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.

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.

Detailed Methodology / Instructions

License Management
- Navigate to Manage User Licenses.
- Verify full-time and part-time license counts.
- Increase licenses by clicking plus key and submitting changes.
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.