To access the Client Import and create or update contact profiles:

1. Navigate to the Files module, click the Imports drop-down, and select Client Import 
2. Determine if you will utilize a blank template or the CSV export file to update or create new client profiles. 
   • Using a blank template: 
     • Download the CSV template (Files > Imports > Client Import > Download CSV icon). Please note, users may need to fix the time format to display as 4 digits (i.e., 2023) on their computers in order to save the Excel file correctly.  
       • For Mac users, click here (Select Apple > System Preferences > Language & Region > Advanced > Dates > Short field > select “23” drop-down > Choose “2023”). 
       • For PC users, click here. 
     • Add information and save as “ImportType_Date” (E.g., ClientImport_02.21.2023). 
     • Upload the CSV file (Files > Imports > Client Import > Upload CSV icon). Please note, if a column in the file is left blank, CentralReach will remove any existing data in that field.
   • Using the CSV export file: 
     • Navigate to the Insights module and select the Client Management section 
     • Click Client Import (Report ID-110730), download, and save the export as “ImportType_Date” (E.g., ClientImport_02.21.2023). 
     • Navigate to the Files module, click the Imports drop-down, and select Client Import 
     • Update the CSV fields as needed and upload the file (Files > Imports > Client Import > Upload CSV icon). Please note, if a column in the file is left blank, CentralReach will remove any existing data in that field. 
3. The system will check for a match in both active and in-active clients. If a match is found, the existing profile will be updated.
   • If the Client ID is listed, the system will search for a match using the Client ID to update the profile. 
   • If a match is not found, the system will then search for an External System ID to update the profile. 
   • If there is no Client ID or External System ID, the system will search for the first and last name, and date of birth (DOB). 
     • Please Note:  
       • Client Import should be utilized in the organization’s account, or by a user who is connected to all clients in order to avoid duplicate entries. 
   • If a match is not found, the system will search for an ACTIVE client Contact Form. Archived Contact Forms CANNOT be used to create a contact. 
     • If a Contact Form is used and the “Send Login Email” box is selected, an ACTIVE client is created, and instructions are sent via email. If the “Send Login Email” box is NOT selected, an active client is created, and the organization will need to convert the user so the email address for SSO can be verified at a later time. 
     • If the “Send Custom Email” box is also selected, the new active client will receive a custom email. If it is NOT selected, the new active client will NOT receive a custom email. 
     • If the “Set up user without email notification” box is selected, the new active client will NOT receive a notification and will go into the pending migration status. Clients will need to confirm their account with the “First Time User?” workflow, or the organization needs to manually notify the client to set up their account. 
       • Please note: 
         • A client Contact Form will create ACTIVE client profiles.
4. A list of Contact Forms is in the Contacts module (Contacts > Utilities & Tools > Contact Forms) and can be exported. 
   • Navigate to the Insights module and select the Practice Auditing section.
   • Click Contact Form List Export (Report ID- 85580) and download. 
5. A list of payors/plans from organizations’ Accepted Insurances (Dashboards > Profile > Settings > Accepted insurances) can be exported. 
   • Navigate to the Insights module and select the Custom Reports section. 
   • Click Accepted Insurances Export (Report ID- 14950) and download.
6. Additional contacts can be added or updated via import. If the value supplied for “AdditionalContactType” in the CSV does not match with data from the drop-down list, it will be rejected. Adding or updating is based on the AdditionalContactType (i.e., Additional parent). If data is provided for any field in this section, then Type, First Name, and Last Name are mandatory. 
7. Users can add or update payor information for the client, given the system can match to the payor/plan listed in the organization’s Accepted Insurances. 
   • The payor/plan can only be added or updated via the import. Deleting, removing, or making a payor inactive should be done in the UI. 
   • Payor fields are not required, however, if a user adds a payor name, all related situational fields should be completed, or the import will fail. 
   • If the payor is a match to one listed for the client, all fields will be updated for that payor. Please note, if a field is left blank, the data will be removed from CentralReach. If an organization has the same payor/plan listed multiple times, updates will be made based on the most recent file added to the client’s Payors section.  
   • If a match is not found and the payor/plan is listed in the organization’s Accepted insurances, the payor will be added. 
   • If the payor is not listed in the organization’s Accepted Insurances, the row will be rejected. Please make sure the name is correct, add the payor/plan to the organization’s Accepted Insurances, or reach out to support. 
   • While the Insurance and Subscriber information can be added via the import, the patient information must be edited or synced from the UI. 

After creating or updating a client account, that information is contained within the user activity. 

