Notenetic Implementation Steps

Welcome to Notenetic! We're excited to partner with you to streamline and optimize your daily work. This guide outlines the key steps in our implementation process to help you get started effectively.

Step 1: Verify Sites and Services

Best Practices:
- Use Google Chrome (recommended).
- Clear your cookies before starting.
- Ensure you have a list of MCOs/insurance you are credentialed with and the services you’re approved to render.
Action Items:
- Organize an Implementation Team and share the contact information of the team lead with your Implementation Specialist.
- Add Sites: Create sites for physical locations, departments (e.g., Intake, Discharge), or client programs (e.g., IOP, Peer Support).
- Verify Services: Ensure all credentialed CPT/HCPCS codes are listed and active. Add missing services if necessary.
  (Refer to Knowledge Base: How to Create a Service and How to Create Service Rules)

Step 2: Set Up Billing

Complete EDI Enrollment: Work with our EDI Enrollment Specialist to enable insurance claim transactions.
- Email: enrollments@notenetic.com
Additional Steps:
- Set up accounts with Availity and Payspan for electronic claims, remittance, and payments.
- Ensure your Billing Profile includes:
  - Company NPI
  - Taxonomy
  - Tax ID
  - Full nine-digit ZIP code (e.g., 54455-6789).

Step 3: Organizational Settings

- Review and Update Company Details
  - Once you receive your Notenetic login credentials, go to More > Settings > Company Details.
  - Ensure your organization’s information is accurate and complete, including:
    - Company NPI
    - Taxonomy
    - Tax ID
    - Full nine-digit ZIP Code (e.g., 54455-6789). Use the USPS ZIP Code Lookup if you’re unsure of your company’s complete ZIP Code.
  - Review all settings to ensure they align with your company’s preferences.
- Upload Your Company Logo
  - Follow the instructions located to the right of the Company Details section to upload or update your company’s logo.
    (Refer to the Knowledge Base for detailed instructions: How to Review Your Company Details & Add Your Company Logo.)
- Add Referral Contacts
  - Go to Settings > Referring Provider or Referring Source to enter information for all referral contacts. This ensures a complete and accurate record for tracking referrals.

Step 4: Add Staff

Properly assigning roles and configuring staff settings ensures efficient workflows and compliance. Follow these steps to configure staff members:

Assign Roles and Permissions
- Assign roles and permissions based on staff responsibilities.
  (Refer to Knowledge Base: Understanding Roles)
Key Details to Configure for Each Staff Member
1. Caseload:
  - Assign clients only as needed.
  - Do not assign caseloads to Super Admins.
2. Site Access:
  - Limit access to only the sites necessary for the staff member’s role.
    (Refer to Knowledge Base: Assigning Sites to Staff)
3. Services:
  - Assign services the staff member is credentialed to provide.
    (Refer to Knowledge Base: Assign Service to Staff)
4. Position and Credentials:
  - Add the staff member’s credentials, including start and end dates.
5. Billing Profile:
  - Enter rendering NPI and Taxonomy, even for unlicensed staff members.
    (Refer to Knowledge Base: Staff Settings)

Step 5: Add Clients

Add Clients:
- Clients can be added:
  - Manually.
  - Using the Client Import Tool in More> Settings.
- (Refer to Knowledge Base: Client FAQ)
Minimum Information to Configure:
Once a client is created, ensure the following are set up:
- Client Demographics:
  - Enter all information exactly as it appears with the client’s insurance records.
  - Ensure Address Line 1, phone number, and all other fields match insurance details.
  - Avoid abbreviations or symbols in the client’s name, policy/member number, or address (e.g., use "Drive" instead of "Dr.").
  - If the client’s name includes an accent, use the (`) key located below the Esc key, not the single quotation mark (\’).
- Insurance:
  - Enter insurance information in the Insurance Page.
  - Avoid using symbols in member or policy numbers (e.g., no dashes -).
  - For secondary insurance:
    - Uncheck the Primary checkbox.
    - Ensure the Start Date for secondary insurance is after the Primary Start Date.
- Site:
  - Assign clients to a site.
  - Clients can be assigned to multiple sites using the Edit feature on the client’s profile page.
  - (Refer to Knowledge Base: How to Assign a Site to a Client)
- Services:
  - Assign only services the client is eligible to receive.
- Authorizations:
  - Set up service authorizations for the client.
  - (Refer to Knowledge Base: How to Create a Service Authorization)
- Client Goals:
  - Add treatment goals to the client’s profile.
  - (Refer to Knowledge Base: How to Create a Treatment Plan)
- Diagnosis/Problem:
  - Add the client’s diagnosis and set it to Primary.
  - (Refer to Knowledge Base: How to Add a Diagnosis and Set it to Primary)
- Caseload:
  - Assign the client to a staff member’s caseload.

Step 6: Document Template Settings

Customize document templates to suit your clinic's workflow.
(Refer to Knowledge Base: Understanding Document Template Settings)

Step 7: Clinic Document Settings

Configure preventive measures and permissions to ensure compliance.
(Refer to Knowledge Base: Clinic Document Settings)

Essential Assignment of Additional Tasks

Attend all required Notenetic training sessions.
Document any questions or roadblocks and share them with the Implementation Lead.
Complete all tasks in the Implementation Guide, signed by the Implementation Lead.
Assign all tasks in the Implementation Checklist, to appropriate staff. Please send a signed copy back to the Implementation Lead upon completion to confirm the Notenetic onboarding process.

Note: For further assistance, explore the Notenetic Knowledge Base or reach out to your Implementation Specialist.