Theralytics Masters Guide

Appointment Types- Appointment Types are used to schedule service codes. Please follow the instructions below to add the appointment type.

1. Click the Add Appointment button to start the process.

2. The appointment name is how this appointment will appear on the schedule. 

3. The default duration can be set as needed (usually 15 minutes).

4. The color option lets you choose which color the appointment will appear on the schedule. This can be updated at a later time and any existing appointments will automatically update with the new appointment color.

5. Font color will change the color of the font. You will want to make sure you select a darker font if you choose a lighter color for the appointment type.

6. Select Therapy will let you assign a Therapy type for any of the appointments that you create. For more information on Therapy Types, please click here. 

7. You can select which user roles will have access to this appointment type to view and to schedule. Admin users will always have access to all appointment types. Leave this area blank if you would like all users to have access.

8. Additional information can be included in the Description area. This info will not appear on the schedule or affect the billing process.

9. Additional appointment options can be reviewed below.

   1. Billable - This identifies that this appointment is billable to a funding source.

   2. Client Required - A client will be required when scheduling an appointment.

   3. Include in RBT Supervision Report - Any appointment type that needs to be applied to a supervision report will need to have this option checked in order to track RBT Supervision. For example, an appointment type listed as Direct Behavior Therapy by RBT would require to have this box checked.

   4. Allow Overlapping - Please see the description listed in Theralytics.  

Service Codes - Service codes (or CPT codes) can be added here. You will need to enter a default set of rates, along with any modifiers that you will be using. You will need the codes + modifiers added here before they can be applied to each payer (who may have different pay rates).

1. When adding service codes, the Service Code is where the actual service code will go (ex. a "9" code). This area is relevant to the billing process so only the billing code will go here.

2. The rounding rule determines what counts as a billable unit for that code.

3. The unit duration determines how long a unit is. 

4. Unit Type can be set between Hour, Minute, or Per Session.

5. The Rate per Unit determines the billable rate per unit that you have selected.This will be the default rate for the Service code, however you will be able to differentiate between different rates when you create a Payer Profile.

6. Please make sure to add any and all modifiers that you will be billing with this code for all payers. You will be able to assign modifiers to certain payers when setting up a payer profile, however any modifier that you use will need to be entered here for that service code first.

7. The description allows for information to be added about the code being utilized. This information is not sent during the billing process.

8. If you are billing this claim electronically, please click the corresponding checkbox. In order to use the authorization tracking option you will need to click the checkbox for Required Authorization as well.

Custom Fields - Custom fields can be used to track any information that may not fall under the available fields on the staff or client info. For example if you would like to track Allergies for clients or staff, a custom field can be added. Within the system you’re also able to export a Custom Fields Report in multiple file formats.

1. To create a custom field, you will just need to decide the field name, and if it applies to only clients, only staff, or both.

2. Once created, you will see the option to fill out your custom field under the Custom Field tab when editing clients or staff.

3. For clients, the custom field information will also appear on their Profile Summary.

Manage Tags - Tags can be created and linked to clients, staff, or both. As an option tags can be used to filter and group your clients and staff. For example, a tag can be used for clients that need to be waitlisted.

1. To create a tag select the add tag icon.

2. The tag name will be how your tag appears.

3. You can link the tag to only clients, only staff, or both.

4. The color and font color will determine how the tag appears on the staff or client profile.

5. Any extra information about the tag can be included in the Description area.

Location - The facility information such as the NPI, TIN, and more are entered with an option to add as many additional locations as needed.

1. Under the General Office information, the Tax ID will be the ID sent on your claims (this corresponds to box 25 on the 1500 form)

2.   The start time and end time will determine the window that you see on your schedule for the earliest and latest times you can schedule appointments.

3. Location name will be the internal name that is displayed when selecting this location within your database. This name will not affect any part of the billing process.

4. The description is your own internal note regarding this location and will also not affect billing.

5. The Facility Service Location Information and the Billing provider information correspond to boxes 32 and 33. Please refer to the description for each section for more information.

Diagnosis Codes - Add as many diagnosis codes as needed with the ability to assign multiple diagnosis codes in the client profile section.

1. To add a diagnosis code you will need to specify the code and its description.

2. We recommend choosing a description that you and your staff are familiar with. The description will not affect billing your claims.

User Roles - When creating user roles there are no restrictions on the number and type that can be added. Each role is individualized with the capability to assign different permissions.

1. To create a new user role you will just need to specify the role name and decide if it will be an admin role or not. Marking a role as an admin role means non-admin users will not be able to see or assign that role to themselves or other users.

2. To assign role permissions, you can select the yellow icon to the right of your role.

Insurance Types - Listed are several insurance types that can be accessed. The insurance type is the information that appears in box 1 on the CMS 1500 form.

Rounding Rules - By default, Theralytics will have the Rule for 30 min, 1 Minute Rounding, Hour Rule, Per Session Rule, and 15 Minute Rule. 

Security Questions - Add or edit the security questions that Theralytics asks users when they sign in.

1. You will need to make sure that at least one security question is active, otherwise users will not be able to sign in.

2. To add a new security question, enter the question and then mark it as active.

3. Security question answers can be reset by locking and unlocking a user’s account.

Role Permission - Make changes to the level of access for each User Role. If your users are having issues accessing certain areas in the database, you can check which permissions they have enabled or disabled.

1. Please click here to view a sample role permission setup for a BCBA and RBT.

2. As new features are added to Theralytics, you will want to check the role permissions to make sure that users have access to what they need.

Manage Therapies - Add in additional Therapies (disciplines) for you to assign clients to. For example, if you have Speech or Occupational Therapy clients, you will want to make sure that you have added either one here.

1. Added therapies can be selected when creating client profiles to indicate what they are being seen for.

2. Therapies are also specified when creating appointment types.

Manage Therapy Rooms - You can create and manage Therapy Rooms. Track and manage rooms or equipment as you schedule appointments. The rooms can be selected while scheduling and the system will alert you if a room or equipment is in use.

1. To create a room you will just need to specify the room name, a brief description, and then the capacity.

2. These rooms will then be available to select on the schedule when you are creating appointments.

Client Document Types - Add the different document types that you will be uploading for your clients. 

1. For adding a new client document type, you will just need to enter the name.

2. That document type will then be selectable when uploading new documents for your clients.

Staff Document Types - Add the document types that you will be uploading for your staff. You can also decide if you would like to require any of the document types before sessions can be scheduled for a staff member.

1. Staff documents have the additional option to make them required for certain user roles and/or certain payors.