must individually check each Charge (the checkbox will not be available).

ALLOWGROUPCODESFORINDIVIDUALS

- ALLOW THE USE OF GROUP PROCEDURE CODES TO BE USED BY INDIVIDUALS

  • Use Group Procedure Codes when there is only 1 person in the Group (for Appointments and Documentation).
  • Yes - With Validation Warning: Groups of 1 can use the Group Procedure Codes with a Validation Warning stating that a Group Procedure Code has been entered for a Group of 1.
  • Yes - Without Validation Warning: Groups of 1 can use the Group Procedure Codes, and no Validation Warning will be displayed.
  • No and (---): A Group must be greater than 1 to use Group Procedure Codes.

ALLOWPROVIDERMODIFICATION

- ALLOW PROVIDERS THE ABILITY TO MODIFY DOCUMENTATION FROM OTHER PROVIDERS

  • No and (---): Providers can only modify their own documentation.
  • Yes: Providers can modify the documentation of the other Providers they have access to.

COSIGNREFERRALWARNING

- SHOW NUMBER OF MISSING REFERRALS WHEN COSIGNING MULTIPLES(L)

  • This setting is specific to the popup warning on the Cosigning screen when signing through the checkbox workflow.
  • No and (---): Only display a popup warning to confirm the number of Charges that a Provider is cosigning.
  • Yes: Display a Validation Warning to confirm the number of Charges that the Provider is cosigning and show the count of missing Referrals.

DATESPAN1, DATESPAN2, and DATESPAN3

- CUSTOM DATE SPAN OPTION FOR REPORTS

  • The DATESPAN Settings (1, 2, and 3) allow you to define Date Ranges that will be used for reporting, such as the start and end of the school year.
  • Ensure the Settings are formatted as outlined in the examples below.
  • DATESPAN1: Previous School Year
  • Example: School Year_2019-2020_2019-07-01_2020-06-30
  • DATESPAN2: Summer Break
  • Example: Summer Break_2020-05-25_2020-08-20
  • DATESPAN3: Current School Year
  • Current School Year_2020-07-01_2021_06_30
  • These settings will populate the Date Span field on reports.

DEFAULTINSURANCE

- DEFAULT INSURANCE USED FOR ALL Students

  • The designated Insurance ID will become the default Insurance Profile for new Students (for both Billing and Therapist Users).

DEFAULTLOCATION

- DEFAULT LOCATION (POS) ON PROVIDER CHARGE ENTRY

  • The designated POS will populate the Location field on the Add Services screen for all new services that Therapists enter.

DEFAULTMASSABSENCEAPPT

- DEFAULT APPOINTMENT PROCEDURE CODE USED WHEN CREATING AN APPOINTMENT FROM THE MASS ABSENCE SCREEN

  • Sets the Procedure Code on new Appointments when entering from the Mass Absence screen.
  • The Procedure Code must be in use by all Providers to populate as the default.

DEFAULTNOTESTUDENT

-SET DEFAULT STUDENT TYPE FOR NEW NOTEBANK NOTES ONLY

  • Determines the default value for the All Students/One Student radio buttons when creating a new Note.
  • All Students and (---): The All Students option will be selected by default when creating a new Note.
  • One Student: The One Student option will be selected when creating a new Note. 

DEFAULTPC

- DEFAULT PARENTAL CONSENT VALUE WHEN CREATING A NEW STUDENT

  • Consent is needed from the parent to bill Medicaid, so the Registration screen tracks whether consent has been received for that student.
  • This setting determines the default value for the Parental Consent field when adding a new Student.
  • (---): Parental Consent Not Requested and/or Not Received
  • Given: Parental Consent has been granted
  • Withheld: Parental Consent has not been granted

DEFAULTSHAREDNOTE

 - DETERMINE DEFAULT VALUE OF SHARED FIELD WHEN PROVIDERS ADD A NEW NOTEBANK NOTE

  • When adding a Note from the Note Bank, determine the Specialty Shared checkbox should be selected by default, which allows the Note to be shared with other Therapists within the same specialty.
  • Shared Unchecked and (---): The option will not be checked when adding a new Note from the Note Bank.
  • Shared Checked: The Specialty Shared option will be selected by default when adding a new Note from the Note Bank.