To access user account activity: 

1. Navigate to the Dashboard module and select Activity or Home 
2. Click My Profile and select History 
3. Click the Funnel (filter) icon and select either Contacts or Forms 
   • “Contacts” displays updated profile account information and “Forms” displays new profile accounts. 
4. After selecting Contacts, click Updated contact profile information via Import, and all activity will display underneath. 
5. After selecting Forms, click Added a new contact via Import and all new accounts created will display underneath. 

To access the Employee & Generic Import and create or update employee and generic profiles:

1. Navigate to the Files module, click the Imports drop-down, and select Employee & Generic Import
2. Determine if you will utilize a blank template or the CSV export file to update or create new profiles.
   • Using a blank template:
     • Download the CSV template (Files > Imports > Employee & Generic Import > Download CSV icon). Please note, users may need to fix the time format to display as 4 digits (i.e., 2022) on their computers in order to save the Excel file correctly.
     • Add information and save as “ImportType_Date” (E.g., EmployeeImport_10.01.2022).
     • Upload the CSV file (Files > Imports > Employee Import > Upload CSV icon). Please note, if a column in the file is left blank, CentralReach will remove any existing data in that field.
   • Using the CSV export file:
     • Navigate to the Insights module and select the Staff Management section
     • Click Employee Import, download, and save the export as “ImportType_Date” (E.g., EmployeeImport_10.01.2022).
     • Navigate to the Files module, click the Imports drop-down, and select Employee & Generic Import
     • Update the CSV fields as needed and upload the file (Files > Imports > Employee & Generic Import > Upload CSV icon). Please note, if a column in the file is left blank, CentralReach will remove any existing data in that field.
3. The system will check for a match. If a match is found, the existing profile will be updated.
   • If a match is not found: The system will check for an employee or generic ACTIVE Contact Form. Archived Contact Forms CANNOT be used to create a contact. 
     • If a Contact Form is used and the “Send Login Email” box is selected, an ACTIVE employee/generic is created, and instructions are sent via email. If the “Send Login Email” box is NOT selected, an active employee/generic is created, and they will need to verify their email address for SSO access at a later time.
     • If the “Send Custom Email” box is also selected, the new active employee/generic will receive a custom email. If it is NOT selected, the new active employee/generic will not receive a custom email. 
       • Please note: 
         • An employee Contact Form will create active employee profiles AND incur monthly charges. 
         • Generic Contact Forms should be used to create generic profiles WITHOUT incurring monthly charges.
4. A list of Contact Forms is in the Contacts module (Contacts > Utilities & Tools > Contact Forms) and can be exported. 
   • Navigate to the Insights module and select the Practice Auditing section 
   • Click Contact Form List Export (Report ID- 85580) and download. 

After creating or updating an employee/generic account, that information is contained within the user activity. 

To access user account history:

1. Navigate to the Dashboard module and select Activity or Home 
2. Click My Profile and select History
3. Click the Funnel (filter) icon and select either Contacts or Forms
   • “Contacts” displays updated profile account information and “Forms” displays new profile accounts.  
4. After selecting Contacts, click Updated contact profile information via Import, and all activity will display underneath. 
5. After selecting Forms, click Added a new contact via Import and all new accounts created will display underneath.

The Resources report contains all data in the Files module.

To download the Resources report:

1. Navigate to the Files module and select All Files
2. Select any desired filters to filter the screen
3. Click the  cloud icon on the right-hand side and select CSV or Text file
4. Click Download in the “Export” pop up to download the report to your computer, or Go To Files to be directed to the Files module. The file will also be located in the Files module

CentralReach’s Client Import User Guide

CR Client Import Template

CR Employee & Generic Import

CR Employee & Generic Import Template

Check the files clients/providers have or have not signed, in the Files module.

To check what files clients/providers have or have not signed:

1. Navigate to the Files module and select All Files
2. In the search bar, type in the name of the client/provider
3. Scroll and select Not yet signed by [name] or Signed by [name]
4. The grid will filter based on files that have/have not been signed

The file ID number, sometimes referred to as the “resource number,” is a unique identifier given to each file within CentralReach.

To locate the file ID:

1. Navigate to the Files module and select All Files
2. Search for the authorization file
3. The file ID number is located in two places:
   • In the “Id” in the Files grid
   • In the File Details tab within the file

Files can be shared or unshared with users or contact labels. Files can be shared with users when the file is uploaded to CentralReach, or after the file is uploaded. The following rules apply to file sharing, which are designed to protect files in CentralReach:

1. Files can be shared directly with contacts connected to the user who owns the file
2. Files can also be shared with contact labels. If contact label contacts are not connected to the owner of the file, they can view the shared file, but cannot access the file owner account information
3. Uploaded files are not automatically shared with the contact identified as the owner of the file
4. When a medical record file is shared with a contact or contact label, the file cannot be unshared with the contact
5. To share files classified as medical records, you must acknowledge you have permission to share the file before sharing it

