Profile

The Profile section in the Dashboard contains fields to store and update account specific information, set office locations, enter user credentials, and where the organization accounts can update merchant settings, billing information, and view/print CentralReach invoices.

Contacts / Dashboard / Profile How to Add a Credit Card to a Client’s Profile

To add a credit card to a client’s profile:

  1. Navigate to the Contacts module and select Clients
  2. Select a client to be directed to their Profile
  3. Click the Profile tab at the top of the Dashboard and select Payors
  4. Click the Add New drop-down and select Credit Card
  5. In the “Overview” tab, add a nickname and notes
  6. In the “Card Holder” tab, add the credit card holder’s:
    • First and last name
    • Address
    • City and state
    • Zip code
  7. In the “Card Info” tab, select the Is Primary checkbox if the card will be the main card on file, and enter the:
    • Card type
    • Name on card
    • Credit card number Security Code
    • Expiration date
      • Please note, the card will be accepted until the last day of the expiration month.
  8. Click Save Payor. If you receive a validation warning message, credit card credentials have not been met. 

Click here for a list of credit card credentials that are required for saving a credit card.

Dashboard / Profile How to Add Credentials to Visit Verification Settings

Sandata provides organizations with sets of credentials that must be used to authenticate connections. These credentials are entered in the “Visit Verification Settings,” where credentials are sorted by state if the organization operates in multiple states.

To add new credentials to the “Visit Verification Settings”:

  1. Log in to the organization account
  2. Navigate to Home and select the My Profile tab
  3. Click Settings and then Visit Verification Settings
  4. Click + Add Credentials
  5. Complete the “Add Credentials” pop-up:
    • Credential Name (Optional)
    • State: select a state in the drop-down.
    • Please note, Medicaid provides the information for the fields below:
    • Business Entity ID
    • Business Entity Medicaid ID: this should be the complete Medicaid ID that matches the billing provider’s “1D Medicaid Provider Number.” Click here to learn more about qualifiers.
    • User ID
    • Password
  6. Click Save

To view or delete existing credentials:

  1. Click the pencil icon to view the set of credentials 
    • To edit credentials, delete existing credentials and re-add new information
  2. To delete credentials, click the trash can icon
  3. Click Delete in the “Delete Credentials” warning pop-up
  4. Click Save

Dashboard / Profile How to Set Up Blackout Dates

Organizations and employees with the (Contacts > Accepted Insurances) permission enabled can set blackout dates for individual payors to block specific days from being scheduled for clients.

To set blackout dates per payor:

  1. In the organization account, navigate to Home and click the My Profile tab
  2. Select Settings
  3. Click Accepted Insurances

  4. Click the pencil icon on the right-hand side to edit the payor
    • If blackout dates are already set up, hover over the calendar icon on the left-hand side to preview and click the icon to edit the blackout dates

  5. Select the Provider tab and check the following sets of desired blackout dates:

    • Weekends: blacks out Saturdays and Sundays
    • U.S. Federal Holidays: blacks out Federal Holidays according to the OPM standards
    • Custom
      • Click the calendar fields to select the timeframe in which dates will be blacked out
      • Click the day icons to block certain days of the week
        • Please note, the days highlighted in blue are the days that will be blacked out
      • To add more, click Add another custom blackout to add more sets of custom blackout dates
  6. Click Update
  7. The “Preview Blackout Dates” tab provides a visual representation of the selected blackout days

Please note:

  • When scheduling an appointment, the appointment needs a payor and an authorization to use blackout dates.
  • Users can bypass blackout date restrictions in an Authorization. When enabled, appointments linked to specific authorizations can be scheduled on blackout dates. 
  • Users who are unable to bypass these restrictions will also be unable to schedule single and recurring appointments on blackout dates.

Click here to learn how to set up accepted payors.

Contacts / Dashboard / Profile Add Employee Credentials

Organizations can restrict scheduling based on employees’ credentials through fee schedules. First, users must add employee credentials.