DISABLECHARTNUMBER

-TURN OFF ABILITY FOR PROVIDERS TO CHANGE THE DISTRICT ID/CHART NUMBER FIELD ON PATIENT RECORDS

  • Controls the ability for Therapists to modify the District ID/Chart Number on the Student record.
  • No and (---): Therapists can modify the District ID/Chart Number.
  • Yes: Disables the ability for Therapists to modify the District ID/Chart Number.

DISABLENONBILLABLE

-TURN OFF ABILITY FOR PROVIDERS TO CHANGE THE NON-BILLABLE FIELD ON PATIENT RECORDS

  • Controls the ability for Therapists to update the Non-Billable field on the Student record.
  • No and (---): Therapists can modify the Non-Billable field.
  • Yes: Disables the ability for Therapists to modify the Non-Billable field.

DOCUMENTVISIBILITY

-GIVES THERAPISTS ACCESS TO VIEW ALL DOCUMENTS ATTACHED TO A STUDENT

  • Controls the Documents that Therapists can see.
  • No and (---): Therapists can only view the documents that they have uploaded.
  • Admin Therapists can still view all Documents regardless of this setting.
  • Yes: Therapists can view all Documents, even if they were uploaded by a different Therapist.

ELIGIBILITYONPATIENTSEARCH

-DISPLAY LATEST ELIGIBILITY REQUEST ON FIND STUDENT SCREEN

  • Adds an Eligibility Status filter to the Find Student screen (based on User type) which will display the latest Eligibility request.
  • Biller Only: Displays the Eligibility filter on the Find Student screen for Billers.
  • Therapist Only: Displays the Eligibility filter on the Find Student screen for Therapists.
  • Both Biller and Therapist: Displays the Eligibility filter on the Find Student screen for Billers and Therapists.
  • None and (---): Do not display the Eligibility Filter on the Find Student screen.

FORCECASELOAD

 - FORCE CASELOAD FILTER TO ALWAYS BE CHECKED AND DO NOT ALLOW NON-ADMIN PROVIDERS THE ABILITY TO CHANGE

  • Controls Therapist's access to Students that are not a part of their caseload.
  • No and (---): Allow Therapists to have access to all Students even if they are not part of their caseload.
  • Yes: Student access is limited to caseload Students for non-Admin Therapists.

FORCECASELOADCOSIGN

-FORCE CASELOAD FILTER ON THE COSIGN SCREEN

  • Enables the Outside of Caseload Report button on the Therapist's Services Requiring Attention screen, which provides the ability to generate a separate report of Students that need a co-signature.
  • No and (---): The Outside of Caseload Report button will not be available from the Services Requiring Attention screen.
  • Yes: Adds the Outside of Caseload Report button to the Services Requiring Attention Screen.

FORMATTEDDAYS

- CONTROL "FORMATTED DAYS ONLY" SETTING ON CALENDAR FOR THERAPISTS

  • Controls what days are visible to the User by automatically selecting the Formatted Days Only setting.
  • This Setting should be set to (---) or Off. Contact Support with additional questions.

FULLDIAGNOSISLIBRARY

- USE FULL DIAGNOSIS LIBRARY FOR PROVIDERS INSTEAD OF LIMITED LIBRARY

  • No and (---): Limit the Therapist view of the ICD10 codes to only those set up in the Therapist Diagnoses Library.
  • Yes: Allow Therapists to view all ICD10 codes available in the Diagnosis Code Library.

GENDERMANDATORY

 - DETERMINE WHETHER GENDER FIELD SHOULD BE MANDATORY

  • No and (---): The selection of Gender is not required when registering or modifying a Student.
  • Yes: Require a Gender selection when registering and modifying a Student.

GOALDATESMANDATORY

- MARK EFFECTIVE DATES FOR GOAL NOTES MANDATORY IN THE NOTEBANK FOR PROVIDERS

  • When a Therapist is adding or modifying a goal note, require effective and expiration dates.
  • No and (---): Effective and expiration date are optional for goal notes.
  • Yes: Effective and expiration dates are required for goal notes.

ICDCODEOVERRIDE

- DETERMINE WHETHER ICD CODES SHOULD BE OVERRIDDEN BY CPT CODE CHOICE

  • A default ICD code can be entered on the Student Registration screen, which is typically the default code used for the Student's services.
  • This setting allows the ICD code associated with the Procedure Code to override the student's default code.
  • No and (---): Do not override the default ICD code from the Student's record when posting a service.
  • Yes: Use the ICD code that is linked to the Procedure Code instead of the default ICD code on the Student's record when posting a service.

