Kareo Practice Management Implementation
Contents
1. F Copyright 2015 Kareo Inc All rights reserved Updated July 2015 Table of Contents First Se 6 L oo ccp eae cass E E esau seep E E S EES 2 ATES Url I E rn A tt Sat n rouse dency etc sl nates eu eed acaba act A EENE SR JAB S na LOGO OI NOANA OAE 2 kareo lmplementation Checklist issaraen iar r R cee n r R r R r Rk 3 Data Import MigratiON isi caiicoososissseisosiestoostitotisstiosiitniioaliabitolilabilatitalilsditsi aniiandiint ani intkini naii at kniinniint nniinniinni aniianiiiniitaniliniinntinnii an nninin 4 GEL ES o PONITINI PATPAT EAEAN ENNIENNI IAIA ISIAN IIINE IINITAN IIIENA IAEE 5 j 121419 272 82 61 6280 N asierea usiessa ia Eia niie aAA Neina E AAA Na E GAA aR E AA Ne AEA NSE E AR RRE NRE E EEA 5 Atend aE taea E NS cacieccecersasincaves stasnensteduvnate VS AUR Un NENN esa EE ENERE EER EGEE ENEE E eeen OV SONA NU RENER Aa V N EE RERE aE EAEEREN eaa 6 Enroll in Electronic Services aaaaaaaa nnnanannonnannonntudtoseannsn tnnost Xlt s s ssn t nsn tinnnntnnnnnttnnnnninnnnntnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnunnnns 7 23 B o CCC P A 8 BES Te 2 2ik 0 p AE EIA SS N AE EEA IN NE T S RN 9 Set Uplnsurance Companies and Plans sssaaa aieea aas iaai stn RR RRR A 10 CLUP CORTA TE EOE r e r r TAE E E AAE E ee eee 14 E AAE E EAA EEA l I TT AEA E EAER 16 SSTP USOS ooreen EES EES EEE E EE E E A S 17 CON E a CU NY PO 80 22 RR S S EE ERE E O EE E E EEEE E E E EN A E E2. Edit Insurance Company Blue Cross Blue Shield 1792 Oo TI ax Ext Implementation Guide for Company Administrators 12 Set Up Insurance Plans P Toset up insurance plans 1 Click Settings gt Insurance gt Find Insurance Plan Note To avoid duplication a best practice is to first search the insurance database to see if the insurance plan already exists in the system If the insurance plan is not in the system click New at the bottom Enter the information for the insurance plan See below Click Save Insurance Company Click to select the insurance company associated with the plan b Address This field is required to send electronic and paper claims It is the remit to address where claims should be sent Contact for Questions about Claims or Coverage Optional Enter the contact information for this plan if available List Administration This feature is for companies that have one Kareo account but manage multiple practices At the Scope field select if this insurance d plan applies to one or more practices New Insurance Plan e Practice Specific The 5 insurance company is available only to the practice you are logged into i e All Practices The insurance company is available to all i practices associated with the j Kareo account company 5 Implementation Guide for Company Administrators 13 e Created By The system tracks who created the record and will display this info
3. and all windows rin en you have open Open Windows D BEE E Se QRBsasa r 2 9 5 Navigation Practice Home b Menu Bar Contains drop down Shores Pff worktiow menus of commands c Toolbar Icons denoting shortcuts to most commonly used commands d Workflow A visual guide of shortcuts to your office s workflow e Status Message Notes any messages and alerts as they relate to the Kareo application for example updates cel ea k aka BNA or da oe about 5010 compliance bay nae elope ies You have 5 Claims to send You have 4 Rejected claims that need follow up f ToDoList Automatically generated AS Sata st aca te eee by the Kareo system and helps you Meee r S T L J As part of your monthly dosing ocdthities track your work Clickable links take e Bl sna A you to the specific area where youcan Sem Yo should review monthly Reports for omissions or errors Integrated ERR complete that task Kareo Ranked t if g Dashboard Charts Depending on your user role you can switch between the Payment Velocity A R Aging and Income Analysis charts h Key Performance Indicators Help you to monitor key metrics that impact the financial and operational health of a medical practice Implementation Guide for Company Administrators 9 Set Up Insurance Companies and Plans Kareo stores a single database of insurance information for your account If you manage multiple practices within your a
4. D Practice Permissions J These permissions apply to all practices that this user has access to Full aw orasta att Daata Control Accounting 7 F Appointments 7 D D D h Preset Permissions Optional Select ONE pre defined permission set that you can further customize See also New User Role i Account Permissions Applies to all practices on the account Select permissions for each category J Practice Permissions Applies to all practices the user has access to Select permissions for each category Implementation Guide for Company Administrators 18 Configure Security Policies The Security Policy applies to all practices within your account This is important for proper compliance with the patient privacy regulations of the Health Insurance Portability and Accountability Act of 1996 HIPAA The Security Policy allows you to e Define password requirements e Setaccount lockout policies after failed login attempts e Configure application lockout after inactivity e Setcontact information for lockout or password problems Kareo has set up a basic set of defaults that meet the needs of most companies however Me TTI F R I application administrators have the option of changing any of these default settings Pro configure security policy options 1 Click Settings gt Options gt Security Policy Options 2 Select settings e Password Policy Select password requirements e Account Lockout Selec
