Customize the Practice Settings

**Please Note:

• To offer more customization settings, the Customize button makes changes on the practice level. 
• For these changes to take effect you will need to log-out and in to your account. 

From the Schedule tab -> Today:

What is in the customize button

Customize "Send Options" 

Heno allows the ability to email referring providers documentation instead of faxing to them.

Please Note: E-mails are sent securely through our partner Paubox fullfilling the BAA/Covered Entity's responsibility. The recipient is then responsible for security once received.  Click here for more information on email and HIPAA

When this option is selected the Approve & Send option in Documentation will allow you to select between an E-mail or a Fax to sent to the referring provider. See Provider Set Up to set the default for the provider.

BOX 4: Filter:

The 3-digit code includes a two-digit facility type code including: 34 and 74 are what HENO has available with 74 being the most common. 

Customize "Daily Note"

The practice will be able to control their documentation experience by allowing them to customize the daily note view. Now, you can control which fields display and even make fields mandatory. 

Specifically, you have the choice to make the fields:

• Optional - this will show the box, but not make it a required field to approve the documentation 
• Hidden - this will make the box unavailable to use in the documentations
• Required - this will show the box and make it a mandatory field that must be completed before approving the note

NEW FEATURE: At the very bottom of the Daily Note Customize settings you're now able to hide Daily Notes from the "create from previous document" options for the Eval, Progress Note, and Discharge on newly created documents

Customize "Progress Note"

NEW - The practice will be able to control their documentation experience by allowing them to customize the progress note view. Now, you can control which fields display and even make fields mandatory. 

Red - You have the choice to make the fields:

• Optional - this will show the box, but not make it a required field to approve the documentation 
• Hidden - this will make the box unavailable to use in the documentations
• Required - this will show the box and make it a mandatory field that must be completed before approving the note

New - October 17, 2020

Green - You will be able to select if you would like the Plan of Care to do one of the action by default (This is also editable in the documentation)

• Replace: This will replace the current Plan of Care inside the patient's chart (Date and Visit count will change)
• Add to Existing: This will add the new Plan of Care to the current one (Update the date and Add the new visits with the old visits) - Most recommended for reporting
• Do note Update: This will allow you to keep the current Plan of Care with no changes

Customize "Eval"

NEW - The practice will be able to control their documentation experience by allowing them to customize the evaluation view. Now, you can control which fields display and even make fields mandatory. 

Red - You have the choice to make the fields (Red):

• Optional - this will show the box, but not make it a required field to approve the documentation 
• Hidden - this will make the box unavailable to use in the documentations
• Required - this will show the box and make it a mandatory field that must be completed before approving the note

You will also be able to select if you would like:

• Blue: Print CPTs on Eval/PN/DC - Recommend turning Off if Detailed printing selected for the flowsheet (see the Experience/Flowsheet section)
• Purple: Print Dx1 Description - If turned off, only the Dx 1 code will show on the final document

New - October 17, 2020

Green - You will be able to select if you would like the Plan of Care to do one of the action by default (This is also editable in the documentation)

• Replace: This will replace the current Plan of Care inside the patient's chart (Date and Visit count will change) - Recommended default for Evals to create the Plan of Care in the Chart
• Add to Existing: This will add the new Plan of Care to the current one (Update the date and Add the new visits with the old visits) 
• Do note Update: This will allow you to keep the current Plan of Care with no changes

Customize "Discharge"

NEW - The practice will be able to control their documentation experience by allowing them to customize the discharge view. Now, you can control which fields display and even make fields mandatory. 

Specifically, you have the choice to make the fields:

• Optional - this will show the box, but not make it a required field to approve the documentation 
• Hidden - this will make the box unavailable to use in the documentations
• Required - this will show the box and make it a mandatory field that must be completed before approving the note

Customize "Flex Field"

NEW - There are 5 Flex fields that are available on all documentation. These are also able to be mapped in the Intake forms!

In this area, you will be able to customize the name of the field.

**Friendly reminder: If this is not updated before using the fields, you will have the pre-set information typed into the boxes below

Customize "Experience/Flowsheet"

NEW - Customizing how the flowsheet will show on the final document can be found inside the Customize button. **Please note this is privilege restricted to Admin and Power Users 

For any of these changes to reflect, you will need to log out and back in.

• Red: Print Experiences on Note - You will have the choice to say No, Yes - Grouped (classic Treatment Details), Yes - Detailed (example below)
• Blue: Print Experiences on Eval/PN/DC - You will have the choice to say No, Yes - Grouped (classic Treatment Details), Yes - Detailed (example below)
• Green: Copy Amount w/ Experience - When you are using any of the Copy functions in the Daily Note or the Experience log, this will copy the amount (reps or information) attached to that experience into the current visit
• Purple: Auto Add Charges - This will automatically add the charges to the check out screen based on the CPT selected and minutes on the experiences. (Currently this is only based on AMA guidelines, please be sure to check your Medicare coding before checking out the patient.)
• Orange: Auto Update Daily Notes -> Total Minutes - As minutes are being attached to the flowsheet, the Total Minutes box on the daily note will automatically update to reflect on the note.
• Hot Pink: This will only allow a max of 1 unit added to the Check-out screen from the experience log/flowsheet if the CPT is an Untimed unit (this setting is found in the Billing tab -> Manage -> CPT Codes)
• Light Blue: If on will cross-reference the codes in the experience log/flowsheet with the charges screen. This will delete/update anything that is updated outside of the experience log. Meaning any CPTs added to the check-out screen without an experience will be removed.