To add employee credentials:

  1. Navigate to the Contacts module and select Employees & Co-workers
  2. Click on an employee to be directed to their Profile
  3. Click the Profile tab and select EXT. Profile
  4. Click Licenses & Certifications
  5. Under “Certifications,” click Add New
  6. Within the “Add Certifications” window, fill in the following criteria:
    • Certification (required): the type of employee credential
    • Date Certified (required): the month, day, and year the certification was obtained
    • Expires: the month and year the certification expires, if applicable
    • Certification Number: the credentials number, if applicable
    • Description: a brief description of what the certification is
  7. Click Save Certification

Click here to learn how to set employee credential requirements in service codes.

Contacts / Dashboard / Profile How to Edit Clients’ Payor Information

To edit clients’ payor information:

  1. Navigate to the Contacts module and select Clients
  2. Click on a user to be directed to their Dashboard
  3. Click Profile and select Payors
  4. Click Details and select the Subscriber tab
  5. Edit any information and click Save Payor

Dashboard / Profile How to Add and Update a Client’s Health Record

Clients’ health records are located in their Profiles, and is a way to view and record vital health statistics and readings.

To add to a client’s health record:

  1. Navigate to the Contacts module and select Clients
  2. Choose a client to be directed to their Dashboard
  3. Click Profile and select Health Record
  4. Click on each option you want to add information to and select Add New at the top right corner
  5. Fill in the required fields, Privacy, and if you want this hidden from the client
  6. Click Save

To update a client’s health record:

  1. Navigate to the Contacts module and select Clients
  2. Choose a client to be directed to their Dashboard
  3. Click Profile and select Health Record
  4. Choose an option that you want to edit and click Edit Details
  5. After the information is updated, click Save

The client’s health record can also be added to a note & form template, by clicking the client drop-down and selecting Health.

Contacts / Dashboard / Profile How to Deactivate or Reactivate a Contact

Once a contact is created in CentralReach, the contact cannot be deleted from the system. However, contacts can be made inactive and their account activity and history will be maintained, while the user will be disabled from logging into the system. After a contact has been deactivated, the contact’s access to all files and connections is revoked. Once a contact is made inactive, they can be reactivated, if needed. Upon reactivation, users will need to be reconnected with other users and files will need to be shared accordingly.

Please note:

  • This is retroactively applied to all contacts (Employee, Client, and Generic).
  • Admin and employees can still access deactivated users’ files.
  • Removing access and deactivating contacts does not delete their SSO profiles.

To update a contact’s status:

  1. Navigate to the Contacts module and select Everyone
    • To inactivate a contact, click the contact name
    • To reactivate a contact, click the drop-down menu on the top left corner of the contacts grid, and select Inactive Employees, Inactive Clients, or Inactive Generics, to filter your inactive contacts. Then, click the contact name.
  2. Click the Profile tab and then Basics
  3. Click Remove Access next to the “Linked To” field
  4. Under Status:
    • Click Make-inactive to deactivate the contact
    • Click Make Active to reactivate the contact
  5. Click Yes on the Confirm pop-up

Click here to learn more about managing inactive contacts.

Contacts / Dashboard / Profile View Client Established Connections

Users must be connected to other employees and have the (Utilities > Connect Employees & Clients) permission to update the connections and level of access other employees have to clients’ information.

To view or update the connections and the level of access other employees have to clients’ information through an established connection:

  1. Navigate to the Contacts module and select Clients.
  2. Click the name of the client.
  3. Click the Profile tab on top of the Dashboard.
  4. Click Provider Network under the Profile tab.
  5. All the contacts connected to the client will be listed on the screen.
  6. To view the connection details, click the gear  icon on the right-hand side.
  7. Update sharing settings by checking/unchecking any desired items and click Update sharing settings.
    • Click Yes to confirm the changes.
  8. Click Remove Contact Name from Contact Name Network to remove the employee from the client’s network.
  9. Click the checkbox  next to the items you want to remove any connections from.
    • Click Yes to confirm the changes.

Dashboard / Profile Adding Information to the Client Portal

The Team menu in the Client Portal has a directory of contacts connected to clients by an organization, for clients to access. You can include certain information for clients and their parents/guardians to view, regarding your office and staff information.

