How To's
How to Locate and Turn on the Scanner
In the back office, next to the desktop, there is a black scanner
Open the paperholder at the bottom, and press scan to turn it on (the whole block next to "scan" should light up blue)
Turn on the desktop - passkey is 6570
Once you start scanning, it will automatically open the drop box to upload to
How to Scan
Make sure the blue button is lit up next to "scan"
Make sure all papers are aligned
Stacks should be no thicker than the size of your pinky - Anything more will jam the scanner and now you're in trouble…
MAKE SURE THERE ARE NO STAPLES
Place the stack of papers FACING AWAY, right side up in the top portion of scanner - Hit scan
Once scanned through, a pop up will come onto the computer screen asking if you would like to continue scanning or if you are finished scanning - If you have more that stack that did not fit in the initial scan, click continue scanning and finish the stack, repeat until stack is fully scanned
Once all papers are scanned, hit finish scanning
If you have more that stack that did not fit in the initial scan, click continue scanning and finish the stack, repeat until stack is fully scanned
Another screen will pop up
The title will be highlighted blue, delete the automatic title and add in the new one
Hit save and it should automatically open and save to the dropbox
If Silvio needs anything scanned
Ask what he wants it names (ALWAYS ADD THE CURRENT DATE) - Refer to the How to Scan section
How to Scan Daily Notes
In the back office, underneath the black left printer, there is a file cabinet
Open the top drawer, there should be a stack of daily chiro notes to scan
Each stack should have two sections separated by paperclips
The first section should be all of the daily sheets used that day (date on top right)
Remove the paperclip and set the other section (massage SOAPs aside)
Place this section on the black scanner in back (refer to the how to scan section)
Once scanned through, title it "BHAM CHIRO daily" and the date (XX/XX/XXXX)
Hit save, and it will automatically save it to the drop box - You can now put this section on the shredding machine
The second section in each stack of papers should be the massage SOAP notes
Remove the paperclip and place this section on the black scanner in back (refer to the how to scan section)
Once scanned through, title it "MASSAGE SOAP notes" and the date (XX/XX/XXXX)
Hit save, and it will automatically save it to the drop box - You can now put this section on the shredding machine
How to Scan EOB's
Locate the stack of EOB's
Normally sitting on the scanner - it will look like a stack of mail
Locate the paper cutter (black square box in the compartments under the back office desktop)
Open all envelopes, keeping them in the same order as they originally were in
Once all envelopes are opened - take each EOB out and stack them, keeping the original order
Go through and remove all staples DOUBLE CHECK EACH PAGE - staples will break the scanner!
In sections, start scanning the stacks until you get through all of them - refer to the how to scan section
Once all EOB's have been scanned, hit finish scanning on the computer
Title the papers scanned the following: BeWell EOB's XX/XX/XXXX (current date)
Now go back through all the EOB's
Detach all of the checks then *go back and double check* that all checks have been taken out of the rest of the EOB's
Paperclip the checks together, leave them on top of the scanned EOB's, wait for Silvio's instruction
How to use Collect for payments and tip in Stripe
Used for card tips and HSA/FSA payments
Open up the "Collect" app on the big ipad
Put in the amount that is getting charged
For the description: Patients first/last, service/reason for payment, staff they were treated by
FOR MANUAL CARD ENTRY
After amount and description put in - click grey continue button
Choose tip amount (if needed)
Click green "manual input" button
Add card numbers, expiration date, CVV and Zipcode and Click the blue "pay" button
Make sure to hit "confirm" the payment
If customer wants receipt: click "email receipt" and put address in
FOR HANDHELD PAYMENT
After amount is entered click the three lines at the top right corner
It'll pull up a sidebar menu - look for "Connect Card Reader"
Click that, and click "Internet: WisePOS E, S700" to connect the handheld
Then go back to the home screen with the payment
Click the grey continue button
Payment will pop up on the handheld - add tip if needed
Take payment and make sure to hit "confirm payment" button on ipad
If customer wants receipt: click "email receipt" and put address in
IF PAYMENT IS FOR A TIP (massage or nurse)
In description make sure to write who the tip is for, who the tip is from and what the tip is for
Put in a $1 charge, and add the tip amount once the proper screen for tips pops up
Confirm total charge ($1.00 plus tip) and run payment
Take payment and make sure to hit "confirm payment" button on ipad