To share/unshare a file after it has been uploaded to CentralReach:

1. Navigate to the Files module and select All Files
2. Click the file you want to share/unshare
3. To share the file:
   • Click the Share tab on top of the File Details screen
   • Enter the name of the contact or contact label you want to share the file with. When sharing the file with individual contacts, the contacts must be connected to the owner of the file to share the file
   • If you are sharing a file classified as a medical record, click the checkbox  I have all necessary consent permissions to share this Medical Record to confirm you have the file owner’s approval to share the file
     • Once a medical record file is shared with a contact, it cannot be unshared
   • Click Share File
   • If you are sharing a non-medical record file with the owner of the file, click Share File with Owner
4. To unshare a file:
   • Click the trash can icon next to the contact name under the Currently shared with: list of contacts
   • The trash can icon will not be available to unshare medical record files, as medical records cannot be unshared

When searching for files by the contact’s name in the Files module, there are two choices for search options:

• Creator: search all files that were created/uploaded by this contact
• Contact: search all files that were uploaded on behalf of this contact

To upload a new version of a file:

1. Navigate to the Files module and click on the file you want to update
2. Click the  Previous Versions button
3. Click  Choose a File and select a file from your device
4. If you want the name of the file from your computer to override the name of the file on CR, select the checkbox  next to New file name overrides saved file name
5. Click  Upload

CentralReach stores all previous versions of every file. Access them by clicking on the  Previous Versions button.

Please note, the option to upload a new version of a file is only visible for the original uploader of the document, or for users with the Manage Resources permission.

CentralReach allows users to download a list of files that includes details, such as the file owner, creation date, authorization details, and more. 

To download a list of files and their details:

1. Navigate to the Files module and select All Files
2. Filter the page by the files being exported to a spreadsheet or text file
3. Click Export on the right-hand side of the page and select CSV for a spreadsheet or Text File
4. A message will prompt, stating the export has begun. Click Go To Files
5. Once the files export appears, click it
6. Click the Download File button and then the link that appears below to save to your device

Click here to learn how to view and download individual files.
Click here to learn about the permission to download files.

Create and store search specifications by creating custom filters in the  Files module.

1. Start by applying any set of filters and optionally adding or removing columns
2. Click Save this view as a filter
3. Under Save current search values to filter, choose an existing saved filter to overwrite, or select New Filter to create a new filter
4. Give the filter a name and choose whether or not you want coworkers to view and add it to their account
5. Click Save

You can save multiple filters to allow for faster searching on files you are always viewing. When you want to bring up a saved filter:

1. Click the Filters tab on the top left of the page
2. Click the Saved Filters  button
3. Select the filter you want to apply
4. The funnel  icon will be next to whichever one is currently selected

The original file uploader and users with the (Files > Manage) permission enabled can rename a file that is not an authorization. To edit authorizations, users must have both the (Files > Manage) and (Authorizations > Manage) permission enabled. Please note, files that are classified as a medical record cannot be renamed regardless of enabled permissions.

To rename a file:

1. Navigate to the Files module and select All Files
2. Click the file to rename
3. In the “File Details”, click the Edit icon next to “File Name”
4. Enter a new name for the file and click Save File

Medical records are files that cannot be edited or deleted in order to protect client data. This is to comply with HIPAA policy regarding data retention. Medical Records will have a lock symbol next to the file icon. Users can classify files as medical records manually or by signing a note/form, which locks the files as a medical record.

To classify a file as a medical record manually:

1. Navigate to the Files module and select All Files
2. Click on a file
3. Click the toggle next to the Medical Record field to turn it green
4. Click Save File

The only type of medical record that can be deleted is a note/form, which can only be deleted by the organization’s admin account and employees with the (Notes > Delete Locked Note) permission enabled.

To delete a locked note/form:

1. Navigate to the Files module and select All Files
2. Click on a file
3. Click Delete File

The red number next to the Files module indicates new files have been shared with you. To filter by just those new files:

1. Navigate to the Files module and select Shared with me

The following page will show a list of files never opened, sorted from newest to oldest. As you open each new file, the “New” tag will be removed. To clear all new file notifications:

1. Navigate to the Files module and select Clear New File Notifications

When searching for a specific file, it is helpful to preview documents from the files list.

To preview a file:

1. Navigate to the Files module and select All Files
2. Click the Preview button of the file you want to view to the right of the File Name column

Please note, not all file types can be previewed. Common file types that can be previewed are PDFs, Images, Videos, Notes/Forms, etc.

