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
  • 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.

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.

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.

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.
 


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