5. Set up kFax Set Up Users C Set up users and configure security policies O Set up encounter forms procedure macros etc Optional Settings CJ Set up company wide account options CJ Additional training webinars to maximize use of Kareo Next Steps Success with Kareo l l l M C Kareo Blog and industry webinars that help you improve your billing process Implementation Guide for Company Administrators 3 Data Import Migration One of the first things to consider is if you have data from another practice management application that you want to import into Kareo or if you want to migrate data from one Kareo account to another Kareo offers data import migration services for a flat fee Generally you provide us with your data in either a Comma Separated Value CSV or Microsoft Excel XLS file format For more complex data import projects our programmers offer custom data import as a professional service To discuss the requirements of your project and schedule an import or migration contact one of our knowledgeable Customer Support agents at support kareo com or call 1 888 775 2736 If you do not need data import migration move on to the next step Get Started Implementation Guide for Company Administrators 4 Get Started Install the Application Download and Install P To install the application 1 Goto www kareo com support download kareo 2 Review the Setup Instructions and System Requirements 3 Click
6. 19 opona Se Hn 9 0 Saa 20 Next Steps Success with Kareo essesssesseesssooeeesscooeeesssooeeeessoooeeeessoceeeessoceeeeessoeeeeessoceeeessoceeeeesoseseesceoeeeeesooceeeessoceeeeesseeseesesoeeeeeseoceeeeesseeee 21 PPO VEE WAN VS eere E EEN EE EE S EEN E NEE E SEE E EE EE EEE A EE EA EE EE 21 Kareo Blog and Industry Webinars aaananaaaaai ananasasannanananananannananananananaananananananaananananananannananananananaananananananaaaanauananananaananananananaananananananadaanananananaaaananana 21 Implementation Guide for Company Administrators First Steps Welcome to Kareo Practice Management This implementation guide will explain how to get started with the Kareo application It has been written to provide you with an overview of the key concepts you need to know In order to set up your practice s in Kareo An Implementation Checklist is provided on the next page To ensure successful implementation and to maximize your use of Kareo Practice Management we offer a comprehensive training program in both live and self paced formats as well as experienced customer support Visit www kareo com help Training amp Support Resources Live Training Self paced amp Video How To Articles Guides amp Manuals Community Forum Contact Support We recommend attending live training which is offered several times per week Each session takes you step by step through Kareo setup and usage and allows time for ques
7. Download Kareo Now and follow the installation prompts 4 Inorder to log in to the software you will need a user name and password Refer to your Kareo confirmation email or contact Kareo Customer Support Log In with User ID Password P To log in to the application 1 Click Start gt All Programs gt Kareo gt Kareo or locate the Kareo icon on your desktop and double click it 2 2 Onthe Sign In window enter your user name and password refer to your confirmation email 3 Click Sign In If you have not yet set up a practice the New Practice Setup Wizard will automatically launch Implementation Guide for Company Administrators 5 Attend Getting Started Training J L 1 Getting Started Video Course Outline IOA 2 Setting Up Kareo Webinar Pay O Setting Up Kareo Video p Course Outline Implementation Guide for Company Administrators 6 Enroll in Electronic Services A specialized Kareo enrollment expert will work on your behalf to enroll with the clearinghouse and help you complete all necessary paperwork as required by payers for EDI enrollment The enrollment process can take 7 to 30 days depending on the requirements of individual payers Therefore Kareo highly recommends that you begin the enrollment process as soon as possible to avoid any delays in your billing cycle If you have questions regarding enrollment you can contact enrollments kareo com
8. STEP1 Kareo Enrollment Form e Your dedicated Customer Success Coach will work with you during the onboarding process to kick start Assisted Enrollment by completing an electronic Kareo enrollment form This form allows Kareo to gather provider demographics your payer mix and the electronic services you wish to be enrolled in e Once the form is submitted to Kareo we will get you registered with our clearinghouse and enable the payers for electronic services that do not require special enrollment authorization STEP 2 Determine Special Enrollment Authorization e Kareo will determine which payers require special enrollment authorization and then generate and complete any required payer agreements e You will be forwarded the agreements that require signature e Once the agreements are signed and returned to Kareo they are forwarded on to the payers for processing STEP3 Tracking and Final Approval e Kareo will track the enrollment based on the payer s turnaround processing timeframe and follow up with the payer for approval status e Kareo will notify you of the status of the enrollment and when approvals are received Implementation Guide for Company Administrators 7 Set Up a Practice After you download and install the Kareo application the next step is to set up your practice s Setting up a practice is easy using the Practice Setup Wizard The setup wizard will automatically launch when you log into Kareo and have not yet s
