07 How to Create a Basic Client Record

Navigate to Clients Desktop

Helpful Hints: The client's first and last name should match exactly to the insurance card. If not, billing claims will be denied.

The client code can either be system generated or it can be keyed. It is used to search for clients other than by name. This is often the record number assigned by the authorizing agency. If you do not have assigned numbers, then you may setup the system to auto-assign by going to Configure→List Configuration→Clients→Rules.
Cost Center is a critical field for reporting purposes. Cost centers typically represent physical locations but can be set up in any meaningful way to distinguish clients from one another. Every report in the system can be run by cost center. Cost center assignments are critical to user account setup, as you can control which cost center(s) any user has access to for client and/or employee info. Cost centers are setup at Configure→List Configuration→Global.
If a supervisor’s name does not appear in the Supervisor drop-down, the corresponding employee’s job title may not allow them to act as a supervisor. Set this up by going to Configure → List Configuration → Employees → Job Titles.

Enter any other important demographic information. All drop-down fields are configured in Configure → List Configuration → Clients.

To add the client’s insurance record, click on the Insurance tab in the General section of the client record.
Click on Add Insurance.
Enter the required information of funding source, funding ID and funding payer.
If the client has secondary insurance, add another record.
Click Save

To add the primary diagnosis (required for billing), click on the Medical section of the client record.
Click on the DSM5 tab.
Click on
Enter the diagnosis code by either choosing the ICD-10 or by entering in the DSM5 Domain through Disorder.

Helpful Hint: Be sure to check “Primary” to indicate the primary diagnosis. Designating the primary is critical for successful billing.