To add or edit information, such as office location and phone numbers, for clients to view in the Client Portal:

  1. Navigate to your main Dashboard and click My Profile
  2. Click EXT. Profile and Office Locations
  3. Click the Add New button and fill out information for your office
    • Put in your work number and extension. The extension will not appear on the main team screen, only when they click on an employee’s name
    • Hide the street address from public view, by clicking Hide the street address from public view

Dashboard / Profile Add/Edit Meta Data

To add or edit a contact’s metadata:

  1. Navigate to the Contacts module and select Everyone
  2. Click the contact’s name
  3. Click the Add/Edit Meta Data link at the bottom of the contact card on the left-hand side

    • Or, click the Profile tab on top of the contact’s Dashboard and then click Meta Data
  4. Edit or complete the details in the “Meta Data” form and click the save icon next to each field
    • Please note, once data is changed it is overridden and previous data will not be saved

Click here to learn how to create metadata.

Dashboard / Profile Update Payor Work Week

The payor work week can be set within the organization’s Accepted Insurances. To avoid scheduling, billing, and claim processing errors, establish the payor work week to align authorizations and appointments to work week requirements.

To edit or update the payor work week:

  1. Log in to CentralReach or navigate to Home
  2. Click the My Profile tab 
  3. Click the Settings tab
  4. Click Accepted Insurances
  5. Find the Payor/Plan name under the list of approved plans
  6. Click the payor work week blue text
    • Click the Default Work Week drop-down and select the payor’s work week
    • Click Calculations and select one of the following from the drop-down:
      • Apply to new authorizations only: applies the new selected payor work week to new authorizations created upon the payor update is made
      • Apply to all authorizations: applies the new selected payor work week to new authorizations, and will also override the work week on all existing authorizations. If selected, the changes to apply the new work week to your existing authorizations will be completed at midnight (12:00 AM UTC)
  7. Click Update Work Week

Dashboard / Profile Add a Share Payor to a Client Payor Profile

When saving a client payor as shared, the payor can be added to another client’s profile, so the same information does not have to be re-entered in CentralReach. This functionality is designed to be used by School Districts and Regional Center organizations that need to generate one single invoice with all of their clients. Please note, saved as shared payor information should not be applied to other clients’ profiles, as the payor information is unique to each individual client and must be created in each clients’ payor profile for it to populate correctly in their claims.

To add a previously created client payor that has been saved as shared to another client payor profile:

  1. Navigate to the Contacts module and select Clients
  2. Click the client name
  3. Click the Profile tab at the top of the client’s Dashboard
  4. Click Payors
  5. Click the + Add New  button on the top right-hand side and select Shared
  6. Enter the name of the payor that was previously saved as shared
  7. Click Add Payor

Contacts / Insurance Verification / Dashboard / Profile Validate Client Insurance Manually

To validate a client’s insurance plan manually:

  1. Navigate to the Contacts module and select Clients
  2. Click the client name whose insurance is being verified
  3. In the “Payors” widget, click the insurance plan you want to manually verify and then click View Details
    • Or, click Profile at the top of the client’s Dashboard and then click Payors
  4. Click Verify > or Verify Again > on the right-hand side and select Manually Verify
  5. In the “Insurance Coverage Eligibility Update” window, complete the following:
    • Verify Coverage Date: click to select the date of when the insurance is being manually verified.
    • Eligibility Status: select one of the four options from the drop-down menu.
    • Coverage Details/Notes: enter any notes, such as verified service codes, verified services, and the name of people you spoke with, as necessary.
  6. Click Update Insurance Eligibility

Dashboard / Profile Configure the Organization’s Accepted Insurance Plans

The organization account and employees with the (Contacts > Accepted Insurances) permission enabled can set up the list of accepted insurance plans or payors. This will ensure that the available payors added to the client’s profile are approved by the organization. Additionally, organizations can also define payors’ work week so that the Scheduling module and authorization work in accordance with the payor work week requirements.