9. ake edits to the schedule 4 lf necessary add procedures and fees See next page Implementation Guide for Company Administrators 14 Add Procedures amp Fees Window a Select how you will add fees e Add fees manually Allows you to enter or modify the fee amount for each procedure that you add e Base on Medicare Updates the entire fee schedule based on Medicare rates the Medicare rates are based on your service location b If youselected to base the fees on Medicare rates enter a percentage and select the rates you want to base the fees On Enter procedure codes separated by commas and click Add Base Units This option appears when adding procedures related to anesthesia and supports anesthesia billing Select the default for billing To set the default time increment for the base unit complete the fee schedule and then see section Anesthesia Services e Modifier Optional Select a modifier from the drop down menu f Your Fee Manual entry of fees g Medicare Displays the Medicare rates of the procedure for easy comparison h Todelete a procedure check the box and click Delete selected procedures at the bottom I Click arrows to navigate between multiple pages J Click Continue to complete the fee schedule 5 Finalize the fee schedule or contract e Forcontracts Enter the Effective Start Date and Effective End Date Add Procedures Fees 0 Add fees manually Your Medic
10. are region is Anaheim Santa Ana CA b Use 150 wo 2013 Medicare Rates Enter procedure codes YOU Can enter multiple codes like this 99201 7101 E Add d e i g Code Description Base Units Modifier Your Fee Medicare O ANESTHESIA FOR PROC ad l 000 iz 00100 ON SALIVARY GLANDS dd s 000 O 71010 RADIOLOGIC EXAM 3 J 26 CHEST SINGLE VIEW F a a 952 D 99091 OFFICE OP VISIT NEW Add ls 74 87 una PT 3 KEY COMPONENT w gt Page 1 of 1 E Delete selected procedures 5 l el tae Or Forget these changes Implementation Guide for Company Administrators 15 e Enteranumber in the e Claims No Response Trigger box This is the number of days after which the system will alert you when payments for electronic claims have not been received Kareo recommends 21 days e Enter a number inthe Paper Claims No Response Trigger box This is the number of days after which the system will alert you when payments for paper claims have not been received Kareo recommends 30 days e Forcontracts If the contract supports capitated charges check this box By checking this box all procedures will be treated as covered by the capitated insurance plan e Addthe providers who will be using the fee schedule e Addthe locations that will be using the fee schedule 6 When finished click Save amp Submit P To configure settings for contracts and fees 1 Click Settings gt Cont
11. ccount a master insurance list ensures accuracy eliminates repetitive data and allows for detailed reporting Kareo organizes insurance Information into two lists 1 Insurance Company 2 Insurance Plan The insurance company represents a payer or network Blue Cross Blue Shield Cigna Medicare etc In Kareo the insurance company record stores general insurance company information as well as paper and electronic claim settings Insurance For accounts with multiple practices be sure to review the List Administration settings noted in the next section Company The insurance plan represents a specific benefit plan group or program PPO POS HMO Healthy Families etc governed or administered by the insurance company In Kareo the insurance plan record stores the remit to address which is required for sending paper claims Implementation Guide for Company Administrators 10 Set Up Insurance Companies P To set up insurance companies 1 Click Settings gt Insurance gt Find Insurance Company Note To avoid duplication a best practice is to first search the insurance database to see if the insurance company already exists in the system If the insurance company is not inthe system click New at the bottom On the General tab enter the information for the insurance company See below Click Save or the Paper Claims tab to complete paper claims information a Name Enter insurance company b Add
12. d and verify it by entering it again e Practice s Assign a practice to the user For companies with multiple practices f Link this user to a provider If the user is also a provider select the provider from the drop down menu Note that this action is required when connecting a provider to your Kareo EHR account and cannot be changed the email address for both logins must match User Accounts Account details a Login email suzanne duc com Please use a valid email address Full name c Phone optiona Suzanne Ball 805 456 1234 b _ Grant this user access to the following practices If this user is a provider please make associations with any existing provider records E Practice Link this user to a provider Custom Permissions This user has full access to the application Implementation Guide for Company Administrators 17 g Permissions Select a permission set Administrator User has access to everything Custom Customize permissions see below i Preset User Account Permission Settings BD Administrator C Biter D Biling Manager D Ottice Manager D Provider C Scheduler D Front Omice E Previoushy Authorized Account Permissions i i These permissions apply to all practices under this Kareo account Full Control View Create Edit Delete ee F S fraa Insurance Companies amp Plans D D D D Manage User Accounts P Practice Settings Q D D D D
