To Do's : Internal Reminders and Alerts

TheraPlatform (Pro and Pro Plus plans) offers to do's (internal reminders/alerts) that can be set up by the admin. 

This feature will help you centralize your daily tasks related to scheduling, documentation and billing. You can simply click on To Do and see what your outstanding tasks are  e.g. unvoiced sessions, unpaid invoices, missing notes, etc. You can perform (act on ) all these tasks from To do by clicking on the title of the task/alert.

In addition, you and your staff/therapists can add alerts under the client's chart.

The admin can also determine which member (e.g. therapist, staff) has access to reminders and can give different permissions.

This article covers: overview of  TO DO (internal reminders/alerts) ; how to add client alerts under the client's chart ; and how to give permissions to internal reminders/alerts.

TheraPlatform offers internal reminders that are system generated and these can be enabled/disabled and a custom client reminders that can be added under each client's chart.

Here is a list and explanation of internal reminders (to do's) and alerts.

Click on To Do:

Documentation: Under Documentation Section, the user will find the following to do's/reminders:

• Missing Notes: The user will see a number of missing notes in the red rectangle and the user can click on "Missing Notes" to see notes that were not written yet. Once the list of missing notes pulls, one can click on the green edit button to write a note. 
• Progress Notes Cosign Requests: The user will see a number of co-sign requests in the red rectangle. The user can click on "Progress Notes Cosign Requests" and the list of notes that he/she needs to co-sign will pull. To co-sign, click on the greed edit button and then on the red co-sign.
• Treatment Plans Cosign Requests : The user will see a number of co-sign requests in the red rectangle. The user can click on "Treatment Plans Cosign Requests" and the list of notes that he/she needs to co-sign will pull. To co-sign, click on the greed edit button and then on the red co-sign.
• Discharge Notes Cosign Requests: The user will see a number of co-sign requests in the red rectangle. The user can click on "Discharge Notes Cosign Requests" and the list of notes that he/she needs to co-sign will pull. To co-sign, click on the greed edit button and then on the red co-sign.
• Expired Treatment Plans: The user will see a number of expired treatment plans in the red rectangle. In order to see expired treatment plans here, one needs to mark the expiration date on the actual assessment/treatment and plan. 
• Client Alerts: The user will see a number of clients' alerts related to documentation that were entered under the client's chart. (See below Clients' Alerts).
• Draft Notes: The user will find all the notes that were initiated but not completed. For example, the user typed Subjective part of the note but did not have time to complete objective part. Please note that this function works only if you marked your note template's fields as required. 

Scheduling: Under Scheduling Section, the user will find the following to/dos (reminders):

• Meeting Approvals: The user will see a number of meetings that need to be approved for scheduling in the red rectangle. Only the user whose client requested or scheduled meeting with that user (via the  client portal) will see meetings that need to be approved or disapprove. For example, if the client scheduled a meeting with a therapist A via the client portal and that meeting requires approval, only therapist A will see this meeting under To- Do- Meeting Approvals. The user can click on "Meeting Approvals" and approve or disapprove meetings. In the future, we will add a function that will allow the scheduler to approve meetings as well.
• Incomplete Consent Forms: The user will see a number of incomplete consent forms in the red rectangle. The user can click on "Incomplete Consent Forms" to see a list of clients, who did not complete them yet. Incomplete consent forms will show here if the user sent a consent form to a client but the client did not complete/sign the consent form yet. The incomplete consent forms under To Do- Incomplete Consent Forms will show to the user, who sent the consent form and the admin. For example, if therapist A sent a consent from to a client, both therapist A and the admin will see this incomplete consent form under Incomplete Consent Form. If the user never sent consent forms to a client, the incomplete consent forms will not show here. 
• Incomplete Demographics: The user will see a number of incomplete demographic forms in the red rectangle. The user can click on "Incomplete Demographics" and the list of clients with incomplete demographics will show. Incomplete demographics will show here if the user requested demographic form from a client but the client did not complete the form yet. . The incomplete demographic,  under To Do- Incomplete Demographics will show to the user who requested the form and the admin. For example, if therapist A requested demographics, both therapist A and the admin will see incomplete demographics here.  If the user never requested demographic form from a client, the incomplete demographic form will not show here. 
• Client Alerts: The user will see a number of clients' alerts related to scheduling here that were entered under the client's chart. (See below Clients' Alerts).
• Incomplete Intake Forms: The user will see a number of incomplete intake forms in the red rectangle. The user can click on "Incomplete Intake Forms" to see a list of clients who did not complete intake forms yet. Only the users, who requested intake forms will see the incomplete forms here. For example, if therapist A sent the intake form to a client but the client did not complete it yet, only therapist A will see this client under To do Incomplete Intake Forms.

