How To
Allocating Plan Units
After a plan is Final an administrator can reallocate units for the services. To do that: View the client's current plan. The easiest way to do that is to select an authorization line at the bottom of the client's chart and click View Plan. Select ...
Waterfall Billing
This article describes how to set up a chart item for waterfall billing if the first payer only partially pays or denies. General ChartItem Setup Ensure both payers are active with current dates for the client, and with the priorities indicating the ...
Finalizing Chart Items
Once Chart Items are signed by providers, they are approved and finalized by administrators in order to be billed.
Searching For Chart Items
The Chart Items report is the primary way to search for chart items other than the client chart.
Adding A Service Plan
A service plan is a map of services expected to be provided to a client for the next six months.
Adding A Group Session
A Client Group must exist first, and then group sessions can be added to it system with a click of a button. Group sessions consist of distinct list of notes for each client listed in the Client Group that attended the session. The group notes in a ...
Adding A Client File
Files can be uploaded to a client chart and be listed along with all the other Chart Items. The only restriction on what type of file can be uploaded is the size of the file.
Adding A Client Payment
Payments are used to document client payments and are disabled by default. (Please contact support to have them enabled.) Once they are enabled there are two ways to add payments. The first method is by clicking the New button within the Payments ...
Adding A Client Group
A Client Group is a container for group sessions. So a client group might be "Tuesdays 1PM Awesome Group" and contain group sessions for several Tuesdays. A Client Group consists mostly of a title and a list of clients in the group.
Adding An Encounter
An encounter is a face to face service provided to the client, which is sometimes called a progress note.
Adding A Contact
A Contact is a potential client that has not been admitted yet, or an incoming referral.
Logging In and Out
ChartCaddy is just a website, so how to log in and out should be familiar.
Setting Chart Item Statuses
On reports there is an option to "Set Status", which is used to change the status of one ore more Chart Items. When changing the status to Signed your ChartCaddy password must be entered in the field in between the drop down and the "Set Status" ...
Setting Chart Item Flags
On various documents and reports there is an option to "Set Flag", which is used to set or unset flags on a Chart Item. When setting a flag a comment must be entered in the field in between the drop down and the "Set Flag" button. Option Description ...
Verifying Eligibility
The eligibility status for all payers for which claims can be submitted electronically is verified on demand and instantly by clicking the "Verify" or "Verify Selected" buttons on the Contact, Client, and Client Payer documents. Since there is a ...
Adding A Client
Selecting the top level "Clients" main menu option brings up the Client report. It is a good idea to click the Clear button, enter the new client's last name, and click search to verify that the client does not already exist in the system. Click the ...
Adding A User
Under the top level "Settings" main menu option, select the "Users" option, which brings up the User report. It is a good idea to click the Clear button, enter the new user's last name, and click search to verify that the user does not already exist ...
Fixing Chart Item Overlap
ChartCaddy does not allow two notes to have dates and times that overlap. Even one minute of overlap will flag both notes with an error message stating that the note overlaps another and the note can not be completed until the issue has been ...