Practice Management

Staff Accounts

Adding or Editing Provider Staff Account Information

1. Access Staff Settings

• Navigate to the staff settings in your system.
• Search for the specific provider whose information you need to edit.

2. Edit Provider Credentials

• Scroll down to find the credential section.
• Click on 'Credential' and select the appropriate option.

3. Select Primary Taxonomy Code

• Scroll down to find the taxonomy code section.
• Use the provided tool tip to access the taxonomy code search window.
• Search for the taxonomy code by either the code itself or by specialty.

4. Input NPI and DEA Numbers

• Enter the NPI number (10 digits).
• Enter the DEA number (2 letters followed by 7 digits).
• Ensure that all fields are completed; incomplete fields will highlight in red.

5. Add Licenses

• Click 'Add License' to input a new license.
• Specify the state (e.g., Delaware) and enter the license number.
• You can add multiple licenses as needed.

6. Remove Licenses if Necessary

• Use the trash can icon next to any license to remove it.

Important Note on Virtual Availability

• Be aware that if a provider offers virtual availability, it will be shown to patients in all states where licenses are added.
• Only keep licenses for states where the provider will be offering care on this platform.

[See video here] (https://loom.com/share/05903b711a1a4ba5a8e1cbb94a4be7fd (opens in a new tab))

Offboarding Staff

First, go to the Tasks Tab and verify that any tasks that were assigned to the employee have moved ownership to another active employee (or task group box that is monitored)

If your practice uses an authentication platform to login to Carby OS EHR:
Notify your IT team to remove the EHR-Doctors groups from the employee's profile

If your practice uses email, password, and SMS 2-factor authentication to login to Carby OS EHR:

Disable the staff account

1. Go to Staff settings
2. Search for the employee and click into their account
3. Scroll to the Provider Profile section
4. Find "Disabled" and toggle to TRUE (the toggle will turn Green)
5. Click Save in the top right corner

Submit a support ticket to Carbon Support Team and we will mark the staff account as inactive, which will remove the account from being visible in the EHR — this step is especially important because as long as the staff account remains visible, the following can happen:

• Other staff can assign tasks to that account (that can go unnoticed)
• Automated tasks would get assigned
• Other staff can tag that staff account in messages
• Other staff could go in and mark the account as enabled which would allow the departed employee to log in again

Manage Referral Providers

Duplicate the Template Tab

• Right-click on the template tab and choose 'Duplicate' to create a copy.
• Rename the duplicated tab as needed.

Required Fields for Successful Upload

• Highlighted yellow columns indicate required fields for upload:
  • Specialty ID
  • Provider Name
  • Fax Number
• Formatting instructions for fax, phone number, and address.

Adding a Referral Entry

• Example of adding a referral for the specialty 'Acupuncture':
  • Copy the ID and specialty name into columns A and B.
  • Provider name can be entered as either a medical center or a specific provider.

Completing the Provider Name and Group Name

• If referring to a medical center, type the name (e.g., 'Stanford Medical Center').
• If referring to a specific provider, enter their name and optionally the group name.

Ensuring Required Fields are Completed

• Ensure the fax number field is completed.
• Address is optional.

Preparing for CSV Upload

• Delete any example formatting rows before downloading the CSV.
• Click 'File' and then 'Download' to save as CSV.

Uploading to the EHR

• Navigate to the EHR settings and select 'Locations'.
• Understand that referral providers are managed by location.

Uploading the Referral Providers List

• Choose the location to upload the referral list.
• Ensure the CSV has the required fields in the correct order.

Validating and Importing the CSV

• Click 'Select File' to choose the CSV from your desktop.
• Click 'Validate and Import' to upload.

Confirmation of Successful Upload

• Look for the upload successful banner.
• Return to the previous screen.

Using the Updated Referral List

• When sending referrals, you can now select the newly added providers.
• For future updates, repeat the upload process with the updated tab.

See video here (opens in a new tab)

Practice Settings

Access Practice Settings

• Click the settings icon on the left navigation bar.
• Select 'Practice Settings' from the menu.

Update Practice Address and Practice Contact Information

• In the Practice Settings, you can update the following:
  • Physical billing address
  • P.O. box address
  • Contact email for your practice
  • Phone number associated with your practice
  • Fax number for your practice

Adjust Practice Medical Group Information

• Make adjustments to the billing name for your medical group.
• Update the NPI (National Provider Identifier) for your practice.

Update Location-Specific Phone Numbers

• To change phone numbers for specific locations:
  • Navigate to the 'Locations' section in settings.
  • Click into the specific location you want to update.
  • Set the desired phone number or fax number for that location.

Modify Billing Settings

• For updates related to billing settings:
  • Go to the 'Payment and Billing' section.
  • Update the tax ID for your practice.
  • Adjust fee schedules as necessary.

See video here (opens in a new tab)

Agreements / Consent Forms

Access the Agreements Section

• Click on the settings icon in the left navigation bar.
• Select 'Agreements' from the options.

Understand the Agreement Sections

• There are three sections available:
  • Privacy Notice
  • Consent to Treatment
  • Consent to Telehealth

Enable and Edit Agreement Sections

• Toggle the desired section to 'true' to enable it.
• Paste the wording from your PDF document into the text box.
• Use formatting options like headings, bold, and bullet points to edit the text.

Save Your Changes

• After making edits, ensure to click 'Save' in the top right corner.

Other Important Information:

Visibility of Agreements to Patients

• All agreements will be visible to patients when they:
  • Schedule an appointment online.
  • Sign consent forms at the clinic.

Signature and Documentation

• There is one signature for all three agreements.
• Patients can read the agreements and sign them.
• They can also receive a printed copy of each section with their signature.

See video here (opens in a new tab)