Notenetic Self Guided Implementation Steps – Notenetic, LLC

This self-serve guide walks you through setting up your Notenetic system—step by step—for client management, billing, and documentation.

✅ What You’ll Need

A clinic lead or team member familiar with your billing and staffing setup
A list of your credentialed services and payers (MCOs/insurance)
Staff credentials, NPI/Taxonomy (if applicable)
Your clinic’s full billing details

💡 For best results: Use Google Chrome, clear your cookies before starting, and work from an up-to-date list of services and payers.

📍 Where to Go

All setup steps are done directly inside Notenetic under the More, Billing, Staff, or Clients menus. Each section below includes the navigation path and links to detailed help articles.

✅ Step 1: Set Up Sites & Services

Navigation: More > Sites and More > Services

Add your clinic’s locations, departments, or programs
Add all credentialed services (CPT/HCPCS codes)
If needed, set Service Rules to define min/max usage per service

📘 See: [How to Create a Service] | [How to Create Service Rules]

Outcome: Sites and services are structured to match your clinic’s real-world setup.

✅ Step 2: Review Company Details

Navigation: More > Settings > Company Details

Double-check billing, address, and contact info
Add your Company NPI, Tax ID, Taxonomy
Upload your clinic logo from the right-hand panel

📘 See: [How to Review Company Details & Add Your Logo]

Outcome: Your organization info is correctly reflected on all documentation and claims.

✅ Step 3: Configure Billing Profile

Navigation: Billing > Billing Profiles

Add your Company NPI, Taxonomy, and Tax ID
Assign related Sites, Services, and Payers
Register with clearinghouses like Availity and Payspan for EDI file exchange and EFT payments

📘 See: [Setting Up Your Billing Profile]

Outcome: Your billing profile is ready for accurate claims submission and remittance processing.

✅ Step 4: Add & Assign Staff

Navigation: Staff > Add Staff

Add each staff member individually
Assign the appropriate role (billing, clinical, admin, etc.)
Restrict or expand site access as needed
Assign only credentialed services per staff role
If applicable, set up their billing profile and pay rates

📘 See: [Understanding Roles] | [Assign Sites to Staff] | [Assign Services to Staff] | [Staff Settings Overview] | [Staff Billing Profile]

Outcome: Each staff member is configured with proper access, permissions, and services.

✅ Step 5: Add Clients & Insurance

Navigation: Clients > Add Client or More > Settings > Client Import Tool

Add clients manually or in bulk
Enter complete demographics exactly as they appear on insurance
Add insurance details (no dashes or symbols in member IDs)
Assign the client to a site and eligible services
Add a diagnosis, create goals, and set up authorizations

Outcome: Clients are ready for scheduling, documentation, and billing.

✅ Step 6: Customize Document Templates

Navigation: More > Document Templates and More > Settings > Document Settings

Configure individual document templates to match your clinical and billing needs
Adjust clinic-wide document rules, such as compliance checks or submission options

📘 See: [Understanding Document Template Settings] | [Clinic Document Settings]

Outcome: Your documentation workflows will match your clinic’s process and payer requirements.

✅ Step 7: Set Up Compliance Requirements

Navigation: More > Settings > Compliance

A Compliance Item ensures specific client requirements—such as documents, services, payers, sites, and age criteria—are met before allowing further actions like document submission or service delivery.

Create rules like:
- “Treatment Plan must be submitted before a Progress Note”
- “Assessment must be submitted before billing is allowed”
- “Humana clients require an intake before services can be rendered”
Use the “Compliance Consideration Date” to apply rules only to new clients

📘 See: [Compliance Settings Overview]

Outcome: Clinical and billing workflows remain accurate, timely, and payer-compliant.

✅ Setup Completion Checklist

Use this checklist to confirm you're fully configured:

Sites and services created
Company details and logo added
Billing profile completed
Staff added, assigned roles, services, and sites
Clients added with insurance, diagnosis, goals, and authorizations
Document templates reviewed and updated
Compliance rules set up

🗓️ Weekly Live Training: Need More Help?

Join our Notenetic Administrators Webinar implementation training every Friday.
To register, go to your Dashboard and click Training (Next 90 Days).

🎉 You’re All Set!

You’ve completed the essential setup to begin using Notenetic. If you need support:

Search the Knowledge Base
Watch tutorial videos
Join live group trainings

Your success is our priority—thank you for choosing Notenetic. Let’s build something great together.