Summary of ClinicSource - Part 1 Setup (Complete Training Video)

Summary of "ClinicSource - Part 1 Setup (Complete Training Video)"

This training video, led by Stephen, a senior trainer at ClinicSource, provides a comprehensive walkthrough of the initial setup process for using ClinicSource software in a clinical setting. The focus is on configuring the administrative side of the system, including license management, user creation, procedure codes, insurance setup, and patient profile management.

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Main Ideas and Concepts

• Welcome and Login Instructions
  • New users should have received a “Welcome to ClinicSource” email containing login credentials.
  • If not received, check spam/junk or contact support.
  • Trainer logs into the training environment to demonstrate setup.
• License Management
  • Verify number of full-time and part-time (PRN) licenses matches your subscription.
  • Licenses can be increased in real-time via the system.
  • Changes affect monthly billing immediately.
• User and Staff Setup
  • Create user profiles for staff (therapists, assistants, billers).
  • Assign usernames (common format: first initial + last name) and temporary passwords.
  • Define user roles and permissions tailored to job functions:
    • Biller: Access to billing, payer management, reports, messaging, scheduling, patient records.
    • Assistant (e.g., SLPA): Limited access to scheduling, session creation, patient charts, notes, uploading documents.
    • Therapist: Broader access including clinical reports, patient communication, session creation, documentation, and scheduling.
  • Upload staff signatures to be used on documents and claims.
  • Assign staff to one or multiple facilities if applicable.
• Procedure Codes Setup
  • Add CPT/billing codes manually; the system does not pre-populate codes.
  • Select discipline first, then enter code, description, time-based or encounter status, and duration per unit.
  • Procedure codes link to insurance fee schedules for billing.
• Insurance Setup
  • Add new insurance payers with details like name, type, assignment acceptance.
  • Fill in address, payer ID, and link to clearinghouses for electronic claims submission (CS Clear, Office Ally, Availity).
  • Define fee schedules: “rate per unit” (charge) and “allowed” (insurance reimbursement).
  • Create modifier rules for billing scenarios (e.g., assistant modifiers, multiple procedures, telehealth).
  • Carrier codes can be added if necessary.
• Physician Setup
  • Add referring providers with NPI and contact info.
  • Use built-in NPI search tool to find and import provider data.
  • Referring physicians can be assigned to patient profiles.
• Facility Setup
  • Enter business information, billing provider info, and service facility location.
  • Connect facility email to enable emailing, faxing, dispatching from the software.
  • Email setup is required for patient portal functionality.
• Goal Library
  • Preloaded goals categorized by discipline (PT, OT, Speech, etc.).
  • Add, edit, or hide goals as needed to customize for your practice.
  • Goals are used in treatment plans and help streamline documentation.
• Diagnosis Codes
  • Pre-populated common diagnosis codes by discipline.
  • Add new codes if needed when documentation requires codes not in the list.
• Modalities (Skilled Interventions)
  • List of treatment interventions by discipline.
  • Add or remove modalities to customize treatment plans.
  • Modalities link to daily notes for documentation efficiency.
• Reason Codes
  • Pre-listed denial codes for billing.
  • Add custom reason codes as needed.
• Patient Setup
  • Create patient profiles with demographics and intake agreement signed date.
  • Assign provider(s) to the patient.
  • Select referring and ordering physicians.
  • Enter billing info, including private pay fee schedules if applicable.
  • Store credit card info securely (does not auto-charge).
  • Add insurance payees with policy details, guarantor info, deductibles, authorizations.
  • Add multiple insurance sequences (primary, secondary).
  • Define patient-specific service locations (e.g., home visits).
  • Enter allergies and alerts visible in scheduling and sessions.
  • Enable patient portal after training.
  • Upload patient photos (max 10 MB) for visual identification.
  • Add communication notes to patient profiles.
• Next Steps
  • Part 2 training will cover scheduling, patient charting, evaluations, treatment plans, session notes, and progress reports.

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Detailed Methodology / Instructions

1. License Management
   • Navigate to Manage User Licenses.
   • Verify full-time and part-time license counts.
   • Increase licenses by clicking plus key and submitting changes.
2. Add Users
   • Go to Setup > Users and Therapists.
   • Click plus icon to create new user.
   • Enter username and temporary password.
   • Assign user role and permissions.

Category

Educational

Video