To configure the organization-approved insurance payors:

  1. Navigate to Home
  2. Click My Profile
  3. Click the Settings tab
  4. Click Accepted Insurances
  5. Click the Add Payor drop-down to select the payor name
  6. Click the Add Plan drop-down to select the plan name. The payor and plan will be automatically added to the list of accepted payors

  7. Define a payors’ required service time in the Time Format column, as either 12-hour, 24-hour, or 24-hour military time format
    • When including times, the time and format are automatically entered in the “Notes” section of the service line details in the claim.
  8. The Default Work Week defaults to “Monday-Sunday”. To edit based on the payor’s requirements:
    • Click the payor work week (blue text)
    • Click the Default Work Week drop-down and select the payor’s work week
  9. Click Calculations and select one of the following from the drop-down:
    • Apply to new authorizations only: will apply the new selected payor work week to new authorizations created when the payor update is made.
    • Apply to all authorizations: will apply the new selected payor work week to new authorizations, and will also override the work week on all existing authorizations. If selected, the changes to apply the new work week to your existing authorizations will be completed at midnight (12:00AM  UTC).
  10. For Massachusetts clients sending claims to MA-DPH, enter the Insurance Brand Name Code
  11. For Sandata California users, enter the Jurisdictional Id

    • Please note, providers can give services belonging to one or multiple jurisdiction centers, however a client can only belong to one center.
  12. Optionally, click the Medicaid checkbox if the payor is a Medicaid insurance plan
  13. Optionally, add Blackout Dates
  14. Click Update

 

If you do not find a plan in the list, click here to learn more about requesting to add a payor.

Click here to learn how to open a support ticket.
Click here to learn how to add an insurance plan payor to a client’s profile.
Click here to learn how to set blackout dates per payor.

Dashboard / Profile Set Up Notifications

You can opt-in to receive email or text message notifications from CentralReach, when you receive new messages, and when there are updates made to your schedule, to tasks, and time off requests.

To set up notifications:

  1. Log in to CentralReach or navigate to Home
  2. Click the My Profile tab
  3. Click the Settings tab
  4. Click Notifications
  5. Complete the Mobile Setup section to configure text message notifications:
    • Carrier: click the drop-down list and select your mobile carrier
    • Phone Number: enter your phone number and click Send Verification Code. You will receive a text message with a verification code
    • Verification Code: enter the verification code received and click Finish Setup
  6. Complete the Notifications section to confirm the notifications you want to receive and the method by which you want to receive them:
    • Click the checkbox  under the email column to be notified via email
    • Click the checkbox  under the SMS column to be notified via text message
  7. Click Save Settings

Dashboard / Profile Create a New Office Location

Organization Admin accounts and employees with the (Scheduling > Settings > Manage Organization Office Locations) permission enabled can create new office locations.

To create a new office location:

  1. Log in to CentralReach, or navigate to Home
  2. Click the My Profile tab
  3. Click the Settings tab
  4. Click on Office Locations
  5. Click the Add New button
  6. Fill out all of the required information and click Save Location

Office locations created from the organization admin account can be added to any employee’s face sheet and to their availability if it should be used with the “Find a Provider” feature. The new location can also be used for the “Location/Address” on the appointment details. Click here to learn how to add a location to an employee face sheet.

Dashboard / Profile Update Organization’s Address and Phone Number

The organization account can update the organization’s address and phone number in the Profile section Home.

To update the organization’s address and phone number:

  1. Navigate to Home
  2. Click the My Profile tab 
  3. Click Address and edit the address details

  4. Click Save Address
  5. Navigate back to My Profile and click the Settings tab
  6. Click Office Locations
  7. Choose the main office location and enter the organization’s phone number
  8. Click Save Location

Dashboard / Profile Change Your Password

Depending on the time period organizations have set for password expiration, either 15 days, 30 days, 45 days, 60 days, 90 days, or 180 days, users are prompted to reset their password after the set time period.

For users that forgot their password, they have ten attempts to enter a correct password when signing in, before being locked out of their account. After ten attempts have been made, users are forced to reset their password.