If customer wants receipt: click "email receipt" and put address in
AT THE END OF THE DAY: print out ALL collect charges/receipts and add to daily sheets folder
Screen shot: crop to only that day's charges: print
Chiro Multibookings
FOR EVERY DAY 2 CHIRO PATIENT
Silvio will write a care plan on the scratch sheet, in the respected patients notes
Add this care plan to patients file on Square and Salesforce (this is how often Sil wants them in)
Book the patient out per care plan (always get the first week booked: book further out if patients wants)
Make sure to note once certain parts of bookings have already been scheduled
Booking/Rebooking UWM patients
Every Tuesday and Thursday, Silvio will bring a sign in sheet of UWM patients
It will show the South and North patients, along with when Silvio would like them back
Patients will be marked with bookings and buildings on the sign in sheet
Go through the sign in sheet, and book out each patient that is on there, per Silvio's request
When picking a time - make sure they are in the same building as they were when they came in. Also add verify the time is the same time they normally come in
Make the appt time around a similar time that their previous appts are for
Send the automated booking text for a booking reminder when saving appt
Go through the calendar schedule to see who missed their appt
Once everyone on the sign in sheet has been booked out
Send each missed appt the scripted message (found in google keeps or text templates)
Move their appt over to the next UWM day (Tues/Thurs) for the same time
Send the automated booking text for a booking reminder when saving appt
Booking Consultations
If patient is inquiring about a service(s) - set them up for consultation
Be clear about price to patient. Use the following text template
"I can get you booked for a peptide consultation and get the paperwork sent over to you as well! The consultation runs $50, the nurse and doc will be going over the paperwork with you, along with creating a treatment plan for you to follow!! Let me know what day would work best to get you on schedule!"
Book them on either the Nurse or Silvio's schedule (SEE BELOW)
Add "consultation" for services when booking
IN THE NOTES SECTION OF THE APPT: make sure to add what service they are consulting for
Make sure if patient is inquiring about blood labs or IV's that you book them out for a day that the nurse is here
SERVICES THE NURSE CAN CONSULT FOR:
• IV bags
• Vitamin shots
• Blood labs (with Silvio)
• Peptide therapy (with Silvio)
SERVICES SILVIO CONSULTS FOR:
• Blood labs
• Peptide therapy
• Total transformation
• BioSync
• Chiro
• Colon
Booking Blood Labs
If patient is asking about blood labs, send following information:
For our blood labs we have tons of different types - the way it would work consists of the following:
Step 1: We would send our BioSync paperwork over to you (this basically will tell us what you are interested in knowing, what you want to get tested, certain problems that may be happening etc)
Step 2: The doc will then look over everything once submitted, and see which areas are most important/prominent to be testing
Step 3: Once the paperwork has been reviewed - we will have you come in and get a consultation with our Nurse (and Silvio), to make sure everyone is on the same page with what is being tested, and to go over any questions you may have
Step 4: We can then get you set up with the nurse (normally same day as consultation) so she can draw your blood
Step 5: Once we send out the test, and get the results back, we will have you come in for a follow up appt to go over your results and findings
Step 6: After we get all of that out of the way, you can either choose to stop here or continue on to know more about our total transformation program, which will allow you to receive a full treatment plan, dietary restrictions and lists, recommended services/supplements, workout schedules and so much more!!
Send BioSync email to their email address
Let the patient know to fill it out truthfully and to the fullest extent so we have clear info for service
Alert Silvio that someone will be doing the blood lab, and that paperwork was sent out
Once paperwork has been submitted - notify Silvio so he can start the blood lab process
Get patient booked for a consultation + take payment for consultation
Try to book patient on a day that the Nurse is in, so they can get the consultation and lab on the same day (CONFIRM WITH NURSE BEFORE BOOKING)
If patient asks about insurance usage for labs
Unfortunately since we recently introduced the labs at the beginning of the year, it is not eligible for insurance, but we can take HSA and FSA cards for payment! The pricing can also range from $200-$1000 depending on how extensive of a test you would like - in the consultation, Silvio will make sure to go over all pricing with you for full transparency!
