Program Settings - Program Setup
- Activity Shortcuts
- Initial Appointment Default Activity Type
- Program Setup
- Required Case Fields
- Invoice Customization
- Payment Receipt Customization
Each program is uniquely configured to meet your agency's needs. You can locate additional settings to disable or enable under Program Settings. Select the program you want to apply the changes to then click on Edit to get started. Many of the settings will be available under the Setup tab.
Please note that the following information is to modify existing programs. If you wish to set up a new program, please contact firstname.lastname@example.org.
Image: Program Setup
Activity shortcuts allow for two activities to be readily accessible on your workspace. Shortcut #1 and Shortcut #2 allow you to select the activity type and Icon #1 and Icon #2 are the images that will associated with the shortcuts.
Image: Program Activity Shortcuts
Initial Appointment Default Activity Type
When an appointment is created, you can have a specific activity default as the activity type. Select the activity from the activity drop-down. If you would like to add an activity to this list, go to Program Settings > Program Activity Types to create a new activity.
Image: Program Default Activity Type
The Program Setup section is where you can enable or disable features for a particular program. Place a checkmark next to the settings you wish to enable and click on Save.
Image: Program Settings
Below is a description of the settings available. Please note that the "Financial", "Insurance", and "Authorization" settings may be unavailable for your agency as they require the Enterprise Financials. If you are interested in using Enterprise Financials, please contact email@example.com.
|Program: Use compliance checklist||When enabled, the compliance tab will be available on the case screen. Checklist categories are controlled in the Setup section|
|Program: Track program categories||Allows to track certain categories within a program. When enabled, allows for reports or activities to be restricted to certain categories|
|Program: Cases can be assigned multiple categories||When “Track program categories” is enabled, you can have cases assigned to more than one category|
|Program: Track admission types||Tracks different admission types. Can be configured in Setup section|
|Program: Track discharge types||Track different discharge types. Can be configured in the Outcomes section|
|Program: Track secondary worker||When enabled, allows a secondary worker to be assigned to a case|
|Program: Use custom labels for workers||Allows for an agency to re-name the worker fields|
|Program: Option to track second individual (i.e. married couple) on case||Allows for a secondary client to be tracked on the same case – would be considered “Client B”|
|Program: Hide household information||Hides the household information fields such as household income, marital status, family size, and marriage date|
|Program: Hide Employer||Hides the Employer field under the Client Information section on the case General tab|
|Program: Hide Religion||Hides the Religion field under the Client Information section on the case General tab|
|Program: Hide SSN||Hides the social security number field under the Client Information section on the case General tab|
|Program: Hide Treatment Tab||Hides the Treatment tab on the case profile|
|Program: Track Anticipated Discharge||Enables the user to track the anticipated discharge date of the case|
|Program: Track External Case ID and Worker||Allows for the user to track an outside case id and associated worker|
|Program: Track External Client ID||Allows for the user to track an outside client id|
|Program: Track Medicaid # on General tab||The Medicaid number field will appear on the case General tab|
|Program: Track Medicare # on General tab||The Medicare number field will appear on the case General tab|
|Program: Track State ID/DL #||The drivers license / state id field will appear on the case General tab|
|Program: Track Immunizations||Allows to track the immunization record for clients|
|Program: Allow cases to be linked across organizations||If there are multiple organizations set up in the database, cases can be linked if they are set up in other organizations|
|Program: Track Last Visit Date for Case Only||Keeps track of the last visit date for the case|
|Program: Track Last Visit Date for Case + Participants||Keeps track of the last visited date for the case as well as any participants|
|Financial: No financial activity||When enabled, will not track any financial activity associated with the case|
|Financial: Default activities to not be invoiced||Items that are set up as default appointment activities will not be invoiced|
|Financial: Only direct billing||Only allows for direct billing to client|
|Financial: No direct billing||Will not allow direct billing to client|
|Financial: No funding organizations||Funding organization will not be tracked|
|Financial: No internal transfers||Internal transfers will not be tracked|
|Financial: No prepaid funding||Prepaid funders will not be tracked|
|Financial: Use custom description for invoice line items||Allows for invoices to use custom descriptions|
|Financial: Use don't include estimated insurance line on invoices or statements||Will not include any estimated insurance amounts on invoices or statements|
|Financial: No rate levels||Does not require rate levels|
|Financial: Unlicensed staff must have billable case notes approved||Any staff member that is not licensed will need to have all billable notes approved before completion|
|Insurance: Use insurance providers||Allows the user to track insurance providers for the case|
|Insurance: Don't allow billable activities to be added if no insurance has been added||Billable activities will not be completed on cases who do not have insurance listed under their Insurance tab|
|Insurance: Do not mark activities to not bill insurance if no insurance has been added||Will not bill activities to insurance if insurance has not been added|
|Insurance: Create claims for activities that use Prepaid Funding||Allows for claims to be created for those who use Prepaid Funding|
|Insurance: Default activities to not bill insurance||Items that are set up as default appointment activities will not be billed to insurance|
|Insurance: Default payments to be from insurance||All payments entered in for the case will default to insurance payments|
|Authorizations: Do not track authorizations||Will not track authorizations|
|Authorizations: Designate if authorization is required on Activity Type vs. Case Screen Bill Options||The option to make an authorization required for a specific activity would show on the activity settings|
|Authorizations: Require authorization (Default)||Authorization is required for all activities by default|
|Authorizations: Track authorizations by individual (Client A, Client B, or Relationship)||If a second individual is being tracked or there are relationships under the People tab, separate authorizations can be entered in for those individuals|
|Authorizations: Hide Authorization #||Hides the authorization number on the case side panel|
|Authorizations: Default authorizations to be received vs. requested||When entering in authorizations, defaults the authorization type to “received” rather than “requested”|
|Authorizations: Default authorizations to be unit-based (vs. session-based)||Defaults authorizations to be based on units rather than sessions|
|Authorizations: Default authorizations to specify activity type||Defaults authorizations to always specific the activity types it is restricted to|
|Appointments: Send appointment reminders||Allows for an agency to send text message reminders to clients about upcoming appointments. Click here for more information|
Under the setup section, you can add or remove drop-down list items. You may also change the label of certain fields within extendedReach. In the Setup section, you can add to the compliance checklist, admission types, relationship types, and treatment goal categories.
Image: Program Setup
Outcomes are selected when a case is closed/discharged. Here you can add the list of successful outcomes or unsuccessful outcomes as well as discharge types. To track the discharge types, the setting "Program: Track discharge types" must be enabled.
Image: Discharge Outcomes
If your agency is tracking referrals, you can modify selections for the referral reasons, sources, services, and reasons the referral was rejected. If these options are not available and you would like to start tracking referrals, go to System Settings > System Configuration > disable the setting "Referrals: Don't track referrals".
Image: Referral Selections
Required Case Fields
The fields in this section can be marked as required. When a staff member is editing the case, they would be required to fill in the fields that are marked with a check mark below.
Image: Required case fields
Invoices can have their "remit payment to" area modified. Use the text field to enter in the name of the individual or organization for payment to be remitted to.
Image: Remit payment