VANTAGE TIP SHEET SERIES

Transcription

1 VANTAGE TIP SHEET SERIES Administrator: Organization Setup We recommend using the following workflow when setting up your Organization in Vantage. 1. Confirm organization settings and security permissions 2. Enter payer information 3. Enter service and fee schedule information 4. Enter patient information 5. Enter employee information Some information is dependent upon previously entered information. When setting up a new organization it may be necessary to pause in the workflow to enter required information in another section of Vantage. This information is linked to the suggested workflow that is already in progress. 1

2 1. Confirm organization settings and security permissions Click on the Settings page on the navigation menu. Click on the Settings tab to confirm all organization information is correct including: tax ID, contact information, work hours and billing period, etc. Enter any missing information. 2

3 Click on the Permissions tab to create and manage security permission groups. Create permission groups to assign permissions to employees. Permission settings allow users to access restricted functions in Vantage. There is no limit to the number of groups you can create for your organization. Vantage has created an administrative group to help your organization get started with permissions. Click the Create New Group button to create a group. The Create New Security Group modal opens. Enter a group name and save. 3

4 Add and remove members to the group. There is no limit to the number of members in a group and employees can be added to as many groups as needed. Highlight the group. Highlight the employee name. Click on the Remove Selected Employee(s) From Group or Add Selected Employee(s) To Group buttons under the Group Members header. The group name is listed in parenthesis next to the header. Highlight the group for which you need to assign permissions. Select security permissions from the Page Permissions menu (on the right side of the screen). Click the dropdown arrow on the menu to see all available security permissions. Click the checkboxes to select desired permissions. 4

5 Click on the Manage Patients and Employees button (on the bottom right of the screen) to connect patients to employees. This can be completed after employee and patient information has been entered into Vantage. Patient and employee connections can only be managed here. The Connect Employee and Patient modal opens. Select the employee and patient in the drop-down window and save. The connection will appear on the selected employee and patient profiles. 5

6 2. Enter payer information Payers can be added from both the Payers page and Patients page. Click on the Payers page on the navigation menu to add a new payer. Click on the New Payer button. Enter information on the Payer Details page. 6

7 To create a new payer from the Patients page, click on the New Patient button or on an individual patient entry. This is also explained below in Enter Patient Information. Click on the Payers tab. Click on the New Payer button. The Add New Payer modal opens. Select Type of Payer (School / Agency, Insurance, or Individual) and enter the required information. 3. Enter service and fee schedule Information 7

8 Click on the Services page on the navigation menu. Overview and Fee Schedules tabs view all services and fee schedules. Overview tab displays all services for your organization. Click on the New Service button to create a new service. The New Service modal opens. Enter service information in the modal window (service code, title of service, description, bill rate, bill by unit, pay rate, pay by unit, modifiers). The new service will appear on the Overview tab list. Fee Schedules tab displays all fee schedules for your organization. 8

9 Click on the New Schedule button to create a fee schedule. The Fee Schedule modal opens. Review payer information or add payers before setting up a fee schedule. Enter service information in the modal window (title, payer, description, start / expiration date, services, bill / allowed amounts). The new fee schedule will appear on the Fee Schedule tab list. 4. Enter Patient Information 9

10 Click on the Patients page on the navigation menu. Click on the New Patient button. Enter patient information in the subtabs: Patient Info, Service Preferences, Schedule, Payers, Employees and Eligibility. 10

11 Patient Info tab enter demographic information in each subtab (General Info, Contacts and Service Locations). Service Preferences tab enter patient specific preference for service provider (gender of therapist, language, experience level, notes). 11

12 Schedule tab - review and create patient schedules. See employee schedule section above to review how to create schedules. Payers tab view payer information and add new payers. Click on New Payer to create new payer. The Add New Payer modal opens. 12

13 Click on payer type (School/Agency, Insurance, Individual) and enter information. Employees tab view employees who are working with the patient. (if new org, will have to wait until employee info is entered) Double click on the employee entry to go to the Employees page. 13

14 Eligibility tab confirm insurance eligibility of services. Select the service. Click the Check Eligibility button. 5. Enter Employee Information Click on the Employees page on the navigation menu. Click on the New Employee button. 14

15 Click on each tab to enter employee information: Details, Credentials, Pay Rate, Documents, Services, Schedule, Patients, Notes. Details tab enter demographic information. Credentials tab enter employee credential information. 15

16 Pay Rate tab enter pay rate information. Documents tab upload any important employee documents. Services tab assign services to employees Click on the Assign button. 16

17 The Assign modal opens. Click in the Assign modal to select services to be assigned to employees. Schedules tab review and create employee schedules. Click on the New Appointment button to create a new appointment. 17

18 The Create New Entry modal opens. Enter appointment information (date, time, patient, employee, services, start / stop time, location, recurrence setting, expenses). Click on the Edit Availability button to set employee availability times. The Upcoming Availability modal opens. Click on the blue plus sign button to open new window. 18

19 Patients tab view employee patient assignments. You will be able to Link to patient Catalyst accounts if your organization uses Catalyst. Manage patient-employee connections from the Permissions tab on the Settings page. See information above in confirm organization settings and security permissions. Click on the View in Catalyst link to see patient s profile in Catalyst. Double click on a patient entry line to go patient s account. Notes tab Enter important employee note documentation. Click in the Notes text box to free text notes. 19