Billing: Under Billing section, the user will find the following to-do's (reminders):

• Failed Payments: The user will see a number of failed payments in the red rectangle. The user can click on "Failed Payments" to see a list of failed payments. 
• Client Alerts: The client will see a number of clients' alerts related to billing that were entered under the client's chart. (See below Client's Alerts)
• Un-invoiced Sessions: The user will see a number of sessions that do not have any invoices in the red rectangle. The user can click on "Uninvoiced Sessions" and the list of sessions that need to be invoiced will pull. The user can click on "Invoice All" to create invoices.
• Unpaid Invoices: The user will see a number of unpaid invoices in the red rectangle. The user can click on "Unpaid Invoices". The list of unpaid invoices will show and the user can click on the blue view button, next to each invoice to post payments, charge card, or/and send the invoice to clients. 
• Overdue Clients: The user will see a number of clients who did not pay for the invoice on time. The user can click on "Overdue Clients" and the list of clients who did not pay on time will show. The user can click on the client's name and this will open all invoices for this client that are open and overdue. By default the invoice becomes over due after 30th day however you can set a custom overdue time (e.g. overdue after 1 day, etc.). To set an overdue date on the invoice, refer to step 6 in this article.

• Scheduled Payments:  The user will see a number of payments that are scheduled for auto credit card charge in the red rectangle. The user can click on “Scheduled Payments” and see all transactions that are scheduled. This will be available only when you sat up “auto charge card” under Settings- Billing. For example if under Settings- Billing- Edit, you marked in blue : “ auto invoice and “auto charge” . Payments that will be automatically charged will show under Scheduled Payments.

Insurance: Under Insurance section, the user will find the following to-do's (reminders):

• Client Alerts: The user will see a number of clients' alerts related to insurance, that were added under the client's chart. (See below Client Alerts)
• Expired Authorizations: The client will see a number of expired authorizations in the red rectangle. The client can click on "Expired Authorizations" and the list of expired authorizations will pull. 
• Unprocessed Claims: The user will see a number of unprocessed claims in the red rectangles. Unprocessed claims are invoices that have insurance associated with it but the user did not create and submit the claim off this invoice. The user can click on "Unprocessed Claims" and the list of invoices that need claim creating/submitting will show. The client can click on the blue invoice number to create/submit claim. 
• Invalid Claims: The user will see a number of claims that returned as "invalid". The user can click on "Invalid Claims" and the list of invalid claims will pull. The client can click on red error message to learn why the claim returned as "invalid". The user can make all necessary changes that relate to the error message and then return to Invalid Claims again to reset the claim to draft and submit it again. For example, the error message noted invalid NPI. The user will have to correct NPI (either under Setting- Organization or My account). Once NPI is updated, the user will click on To- DO- Invalid Claims- Invoice Number next to the claim - reset the claim to draft and submit it again.
• Rejected Claims: The user will see a number of claims that were rejected. The user can click on "Rejected Claims" and the list of rejected claims will pull. The user can click on red error message to learn why the claim returned as "rejected". The user can make all necessary changes that relate to the error message and then return to Rejected Claims again to update the claim and submit it again. Here is a list of common insurance (claim) rejections and how to fix them.
• Adjusted Claims: The user will see a number of claims that need adjustments. Adjusted Claims relate to claims that were partially paid by the health insurance (not full amount). For example, you requested $100 for your service but the health insurance paid $70. The claim will need to be adjusted. In this case either by you applying the write off (in the above example $30) or charging the client the adjusted amount. The user can click on "Adjusted Claims" and the list of claims that need adjustment will pull. The user then can click on the red box EOB to find out what adjusted amount is. Next the user can click on the blue box with the invoice number to make the necessary adjustment. Please note: that claims under To -Do Adjusted Claims pull from health insurance that offers EOB/ERA and you need to be enrolled for it on TheraPlatform. The insurance that does not offer EOB/ERA will most likely send you explanation of benefits via mail and you can post payments and adjustments from Billing- Claims.