For users that forgot their password (not signed in):

  1. Navigate to login.centralreach.com and select Forgot Password.
  2. Enter your email address and select the “I’m not a robot” reCAPTCHA.
  3. Click RESET PASSWORD. A password reset email will be sent to the email address provided that is associated with the account.
  4. Select Reset Password in the email and enter a new password in the New Password and Password fields.
  5. Enter a new password and click RESET PASSWORD
    • New passwords must meet the following requirements:
      • A minimum of 8 characters
      • One lowercase letter
      • One uppercase letter
      • One number
      • One special character
      • Must be different than the email address
      • Cannot be previous password
  6. Select click here to continue and sign into your account

To change your password if you are signed in:

  1. Navigate to Home
  2. Click My Profile and select Login & Access
  3. Users will be directed to their SSO settings. Under the “Security” section, enter current password, new password, and confirm password
  4. Click CHANGE PASSWORD

Dashboard / Profile / Scheduling / Settings View Employee Calendar Permissions

After establishing an employee’s permission to view and manage calendars, review and edit who has access to the employee’s calendar within the employee’s Profile.

  1. Navigate to the Contacts module and select Employees & Co-Workers
  2. Click the name of the employee you want to review calendar permissions for
  3. Click the Profile tab on top of the Dashboard
  4. Click the Settings tab
  5. Click Calendar Permissions
  6. All employees who have view or manage access to the employee’s calendar will be listed
    • To give access to another employee to view or manage this employee’s calendar, enter the employee name and select from the drop-down the level of access the employee should have to this employee’s calendar.
    • To edit the level of access employees have to this employee’s calendar, click the drop-down next to the employee’s name.
    • To remove the access level of any employee to this employee’s calendar, click the trash can icon next to the employee’s name.

Dashboard / Profile Update Logout Time

For security purposes, it is recommended organizations use the 15-minute auto-logout default setting for inactivity, which will prompt users to log back into CentralReach after 15 minutes of inactivity. Should the organization choose otherwise, changes can be made by the organization account. However, to protect and secure PHI and other sensitive account data, it is highly recommended to implement additional security protocols if increasing the session timeout length.

To change the logout time for all users within the organization:

  1. In the organization’s account, navigate to Home
  2. Click My Profile and select Login & Access. This directs users to the organization’s SSO settings.
  3. Under “Organization Profile,” select Security Settings
  4. In the “Login and Browser Settings” section, select the Session Timeout drop-down and choose:
    • 15 minutes
    • 30 minutes
    • 45 minutes
    • 60 minutes
    • 120 minutes
  5. Click SAVE

Contacts / Dashboard / Profile / Scheduling Manage Employee Availability

Adding employee availability shows the days and times when an employee is available to be scheduled for a client appointment. Users with permission to manage availability (Settings > Manage Employee Availability) can configure other employees’ availability in CentralReach. Employees with permission to manage their own availability (Settings > Manage Own Availability) can establish and update their own availability. Configuring employee availability is required to utilize the Find a Provider tool in the Scheduling module.

To enter an employee’s availability:

  1. Navigate to the Contacts module and select Employees & Coworkers.
  2. Click the name of the employee you want to add availability for.
  3. Click the Profile tab on top of the employee Dashboard.
  4. Click the Settings tab.
  5. Click Availability.
  6. Click Add New.
  7. Complete the Availability tab.
    • Name: enter the availability name.
    • Show: select who should see the employee’s availability.
      • To everyone in CentralReach: will allow everybody in the organization to view the employee’s availability.
      • Only to people in “employee’s” network: will only allow users connected to the employee to view their availability.
      • Only to people I have given permission to view “employee’s” schedule: will only allow users who have permission to view the employee’s schedule to view their availability.
    • Location: select the employee location.
    • Starts On/until: select the dates when the availability starts and ends.
    • When: select the availability start time and end time.
    • Repeat On: select the days of the week the availability will apply.
    • Notes: enter any additional comments pertaining to this employee’s availability.
  8. Click Save Availability.

To edit an existing availability, select the availability you want to edit from the “Current Availability” screen (step 5 above) and update the information, as necessary. Add as many availabilities as needed for each employee, as long as they do not overlap. All logged availability will be shown in the employee’s calendar in green for easy scheduling. Please note, employees with permission to view and manage appointments can schedule appointments outside of the configured availability.