13. e codes in your database Other Lists You can set up several company wide account lists that apply to managing records in Kareo If you manage multiple practices these lists would be available to all practices Click to view the how to article e Referring Physicians e Employers e Payer Scenarios e Collection Categories Company wide Account Options You can set up company wide options that apply to various features within Kareo and that affect all practices within an account Click to view the how to article e Closing the Books e Encounter Options e Reporting Options e Electronic Claims Options e Patient Statement Options Implementation Guide for Company Administrators 20 Next Steps Success with Kareo Additional Training Once Kareo is set up additional webinars are available for users to learn key functions in the medical billing process using Kareo Visit the Kareo Training Catalog to register or view self paced training and videos Webinar3 Entering Patients and Insurances Webinar 4 Encounters Entering and Approving Charges Webinar5 Sending Claims and Reviewing Clearinghouse Reports Webinar 6 Posting Payments Webinar 7 Appointment Scheduler Kareo Blog and Industry Webinars The Kareo Blog offers information about our products our partners amp competitors medical billing healthcare information technology and more We offer complimentary Webinars with industry experts to help you be successfu
14. et up a practice If you are a billing company managing multiple practices you will use the setup wizard to configure each practice Practice Setup Wizard With the Practice Setup Wizard setting up a practice takes about 30 minutes or less The wizard will guide you In completing all necessary data fields for setting up a practice so that you can quickly begin the billing process If you need to exit out of the setup wizard at any time the information you entered will be saved The setup wizard takes you through the following steps e Start Identifies what information you will need to have on hand in order to complete the setup e Practice Guides you in entering the EIN NPI and billing address e Locations Guides you in entering the billing addresses for service locations e Providers Guides you in entering the SSN NPI and primary address for providers who provide billable services e Payers Insurance Guides you in adding group and payer ID s Implementation Guide for Company Administrators 8 Dashboard Navigation When you open a practice the Kareo dashboard will always be your starting point much like a home page You can access commands through various points all depending on your personal preference The dashboard that a user sees is determined by the Kareo application administrator a h a Navigation Lists commonly used a Practice Docurments Tasks S Messages Reports Seting Window Help shortcuts Shortcuts
15. l in medical billing and practice management Visit the Kareo Blog at http www kareo com gettingpaid Implementation Guide for Company Administrators 21
16. racts amp Fees 2 Clickthe Settings tab 3 Selectthe options that will apply to your practice 4 Click Save Settings Set Up kFax A kFax number is a fax number to which documents can be faxed and automatically stored within Kareo You can obtain one for each practice The kFax feature is available to Plus Max and Complete plans only To get akFax number 1 Click Settings gt Company gt Find Practice 2 Double click a practice to open it 3 Atthe bottom of the window click Get kFax Number Implementation Guide for Company Administrators 16 set Up Users Kareo uses a role based security model The Kareo application is pre configured with a default set of user roles which can be customized or you can create your own When you create a new user account you will have the option to set permissions and add the practice s to which the user is allowed access See Best Practices in User Account Management P To create a new user account 1 Click Settings gt User Accounts Click New User Account Enter information select user role and customize any permissions If desired See below Note that the system defaults to the lowest user security setting 4 When finished click Save New User a Login email Enter a valid email address for the user b Fullname Enter the user s name and be sure to leave only one space between first and last name Phone Enter the user s phone number Set Password Enter a passwor