To preview a file after opening it:

1. Click on the file you want to view
2. From the “File Details” page, click the Preview File button near the top right of the page

To delete a file:

1. Navigate to the Files module and select All Files
2. Select the name of the file to delete under “File Name” 
3. Click Delete File

When a file associated with a billing entry is deleted, the deletion is recorded in contact profiles’ “Recent History” and the “History” tab when previewing billing entries and timesheets.

Please note, a file classified as a Medical Record cannot be deleted, unless it is a Note & Form file, which can be deleted by the organization account and employees with the (Notes > Delete Locked Note) permission enabled.

Labels can be applied to files to help organize and filter files. Labels can be applied to files, as further detailed below.

To apply or remove a label to files:

1. Navigate to the Files module and select All Files
2. Click the checkbox on the left-hand side of the file(s) you want to apply/remove labels from
3. Click the  Label Selected button on top of the files grid
4. Apply Labels: select the name of the label, or enter the name of the label you want to apply to the file(s) selected. Enter as many labels, as needed
5. Remove Labels: select the name of the label, or enter the name of the label you want to remove from the file(s) selected. Enter as many labels, as needed
6. Click Apply Label Changes

To apply or remove a label to a file from the files grid view:

1. Navigate to the Files module and select All Files
2. Click the label icon within the file Labels column
3. Click to select the label to apply to the file
4. Click the x on the label to remove it from the file

To apply or remove a label to a file from the File Details page:

1. Navigate to the Files module and select All Files
2. Click the file name under the File Name column
3. Click File Labels and click to select the name, or enter the name of the label you want to apply to the file
4. Click the x on the label to remove it from the file

The Files module is the centralized location in CentralReach, where users can access and manage all of the documents and reports generated or uploaded across all modules and product features, such as videos or images loaded during a Session, Notes & Forms clinical documentation, exported reports, and attachments added via Tasks. Additionally, the Files module is where users can configure and upload client authorizations and manage employee documents, if subscribed to the Document Management feature.

To view and download files from CentralReach:

1. Navigate to the Files module and select one of the following:
   • All Files: all of the files you own, have uploaded, and files that are shared with you
   • Shared with Me: files that have been shared with you
   • Owned by Me: files you own
   • Uploaded by Me: files you have uploaded
2. To view a file, click the Preview button next to the file name
   • If the “Preview Generation” pop-up (pertaining to errors converting the file) appears, click Generate to run the preview process and preview your file
   • If there is no preview button, it is because the document cannot be previewed. Go to step 3 below to proceed
3. To download a file, click the file name link under the File Name column to access the file details page. To download files, you must have permission to download files
   • Click Download File
   • Click the link generated under the Download Link section

Click here to learn about the permission to download files.
Click here to learn how to download the Files list.

The Files module grid provides an overview of your files and their information. The grid can be customized with columns based on your needs, and filters can be applied to view files by type.

To customize the Files grid:

1. Navigate to the Files module and select All Files
   • When selecting Shared with Me, Owned by Me, or Uploaded by Me, the files will be filtered based on the selected option, and the options defined below will still be available to further customize your files grid view
2. Click the checkbox on top of the grid to select all files, or click the checkbox on the first column of the grid to select specific files or a group of files. Then, click the options displayed on top of the grid:
   • Label Selected: apply labels to the file(s)
   • Share Selected: share the file(s) selected with other users
3. Click the following options on top of the grid to filter files and customize the view:
   • All: display all of the files you have access to
   • Authorized: filter only authorization files
   • : refresh the Files grid
   • : download a report of the grid view in CSV or text format
   • : customize the columns displayed on the grid as follows:
     • Check or uncheck the checkboxes to add or remove any of the following items from the files grid:
       • Type: icon representing the file type (video, PDF, report, etc.)
       • Id: identification number assigned to the file by CentralReach
       • File Name: name assigned to the file
       • Labels: labels assigned to the file
       • Size: size of the file
       • Uploaded by: name of the user who uploaded the file
       • Owned by: name of the user who owns the file. The location selected when uploading a file (To my account or To someone else’s account) determines the file owner’s contact name
       • Added: the date when the file was uploaded in CentralReach
       • Added Via: the module from where the file was uploaded to CentralReach
       • Verified By: applicable to authorization files only, and provides the name of the user who verified the authorization file
       • Verified On: applicable to authorization files only, and provides the date when an authorization file was verified
       • Verification Description: applicable to authorization files only, and provides the description entered when the authorization was verified
       • Classification: document classification as per the Document Management feature
       • Auth Start: applicable to authorization files only. Global authorization start date
       • Auth End: applicable to authorization files only. Global authorization end date
       • Payor: applicable to authorization files only, and provides the status of the associated payor 
4. X per page : select how many files to display
5. Next / Previous: go to the next screen or the previous screen, respectively
6. : click the top left filters icon to expand the left-hand side panel and apply additional labels and filters to the file grid view