Contacts / Dashboard / Profile How to Edit Contact Information

To edit a user’s contact information:

  1. Navigate to the Contacts module and select Everyone
  2. Click the name of the contact to update
  3. Click the Profile tab on top of the contact’s “Dashboard”
    • Click Basics to update the contact’s basic information, such as legal name, chosen/preferred name, primary email, and NPI number, or to inactivate a contact.
      • To edit the primary email, click Change email address
        • It is recommended that employees use their company email address rather than their personal email.
        • Please note:
          • Users with the (Contacts > Manage Employees) permission can modify other employee’s first and last names, and email addresses in the Basics section of their CentralReach Profile.
          • Users with the (Contacts > Manage Client Profile) permission can modify clients’ first and last names in the Basics section of their CentralReach Profile.
      • More than one email address can be added to a client’s Profile
        • Enter a secondary email in “Additional Email”
        • Please note, anything sent from CentralReach will be sent to the primary email address.
      • Enter the following occupations in the Job Title field and select from the list:
        • Behavior/Behavioral Analyst
        • ABA/Behavioral Assistant
        • Behavior Interventionist
        • BCBA Clinical Supervisor/Manager
        • Behavior Clinician
        • Behaviorist
        • Behavior/Behavioral Consultant
        • Behavior Specialist
        • BCBA Program Supervisor
        • Or, users can enter other occupations in the field, which will not auto-populate, and save.
    • Click Profile Picture to upload a contact’s picture, as seen in their Dashboard
    • Click Login & Access to be directed to your SSO settings 

Click here to learn how to update contact information from the Client Portal.

Contacts / Dashboard / Profile How to Give Users Access to CentralReach

To give users access to CentralReach:

  1. Custom forms with both Send custom email and Send login information selected in the “Email” tab automatically give users access and send an email with login steps to set a password.
  2. Custom forms with Set up user without email notification also give users access to CentralReach, but they do not automatically get an email and must use the “First Time User” workflow to log in. 
  3. If “Send custom email” and/or “Send login information” is not selected, a user does not automatically get an email from CentralReach. The organization account needs to:
    • Navigate to the Contacts module and select the user
    • Select the Basics tab
    •  Click Convert to User next to the “Contact Type” field

The user can navigate to login.centralreach.com and select First Time User? to set a password for their account.

Contacts / Dashboard / Profile Apply an Existing Office Location to a Contact

Once you have created your office locations, apply them to any account.

A contact’s office location will appear on the employee’s Dashboard, as well as on the contacts grid.

To apply an existing office location to a contact’s account:

  1. Navigate to the Contacts module and select Everyone
  2. Search or click the name of the contact you want to apply an office location to
  3. Click the Profile tab on top of the contact’s Dashboard
  4. Click  Basics
  5. Scroll down to the bottom and select an office location through the Primary Office Location drop-down menu
  6. Click Update

Click here to learn how to add new office locations.

Contacts / Dashboard / Profile Add and Edit Employee Claim Settings

Employee Claim Settings can be added under the employee’s Profile, and the information carries over into the  Claims module, in order to streamline claim processing.

To enter an employee’s Claim Settings:

  1. Navigate to the Contacts module and select Employees & Co-workers
  2. Click the name of the employee
  3. Click the Profile tab on top of the Dashboard
  4. Click the Settings tab
  5. Click Claim Settings
  6. Complete the Claim Settings form and all the information on it
    • Click Sync from basics to pull contact information from the contact Basic’s profile.
    • Organizations can also store secondary identifiers, such as UCI Number or G2-Provider Commercial Number, under the custom identifiers section on the bottom of the page.
    • In addition to populating the Rendering Provider (person on timesheet) information on the claims, employee accounts can be used as default settings for rendering provider, pay-to-provider, or Provider/Supplier on a claim.
  7. To delete the employee’s claim settings:
    • Click Remove claim settings
    • Click Continue in the “Remove claim setting” pop-up
  8. Click Save Claim Settings

Contacts / Dashboard / Profile Add an NPI Number

NPI numbers can be saved in a contact’s profile in CentralReach, and can be synced into the employee’s claim settings.