17. ress optional Enter insurance company address Note This address will not b appear anywhere ona claim c Claim Processing c e Select the insurance program the most Common insurance d programs are Blue Cross Blue Shield Medicare Medicaid and Commercial Insurance Co Implementation Guide for Company Administrators 11 e The Default Adjustment field is for reporting purposes the adjustment code selected here will be used to auto populate the Contractual Adjustment field when manually posting your payments If you are not sure what to select leave the selection at Default d Notes optional Enter any notes for your records regarding this insurance company e Contact optional Enter the insurance company contact information f List Administration This feature is for companies that have one Kareo account and manage multiple practices At the Scope field select the appropriate field e Practice Specific The insurance company is available only to the practice you are logged into e All Practices The insurance company is available to all practices associated with the Kareo account Company Paper Claims Select settings for printing paper claims h Electronic Claims Select settings for transmitting electronic claims i Practice Settings Select practice specific settings as they relate to claims Note For more information on configuring claim settings check out the Kareo Claim Settings Guide
18. rmation when this record is accessed in the future f Notes optional Enter any notes for your records regarding this insurance plan Set Up Contracts and Fees When creating a new fee schedule you can easily select how you want to add the procedures and fees Either manually or by importing or copying an existing schedule Once added your Standard Fees list will include all fee schedules the effective dates of the schedules the basis or source of the fee and the status See About Contracts and Fees for more information P ro add a fee schedule or contractrates 1 Click Settings gt Contracts amp Fees 2 Select one of the following e Standard Fees tab Click Add New Standard Fee Schedule and enter a name for the fee schedule you are creating e Contract Rates tab Click Add New Contract Rates and select and insurance company 3 Select an option e Import from file This option provides an Excel template to help you enter your fee schedule in the correct format Once you have done this choose the file for import Once the file is imported you can make edits to the schedule e Add Procedures and Fees Manually or Add Procedures and Rates Manually Enables you to manually enter each procedure and fee e Copy from existing Standard Fee Schedule or Copy from existing Contract Allows you to copy a fee schedule that was already created or that is from another practice on your account After selecting the file to copy you can m
19. t the amount of simultaneous failed log in attempts a user can have before the user is locked out of his or her account e Application Locking Select the length of inactivity after which the application is locked e Support Contact Enter the contact phone and email address for lockout or password problems 3 Click Save Implementation Guide for Company Administrators 19 Optional Settings The following optional settings can be configured in Kareo based on the needs of your practice Click the icon to view the how to article Q Q S Encounter Forms You can set up encounter forms that can be O printed with the practice and patient information directly from the Daily Calendar therefore eliminating the need to manually fill in this information on the day of the patient visit Procedure Macros Procedure macros within encounters provide a convenient shortcut to loading multiple procedures modifiers and diagnoses codes into a procedure line item When the name of a procedure macro is entered in lieu of a normal procedure code then all of the procedures modifiers and diagnoses are pulled into the O encounter when entering charges D Codes Kareo contains the latest version of industry codes Procedure codes i e HCPCS and CPT procedure modifiers and diagnosis codes as published by the American Medical Association AMA and Centers for Medicare and Medicaid Services CMS You can add modify or delet
20. tion and answer Visit Kareo Training On demand self paced and video tutorials offer training in a format fit for busy schedules Visit Kareo Training The Kareo how to articles provide step by step instructions on all Kareo features Visit Kareo How To Articles Kareo user guides give you the option to download and print help instructions The guides vary from a full user manual to more feature specific ones Visit Guides amp Manuals The Community Forum gets you in touch with your peers Exchange best practices or get answers from experienced Kareo users You can access the forum with your Kareo login and password Visit Community Forum Our experienced Customer Support agents are available to help you via chat phone or by submitting a ticket Visit Contact Support Implementation Guide for Company Administrators 2 Kareo Implementation Checklist CJ Import from another system or migrate data from another Kareo account if Data Import Migration applicable CJ Download and install the application Get Started C Attend Getting Started webinars or view recordings CJ Review Kareo Enrollment Guide for Electronic Services Enroll in Electronic Services CJ Find payers and print sign and mail payer specific agreements CJ Submit an enrollment request to Kareo C Setup Wizard Add practice info providers service locations payers CJ Set up insurance companies and plans Set Up a Practice C Set up contracts and fees CJ
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