IEP

- USE IEP MINUTE TRACKING AND FUNCTIONALITY

  • IEP tracking allows Therapists to set up an allowance of minutes for a Student per month, which is helpful if the Student is currently enrolled in an IEP program and has a minimum/maximum number of minutes that they must receive.
  • IEP tracking can be located on the Student Dashboard and will update based on the number of minutes received for the current month.
  • IEP minutes can also be tracked through Reports, allowing the Provider to easily see any Student with an IEP set up and their minute tracking per month.
  • This setting enables or disables IEP minute tracking.
  • No and (---): Do not enable IEP minute tracking.
  • Yes: Enable IEP minute tracking and summary reporting.

LIMITSHAREDNOTES

- LIMIT THE SHARED NOTES FEATURE TO ONLY BE USED WHEN A STUDENT IS CHOSEN

  • No and (---): Therapists can share notes across all Students, specialties, and Providers.
  • Yes: Limit Student note sharing for Therapists to users with the same access to the Student.
  • Users with Admin access can share notes across students within the same specialty.
  • Billers will still be able to share notes across all specialties and Providers.

MASSABSENCESAVE

- CHANGE TEXT OF SAVE BUTTON ON ABSENCE SCREENS

  • Changes the text on the Save button on the Mass Absence screen.
  • Example: Create Mass Absence Documentation
  • If this setting is left blank, the Save button text will not change.

PARENTALCONSENT

 - DISPLAY PARENTAL CONSENT FOR PROVIDERS

  • Display the Administrative area for Parental Consent when registering a Student.
  • No and (---): Do not display the Administrative area for Parental Consent when registering a Student.
  • Yes: Display the Administrative area for Parental Consent during registration. This information displays in conjunction with the DEFAULTPC setting above.

PROVIDERSERVICESONLY

-HIDE PROVIDER OPTION FROM SERVICE HISTORY TO DISPLAY OTHER RELATED PROVIDERS SERVICES

  • On the Service History section of the Student Dashboard, Therapists have the option to display other related provider services for the Student. 
  • A checkbox (Only My Services) allows them to display only their own services.
  • This setting removes the ability for Therapists to see the services of other Providers.
  • No and (---): Allow Providers to see the services of other Providers and display the Only My Services checkbox.
  • Yes: Therapists can only see their own services, and the Only My Services checkbox is removed.

PROVIDERTIMEOUT

- DEFAULT TIMEOUT WHEN CREATING A NEW PROVIDER USER

  • Determines the default Timeout value for new Providers.
  • Example: If 10 Minutes (HIPAA Compliant) is selected, and a new Provider is added, the Timeout field will be set to 10 Minutes (HIPAA Compliant).

PROVIDERTIMEZONE

- DEFAULT TIMEZONE USED WHEN CREATING A NEW PROVIDER USER

  • Add a default time zone for new Therapists.
  • This is helpful if the Therapist's time zone is different than the time zone of the user(s) adding Therapists to the System.
  • This is not a mandatory setting.
  • If the setting is empty, the time zone will be determined by the location of the user that is adding the Therapist to the System.

PROVIDERTWOFACTORDAYS

- DEFAULT TWO FACTOR DAYS WHEN CREATING A NEW PROVIDER USER

  • Determines the default Two Factor value for new Providers.
  • Example: If 5 days is selected, and a new Provider is added, the Two Factor field will be set to 5 days.

REFERRALFILTER

-DEFAULT FILTER OPTION FOR REFERRAL WHEN REVIEWING CHARGES

  • Determines the default Referral filter selection on the Review Services screen.
  • Any and (---): Display Services even if a Referral is attached.
  • Yes: Only show Services if there is a Referral.
  • Yes NPI/Medicaid Included: Show Services with a Referral and when the Referring Therapist has both NPI and Medicaid fields completed.
  • No: Only display Services without a Referral.

REFERRALS

-USE REFERRAL FIELD ON CHARGES AND APPOINTMENTS

  • Referrals are required in certain states for billing Therapy services.
  • This setting controls the visibility of the Referral field on Appointments and Services.
  • No and (---): Do not show the Referral field on an Appointment or Service.
  • Yes: The Referral field will be available when scheduling an Appointment or entering a Service.