Employees can add their NPI number to their profile, or the organization account, or a user with the proper permission rights can add it to the employee’s account.

To add an NPI number to an account:

  1. Navigate to Home
    • If you are adding the NPI number for another employee, navigate to the Contacts module and select Employees & Co-Workers
    • Click the name of the contact
  2. Click the My Profile/Profile tab on top of the Dashboard
  3. Click Basics
  4. Enter the NPI number under the NPI Number field
  5. Click Save Contact Information
  6. To sync the NPI number for claim processing:
    • Click the Settings tab
    • Click Claim Settings
    • Click Sync from Basics on the top right corner
    • Click Save Claim Settings

Contacts / Dashboard / Profile Add Principals to Contacts

Principals are utilized by organizations, to help manage roles and relationships between clients and employees. Principals type examples include Regional Managers, Clinical Directors, Sales Managers, etc. These relationships translate into standard and custom reports in CentralReach. Organizations use principals to generate reports that address items, such as utilization performance by Regional Manager, caseload by Clinical Director, or new business by Sales Manager.

  • For example, if scheduling managers were assigned to each client, a manager could oversee their performance in the Authorizations section of the Billing module, assessing how many hours were authorized, scheduled, and worked.

To set up principals:

  1. Navigate to the Contacts module and select Everyone
  2. Click the contact name
  3. Click the Profile tab on top of the Dashboard
  4. Click Profile and select Principals
  5. Click Add New
  6. Complete the New Principal form:
    • Principal: enter the name of the user who will be the principal for this contact
    • Principal Type: select the type of principal this user is for the contact
    • Start Date (optional): enter the date when the principal relationship will start
    • End Date (optional): enter the date when the principal relationship will end
    • Hide this principal?: click the checkbox to hide from employees who do not have admin permission over this contact
  7. Click Add Principal

Please note, employees must be connected to clients when adding them as principals.

Contacts / Dashboard / Profile Add a File to a Client’s Payor Profile

Files can be added and linked to a client’s payor profile.

To add a file to a payor:

  1. Navigate to the Contacts module and select Clients
  2. Click the name of the client
  3. Click the Profile and select Payors
  4. Click Details on the top right-hand side of the current insurance you want to add a file to

5. Click the Overview tab

6. Click the File Link  drop-down next to Linked File

  • To link an existing file that has already been uploaded to CentralReach, enter the name of the file and click the link  icon button
  • To upload a new file, click Upload new file and select the name of the file you want to link to the payor

7. Click Save Payor

Contacts / Dashboard / Profile How to Add a Payor to a Client’s Profile

To add an insurance payor to a client’s profile:

  1. Navigate to the Contacts module and select Clients
  2. Click the client name
  3. Click the Profile tab at the top of the client’s Dashboard
  4. Click Payors
  5. Click Add New and select Insurance
  6. In the “Overview” tab, enter the insurance Nickname and Notes
  7. Click the Insurance tab:

    • Payor: enter the payor/insurance plan accepted by your organization, as configured by the organization’s account. 
    • Select A Plan: click a plan name from the drop-down list.
    • Payor Responsibility: select P-Primary, S-Secondary, or T-Tertiary in the drop-down.
    • Patient Responsibility Amount: enter the dollar amount for the copayment and click the drop-down next to it to select how often the copayment is being billed (Per-Visit, Daily, Weekly, or Monthly).
      • The patient responsibility amount set here does not automatically get applied. Click here to learn how to apply a Patient responsibility amount payment.
    • Coverage From: click the calendar icon to select the coverage’s start date. Optionally, enter the end date in the next field.
    • Enter Insurance Contact Phone
    • Enter Insurance Contact Person
    • Status: select the insurance status (Current Insurance or Had this insurance in the past).
  8. Click the Subscriber tab and enter the policyholder information

    • Or, click the sync icon to import the information from the client’s profile.

