Your next steps from signing your agreement to going live.
In this guide
Contact support: support@theralytics.net · (866) 710-3590 · Live chat at www.theralytics.net
After your demo, you are three steps from going live. This guide explains what to do next and what to expect during onboarding, so you know what is coming at each stage.
Where you are now
The path to going live has three steps: sign your agreement, book your first onboarding session, and complete a short series of live sessions with our onboarding team. Most of the work is scheduling and gathering a few items ahead of time.
- Sign your agreement. If you haven't yet, contact our team to finalize your contract.
- Book your first onboarding session. We set this up with you when you sign. You'll have the option of going through a guided onboarding with one of our representatives, or doing a Self Onboarding on your own.
- Complete your onboarding sessions. Each one is recorded, and each ends with an email that has the recording, help articles, and a link to book the next session.
Sign your agreement and book onboarding
Our team will contact you to sign your contract and schedule your first onboarding session.
When we reach out, tell us three things so we can plan the right sessions for you:
- Which products you will use: Practice Management (scheduling, payers, billing), Data Collection, or both. The option you select will determine which onboardings you need to do.
- Whether you will bill claims yourself with your own billing staff through a clearinghouse such as Claim MD or Office Ally, or use Theralytics billing services.
- Who at your agency should attend (owners, BCBAs, billing staff, administrators).
Your onboarding path
Onboarding runs in a fixed order of live sessions, and which ones you attend depends on the products you use (Practice Management, Data Collection, and Billling Services) and how you bill. Data Collection only agencies finish in fewer sessions. Agencies using Practice Management and billing electronically typically have the longest path.
| Session | Who attends | What we cover | What to have ready |
|---|---|---|---|
| Kickoff | Everyone | Creating users, adding clients, user roles and permissions, parent portal setup | Your signed agreement. Practice Management agencies also receive an initial onboarding document. |
| Billing introduction | Only for agencies using Theralytics billing services | Our billing team's role and responsibilities, your billing preferences, your claims process | Book this before your next onboarding session. |
| Data Collection | Data Collection and BCBA start-up agencies | Curriculum library, prompt codes, goals and targets for each client program, behaviors for reduction | The staff who will collect data. You can invite them once you pick a time. |
| Payer Setup | Practice Management agencies | Service codes, payers, payer service codes and activities, appointment types, rendering sessions, clock in and out | Your fee schedule, either your own master fee schedule or one from a payer. |
| Live claim submission | Practice Management agencies | Submitting your first live claims | Scheduled and completed sessions, so claims exist to bill. If you bill electronically, your clearinghouse setup and ERA enrollment must be done. |
| Apply payments | Practice Management agencies | Applying payments and reviewing payment postings from ERAs synced from your clearinghouse | Claims already submitted. |
After a session ends, you receive an email with the next booking link, so you never need to track the sequence yourself.
Get ready before your sessions
The clearinghouse setup takes the longest, so start it as soon as you sign.
- Create a clearinghouse account (if you bill electronically through Theralytics). Send us your SFTP account information, either from your Claim MD portal or by requesting it from Office Ally at support@officeally.com. Steps are in your initial onboarding document.
- Start your ERA enrollments. This is what brings payer responses back into Theralytics.
- Gather your fee schedule. You need it before the Practice Management setup session. Your own master fee schedule or one from a payer both work.
- Add the user roles your agency needs after your kickoff session.
- Complete your payer profiles: payer information, payer service codes, and payer activities.
- Schedule and complete sessions so claims are ready to bill before your live claim submission session.
What to expect in each session
Every session is live with your onboarding specialist and recorded. Afterward you get an email with four things:
- A link to that day's recording.
- Help articles for the topics we covered, such as Creating Users, Adding Clients, Adding Payers, and Rendering a Session.
- A link to book your next session.
- Reminders for anything still open, such as your clearinghouse setup.
Between sessions, work through the reminders and ask us questions as they come up.
Completing all your sessions matters: agencies that skip them often miss time-saving features such as automated workflows and reporting, and their users struggle to find key tools. If you stall, we will check in and can rebook any session you missed.
After onboarding
Your last official onboarding meeting ends with everything you need to run on your own, and our support team stays available afterward.
- Recordings in one place. You receive a link to every onboarding and training recording we made for your agency.
- Staff training. Your team can book their own sessions at a time that suits them. They should say they are from your agency when scheduling. A 30-minute session suits RBTs. A 60-minute session suits mid-level roles, administrators, and BCBAs (Note, Staff Training can happen at any time during or even before you start onboarding so let your Onboarding Coordinator know as soon as you would like to set this up)
- Help articles. Our support article library covers specific topics, from curriculum setup to submitting corrected claims.
- A short survey. We send a quick onboarding feedback survey, and we check in 5 to 7 days after your last session to see how things are going.
Contact us
Reach the support team by email, phone, or live chat at any point, before or after you sign.
| Need | How to reach us |
|---|---|
| Questions about setup, users, clients, or the system | support@theralytics.net, (866) 710-3590, or live chat at www.theralytics.net |
| Questions about billing services | billing@theralytics.net |
| Contract and scheduling your first session | Your onboarding coordinator will reach out regarding this |
| SFTP account information from Office Ally | support@officeally.com |
We look forward to getting you started.
support@theralytics.net · (866) 710-3590
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