REFERRALWARNING

-GIVE WARNING INSTEAD OF STANDARD ERROR WHEN SPECIALTY FIELD "REQUIRES REFERRALS" IS ON AND REFERRAL IS BLANK

  • This setting determines what happens when a Therapist is saving a Note/Visit Referrals are flagged as required, but the Referral is blank.
  • No and (---): Display an error and prevent the Therapist from saving until the error/Referral is resolved.
  • Yes: Display a warning message to the Therapist but allow them to proceed.

REMOVEGENDER

-REMOVE GENDER FIELD FROM THE PROVIDER SIDE DEMOGRAPHICS

  • This setting controls whether the Gender field displays in Demographics for the Provider.
  • No and (---): Display the Gender field for the Provider view in Demographics.
  • Yes: Remove the Gender field from the Provider view in Demographics.

REMOVESSN

-REMOVE SSN FIELD FROM THE PROVIDER SIDE DEMOGRAPHICS

  • This setting controls whether the Social Security Number (SSN) field displays in Demographics for the Provider.
  • No and (---): Display the SSN field for the Provider view in Demographics.
  • Yes: Remove the SSN field from the Provider view in Demographics.

ROUNDINGMODE

-ROUNDING MODE USED WHEN CALCULATING PROCEDURE UNITS

  • Half Up and (---): Rounds towards the closest whole number unless both numbers are equidistant, in which case round up.
  • Half Down: Rounds towards the closest whole number unless both numbers are equidistant, in which case round down.
  • Ceiling: Always round up.
  • Floor: Always round down.

RUNELIGIBILITYCHECK

-RUN ELIGIBILITY CHECK AUTOMATICALLY DURING REGISTRATION

  • This setting allows you to automatically run an Eligibility check when saving a newly registered Student.
  • No and (---): An Eligibility check will not run automatically when saving a newly registered Student.
  • Yes: Automatically run an Eligibility check when saving a newly registered Student.

SHOWTEMPGROUPSASPERSONS

-SHOW TEMPORARY GROUPS AS INDIVIDUAL PERSONS

  • When set to Yes, temporary groups will always show as individuals on the Calendar.

SKIPAPPTCONFLICTWARNING

-DO NOT UTILIZE THE VALIDATION WARNING FOR OVERLAPPING APPOINTMENTS

  • Display Warning and (---): Display a warning if a Provider has Appointments scheduled and attempts to schedule an overlapping Appointment.
  • Skip Warning: Only display the conflict warning in Charge Entry and Appointment Entry when the same Student is billed at the same time with the same Procedure Code.

TABCOLORDOCUMENTED

-COLOR USED FOR APPOINTMENT TABS THAT HAVE BEEN DOCUMENTED

  • Choose the color of the Appointments tab within the Calendar for Appointments that have been documented.

TABCOLORUNDOCUMENTED

-COLOR USED FOR APPOINTMENT TABS THAT HAVE NOT BEEN DOCUMENTED

  • Choose the color of the Appointments tab within the Calendar for Appointments that have not been documented.

TIMEAWAY

-USE THE TIME AWAY FEATURE ON CHARGE ENTRY

  • This setting adds a field to Charge Entry to document the time that a Student is not present during a scheduled visit. It will also deduct this amount of time from the Therapist's daily minute total.
  • No and (---): Do not add the field in Charge Entry to document the time the student is not present during a scheduled visit.
  • Yes: Add the field in Charge Entry to document the time the student is not present during a scheduled visit.

TRANSPORTATIONFROM

-TRANSPORTATION FROM PROCEDURE CODE

  • The Procedure Code entered here will be used for the Transportation Procedure From field for transportation services on the Rebill Transportation screen (Services > Rebill Transportation).
  • If a value is entered here, the field on the Rebill Transportation screen will not be modifiable.

TRANSPORTATIONICD

-IF USED, ALL TRANSPORTATION CLAIMS WILL HAVE THIS ICD CODE(S)

  • The ICD-10 code entered here will be placed on all Transportation Charges.
  • Otherwise, the ICD-10 code from the most recently entered Case will be used.

TRANSPORTATIONTO

-TRANSPORTATION TO PROCEDURE CODE

  • The Procedure Code entered here will be used for the Transportation Procedure To field for transportation services on the Rebill Transportation screen (Services > Rebill Transportation).
  • If a value is entered here, the field on the Rebill Transportation screen will not be modifiable.