How to put a patient into WebPT
Make sure patient filled out the paperwork from Salesforce
If the ID and insurance card were not uploaded, make sure to ask them for it and take a copy (keep for later)
Open WebPT from the favorited bookmarks
It should automatically let you login under PeytonSamons
If it gives you an error saying someone is already logged in, click "yes oust them"
Once the homepage loads in, look to the left and find where it says "patient manager"
Click add patient
In the "Patient Info" section:
Fill out the top with their prefix (Mr or Mrs), first and last name, birthday, and gender
In the "Addresses" section (underneath Patient Info):
Hit add address (it should be underlined)
Fill out address provided by the patient
In the Insurance section:
Add the insurance provided by the patient
Verify if insurance is through their job (PPO) or just regular health insurance
Add the subscriber (member) ID and the group number (should be provided on the insurance card)
Verify who the guarantor is - if they are not the guarantor, MAKE SURE TO GET THE GUARANTOR'S INFORMATION TO ADD INTO THE FILE (birthday, address, phone number)
In the Case section:
Click add case
Fill out each section that says REQUIRED
Title the case the abbreviation for whichever insurance they have and the current FULL date
BCBS - blue cross blue shield, UHC - united health care etc.. (XX/XX/XXXX)
If they have two insurances - find out which is primary and which is secondary
Should say "supplementary" on back of card for secondary - If still not sure - ask Silvio
Click the drop down arrow next to PRIMARY INSURANCE, the insurance you added should be the only option (if they have a secondary insurance, click the drop down arrow next to secondary and add it there)
Related Cause:
The related cause is always "None of the above" unless they are an Auto accident WITH A CLAIM
Make sure to specify if they were at fault of the accident or not
Make sure to get auto information if they are making a claim:
• Auto insurance they are using
• Claim number
• Attorney name and number
• Adjustor name and number
If they are an Auto case - add both their primary insurance and their Auto insurance
Label the case "Auto XX/XX/XXXX"
Make the auto insurance their secondary
The "Referring Physician" is always "Direct Access" unless the patient specifies otherwise
The doctor who referred them should be in the intake forms, if not ask the patient
The assigned therapist will always be Dr. Silvio Cozzetto
Click OK to save the case
In the "Contact Info" Tab:
Click add contact
The phone number option should pop up
MAKE SURE YOU CHANGE THE PHONE TYPE TO MOBILE
Click OK to save
Click add contact again
Change the contact type to EMAIL
Add patient's email and click OK to save
Scroll to the bottom and hit "Save and Verify Benefits"
After saving patient info:
A new screen will pop up
Leave the insurance as is
Change the discipline to "Pt & Chiro"
Hit "Use Group NPI" under therapist
Then hit Save and Verify Benefits
Document Scanning (EDOC):
Once the Patient file pops up - locate where it says "EDOC" click it and a new screen will appear
Hit quick scan, another screen will pop up
Where it says scanner, click the drop down and select the printer with a 6 in it
Where it says name of document, label as follows:
• Patient First and Last name
• Type of document (insurance card/ID card or both)
• Current date
Ex: Silvio Cozzetto insurance card and ID XX/XX/XXXX
Put the papers on the left white scanner in the back - the top section, wait for the ding
Back on the computer - Click scan
Once it scans through - Change the document type to whatever you are scanning into the file
If there are two documents that were scanned at once (like the insurance card and driver's license) - Pick insurance card for the document type
Make sure that you are saving to the correct case
It should say "assigned case"
It should match with the case you just made with their insurance
Then hit save document
It should give you a confirmation in red saying it has been successfully saved
You can now click the "WebPT" logo in the top left hand corner to save the file
You have now put someone into WebPT! 🎉