      • Ensure the Insured ID is filled in, as this information is not housed anywhere else in the client’s profile.
  9. Click the Patient tab and enter the patient information.
    • Or, click the sync icon to import the information from the client’s profile. Ensure the “Relationship to Subscriber” drop-down describes the patient’s relationship to the subscriber/policyholder.
    • Please note, the following information is required: First Name, Last Name, Relationship to Subscriber, Gender, Birthday, Address, City, State, and Zip. 
  10. Click Save Payor.
    • Or, click Save as Shared to make this insurance information available for another client to import into their payor profile.
      • This functionality is designed for School Districts or Regional Centers to create a single invoice including multiple clients. 
      • Please note, saved as shared payor information applied to clients is not intended to be used for claim processing, as the payor information is unique to each individual client and must be created in each client’s payor profile for the data to populate correctly in claims.

 

Contacts / Dashboard / Profile Copy Clients’ Insurance Payor Information

Clients’ payor information saved in their profiles can be copied to add new insurance payors to their profiles without having to manually enter all of the information.

To copy a client’s insurance information:

  1. Navigate to the Contacts module and select Clients
  2. Click the client’s name
  3. Click the Profile tab on top of the client’s Dashboard
  4. Click Payors
  5. Click Make A Copy Of This Insurance  icon
  6. Edit the insurance information on the Overview, Insurance, Subscriber, and Patient tabs accordingly. Click here to learn how to add a payor to a client’s profile
  7. Click Save Payor
  8. If this change will affect the current authorization:
    • Open the authorization and change the payor for the Global Authorization, as well as each service code within the authorization
    • Change the payor on any applicable billing entries in the Billing module
    • Recurring appointments will need to be checked to ensure you are using the correct payor
  9. Once all of these changes have been made, delete the old payor profile, if necessary, by clicking the trash can  next to the payor’s name

Contacts / Dashboard / Profile Add a Diagnosis Code to a Client’s Profile

When adding diagnosis codes to a client’s profile, the diagnosis code will be included in future billing entries and claims, unless overridden by authorization settings.

To add a diagnosis code:

  1. Navigate to the Contacts module and select Clients
  2. Click the name of the client to add a diagnosis code to
  3. Click the Profile tab on top of the client’s Dashboard
  4. Click the Settings tab and select Claim Settings
  5. Enter the diagnosis code in Search for ICD diagnosis codes…, under “Default Diagnosis Codes”

  6. Select the appropriate diagnosis code and click Save changes
  7. If the client has custom identifiers, which may be payor-specific, enter the qualifier type, the value, add an optional note, and click the save button on the right-hand side

Click here to learn more about how diagnosis codes are pulled to timesheets.

Contacts / Dashboard / Profile Add Additional Contacts to a Client Account

Additional contacts, such as parents, caregivers, or other emergency contacts can be added to a client’s account. These contacts can be used as a point of reference or in case of an emergency.

To add an additional contact for a client’s account:

  1. Navigate to the Contacts module and select Clients
  2. Click the name of the client
  3. Click the Profile tab at the top of the client’s “Dashboard” and select Additional Contacts

  4. Click Add New on the top right-hand side
  5. Enter the person’s contact information and click Save Contact

Contacts / Dashboard / Profile Setting up Client Claims Settings

In order for client claim information to auto-populate during claim submissions, enter information into the claims settings of a client’s profile. Unless overridden by the client’s authorizations, this will carry over to timesheets and claims.

  1. Navigate to the Contacts module and select a client
  2. Click Profile
  3. Click the Settings tab and select Claim Settings
  4. Search for and add the client’s diagnosis code
  5. Click Save Changes
  6. To set up a custom client identifier, select the appropriate type from the Qualifier drop-down
    • Type in the value before clicking Save 

Contacts / Dashboard / Profile How to Update a Client’s Mailing Address

The client mailing address serves as the master address in CentralReach. This address can be used to schedule appointments, as well as to create billing invoices. Once the client’s address is added to CentralReach, it will be geocoded and appear on the left-hand side panel of the client’s Dashboard.

To add a client’s mailing address:

  1. Navigate to the Contacts module and select Clients
  2. Click the client’s name
  3. Click the Profile tab
  4. Click Basics
  5. Click the Address tab
  6. Enter the contact’s address details and click Save Address