Examples:
• Yes - Grouped (classic)

• Yes - Detailed - Must have CPT codes linked for this to populate on the document. This currently only allows 43 characters to print on the PDF

Customize "Today"

In this area you will be able to customize the reporting at the top of the Schedule -> Today.

You will have the options to see when:

• Red: Auth Visits Low - Authorization Visits are getting low (based on the Patient's Case -> Policy -> Authorization) 
• Blue: Auth Days Low - Authorization Expiration is getting close (based on the Patient's Case -> Policy -> Authorization) 
• Green: POC Visits Low - Plan of Care visits are low (based on the Patient's Chart POC Max Visits)
• Orange: POC Days Low - Plan of Care expiration is getting close (based on the Patient's Chart POC Exp Date)
• Purple: MD Days Out - The next appointment with they referring provider reported by the patient is getting close ((based on the Patient's Chart MD Next Visit)

Customize "Visit Slip"

On the Visit Slip/Treatment Receipt, you will have a couple of options based on what you want to show on the final document:

• Red: Show Cost of Care - If you are collecting based on full cost of care or want to write it in for the patient to know, this will give you fields to write into when you are printing the receipt for the patient - This will only show on an Eval Slot visit slip
• Blue: Print Provider - This will print the Rendering Provider information on the visit slip for the patient to be able to submit to an insurance on their own - Available October 17, 2020
• Purple: Receipt Footer - This is a customizable field that can be customized to add information such as you practice cancelation policy.

Preview of the Receipt (colors will coordinate with the above description)

Customize "Initiatives" 

 Article on Initiatives

Initiatives are ways to track process on the patient and to ensure certain actions have occurred. This can include anything from internal referrals, braces, VIP/Referral cards, etc.

The article above will describe the actions and the icons that will appear based on where the patient is in treatment. Each initiative will present differently.

Customize "Billing" 

Inside of the billing tab, this will set up the background.

• Red: Rebill Claim Status - Default status when a claim is re-opened. We do recommend switch this to Original if you see Medicare.
• Blue: Billing Auto Post - If checked, the insurance payments will auto post. If unchecked, there will be a button inside insurance payment to auto post or you can manually post
• Green: Synch Encounter w Appt - If checked changes made in the encounter will update the Therapists Billing. If No, changes made will not.

Customize "Charges" 

Inside of the charges tab, this will allow you to turn on and off the 8 Minute Rule on the CPT codes

• OFF: If turned Off, the prompt in the check out screen when entering Units and Minutes will not trigger the 8 Minute Rule Prompt and will allow you to move forward with the information inputted. 
• ON: If turned On, the prompt will show up on the check out screen when the units and minute do not match according to the 8 Minute Rule. (Current Heno Setting see image below)

NEW FEATURE:

If you turn on the "Hides CPT $ amount" within the checkout/charges screen you will not see the charged/billed/allowed amounts on the CPT codes.

Customize "Schedule" 

Inside of the schedule tab, this will allow you to turn on and off the Prompt on Plan of Care in the Chart.

This will work similar to the Policy Max and the Authorization prompts in Heno where there will be a preventative stop when scheduling when the Plan of Care has Expired or is at Max Visits

• OFF: This will not prompt the user that the POC has expired or has gone over visits (Current Heno Settings)
• ON: This will prompt the user trying to schedule the appointment that the POD has expired or is over visits. (Override Privileges - Admin: Power User and Schedule: Override)
• The Chart Expiration and Visits remaining on POC will now show next to the Chart Name
• If you have gone over the visits on the POC, the number will show a negative number in Visits Left

Customize "Others"

The Others tab will have a couple of settings for different areas of the software.

• Red: Auto Close Auth - If you want your authorizations to automatically close when they reach they visit count or expiration
• Blue: Bypass Ready for Checkout - This will give both options on the Check out screen to either set Ready for checkout (return to the front office) or Checkout (send to the billing section)
• Orange: Action Item on Waived Cancel - Heno will create an action item to remind a patient of your cancelation police if a cancel or no show was marked on the cancel. If this is set to No, you will not get an action item prompt at check in/out to remind the patient if the fee was waived.
• Green: Action Item Prompt @ Check-in - This is prompt the user who is checking in the appointment to address actions items (Progress Note needed, reminder of cancelation policy, and user created ones) during the check in of the appointment.
• Pink: This will show a Clear Initiatives button inside the patient's details Action Menu. The main purpose of this is for a returning patient and you are wanting to re-track initiative. **Please note: This will clear all past ones that were added for this patient and the employee tracking of them.
• Purple: Follow-Ups Missing in Schedule - If this is checked, the Missing in Schedule report on the General Tab dashboard will remove any patients that have a follow up linked to their account. These follow up patients will go into the Follow up report on the General tab once the follow up date has occurred. (I.e. Follow up for August 5th will show in the report on August 5th)