• More Info Required Claims: The user will see a number of claims that were created but not submitted yet because there is missing information on the claim. For example, the claim has a missing note or CPT code, etc. The user can click on More Info Required Claims and the list of claims that needs attention will pull. The user can click on the red button, next to the claim to see what needs to be addressed. Our system validates each claim after creation and after clicking on the red button next to it, one will be able to fix the problem (e.g. enter CPT). Once the user fixes the problem on the claim, the claim will be moved from More Info Required to “To Do Draft”, where the user can submit claims.

• Draft Claims: The user will see a number of claims that were successfully created but not submitted yet. The user can click on Draft Claims and submit all claims or selected claims with our batching function. 

• Scheduled Claims: The user will see a number of scheduled claims for automatic submission in the red rectangle. The user can click on Scheduled Claims and see a list of claims that will be submitted automatically. This is available when you mark: auto invoice, auto claim creation and submission under Settings- Billing- Edit.

• Expiring authorizations: The user will find insurance authorizations that are about to expire (1 authorized visit is left).

Settings: Under Settings section, the user will see the following to do's (reminders)

• Client Alerts: The user will find the number of clients' alerts, associated with settings, that were entered under the client's chart. (See below Client Alerts)
• Organization Setup: The user will find a reminder about organization set- up. For example, if the admin did not enter the name of organization (private practice), etc. , the reminder about it will show here. 
• Office Location Setup: The user will find reminders about office location setup. For example, if the user did not enter any address of the private practice/office, the user will be notified about it here.

Note: You can disable/enable the above reminders according to your preference. For example, if you do not wish to see any reminders related to billing, you can go to Settings- Internal Reminders and disable these reminders ,etc.

More on Client Alerts: Client alerts can be entered under each client's chart and the user can assign the alert to the above categories : documentation, scheduling, billing. The admin can give permission to different roles on the platform. (See below "Giving internal reminder permissions"). Alerts entered under each chart, can be accessed from the chart but each alert for any client will also pull to TO DO.

Here are instructions on how to enter client alerts under the client's chart:

Step 1: Click on Clients and start typing the client's name in the search clients search bar (in the upper right corner) to open the client's chart.

Step 2: Click on Client Alerts, then on Add Alert.

Step 3: At the pop up box, enter the description, e.g." Needs new insurance card"

Step 4:  Select the category, e.g. Billing.

Step 5: Start typing the name of the recipient - a person who should act on this alert. For example, if you are a biller and you want the therapist to obtain a new insurance card from the client, start typing the name of this therapist- the full name will pull- click on it. You can also assign the alert to yourself as well.

Step 6: Click on Save Changes.

Note: All users, who have permission and are assigned to this client will see client alerts under the chart and also under TO DO. Once the user completes this alert, the user can click on the red delete button to delete the alert.

How to give permissions to internal reminders (to do's):

Step 1: Click on Settings. (Admin is the only one who can give/take away permissions)

Step 2: Click on Internal Reminders.

Step 3: The list of internal reminders with associated category will pull (e.g. Meeting Approvals- Scheduling Category).

Step 4: Click on the the green edit button and at the pop up box, mark in blue who has permission to access this reminder/alert. For example, mark in blue admin, therapist, scheduler. If you see a grey out button next to the role, it means that this role cannot be granted this permission due to the role. For example, the therapist will be grayed out if the admin sets billing internal reminder as the therapist in this role does not have access to billing feature. However if you wish the therapist to have permission to Client Alerts associated with billing  you can give therapist this permission. This comes handy, when  the admin or biller wants to alert the therapist about any billing issue e.g. missing insurance card. etc. 

Step 5: Click on Save Changes.

Related Articles:

How to Turn off To Dos (Alerts)