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PSYBooks Help Center

Tools for mental health therapists in private practice

PSYBooks Manual

Chapter Six

Intro to LibrariesLibraries

What this is

The Libraries hold reference material for use in your practice. Some sections come pre-populated with items and information mental health therapists are likely to need. You'll also be adding things to the Libraries as you use PSYBooks, sometimes without even being aware of it. Your Profile, along with the various settings you choose for your practice are in the Libraries > Therapists section.

What it looks like

Libraries

Where this is

You can get to this section from the link in the blue "global nav" bar across the top of each page in the site. Everything in the global nav is replicated in the sitemap located at the bottom of each page, so you can also find a link to the Libraries there.
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You may or may not actually visit the Libraries section of PSYBooks that often, but they're a very important behind-the-scenes part of the program. Items from various sections in the Libraries are used to populate various select and text boxes that appear in forms throughout the application. For example, in the Add Session form alone, the Procedure, Diagnosis, Fee and Session Length can all be automatically pre-populated from items in the Libraries, which means you have very little to fill in each time you want to add a session.

The Therapists section of the Libraries holds your profile and also the Settings & Preferences and Manage Subscription tools. Tasks such as changing your office address, adding other subscribers or users, updating your PSYBooks account or changing your password are all housed in the Therapists Library.

DiagnosesLibraries

What this is

This is a tab in the Libraries section of the app that's for keeping track of and allowing you to work with the diagnoses you use most often.

What it looks like

Libraries > Diagnoses

Diagnoses Tab

Where this is

You can get to this section by clicking on Libraries in the global nav. Everything in the global nav is replicated in the sitemap located at the bottom of each page, so you can also find a link to the Diagnoses Library there.
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The Libraries > Diagnoses section of PSYBooks is where you can add, edit and delete the diagnoses you use most often. Several other places in the app allow you to add diagnoses (e.g., the Add Session tool as well as Treatment Plans, Progress Notes and Intake Notes). Regardless of where you enter them, all diagnoses will automatically be put in this table, so you may seldom need to actually visit Libraries > Diagnoses. Once a diagnosis is in your Frequently Used Diagnosis table, it will be used to populate various diagnosis select boxes throughout the app. This saves you time so you don't need to manually enter a diagnosis every time you have a form that requires one.

Frequently Used DiagnosesLibraries

What this is

This is the main table on the Libraries > Diagnoses page that allows you to edit the diagnoses you use most often.

What it looks like

Frequently Used Diagnoses table

Where this is

You can get to this section by clicking on Libraries in the global nav. Everything in the global nav is replicated in the sitemap located at the bottom of each page, so you can also find a link to the Diagnoses Library there.
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Edit DiagnosisLibraries

What this is

This is a tool in the Libraries section of the application. It allows you to edit the diagnoses you use most often.

What it looks like

Edit Diagnosis tool

Where this is

You can get to this section by clicking on Libraries in the global nav. The Edit Diagnosis tool is on each row of the Frequently Used Diagnosis table. (You will not be able to see this tool if you don't have any diagnoses in your table.)
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For the most part, PSYBooks enters the name of a diagnosis automatically so there's no need to edit. However, occasionally you may want to modify the automatic name to something that's easier to recognize, shorter, etc. Clicking the edit tool opens a window like the one below where you can make the desired changes:

Edit Diagnosis tool

Delete DiagnosisLibraries

What this is

This is a tool in the Libraries section of the application. It's for removing diagnoses that you no longer need from the Frequently Used Diagnosis table.

What it looks like

Delete Diagnosis tool

Where this is

You can get to this section by clicking on Libraries in the global nav. The Delete Diagnosis tool is on each row of the Frequently Used Diagnosis table. (You will not be able to see this tool if you don't have any diagnoses in your table.)
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Since items in the Libraries are not PHI, you are free to delete any diagnoses you're not using. However, you are not allowed to delete diagnoses that already appear in a client's chart since those are still needed. Deleting a diagnosis from the Frequently Used Diagnoses table removes it from the various diagnoses select boxes throughout the app.

Add DiagnosisLibraries

What this is

This is a tool in the Libraries section of the application. It's for adding diagnoses that you work with frequently.

What it looks like

Add Diagnosis tool

Where this is

You can get to this tool by clicking on Libraries in the global nav. The Add Diagnosis tool is on the left nav of the Diagnoses section.
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Adding a diagnosis is easy. PSYBooks keeps track of the latest diagnostic codes needed by mental health providers and provides a list of codes in the Add Diagnosis tool in case you don't remember the specific code or name of the diagnosis you want.

When you first click the Add Diagnosis tool you'll get a screen that looks something like this:

Add Diagnosis tool

If you already know the name and code for the diagnosis you want, you can just enter them in the Code and Name boxes at the top, click Save and you're finished. No need to bother with anything below that. (Code is for the number, like 309.0; Name is the name of the diagnosis.) However, if you're not sure of the code and/or name, you can find the exact ICD or DSM reference by using the section below, which is PSYBook's diagnosis tree.

All diagnoses can be accessed on this screen, just by drilling down in the tree untill you find what you're looking for. If you prefer to use DSM codes, you can click the orange link that says "Switch to DSM-V classification" and the DSM diagnostic tree would replace the ICD-9 one. When ICD-10 goes into effect, PSYBooks will replace ICD-9 with ICD-10. You won't have to do a thing.

For a walk-through for how to use the diagnosis tree, let's say you want to add the diagnosis for an adjustment disorder with depressed mood. Looking at the above tree, you'd want to click the gray box with the plus that's beside "290-319 Mental disorders". Clicking that box opens that section of the tree, which looks like this:

Add Diagnosis tool

The Mental disorders section of the tree has opened up, revealing 3 sub-categories. Given those choices, your adjustment disorder is most likely going to be in the "300-316 Neurotic disorders, personality disorders, and other nonpsychotic mental disorders" category. Clicking the plus beside that category opens the tree further to produce this:

Add Diagnosis tool

Notice that since we're drilling so far down into the diagnostic tree, the form has become pretty long so scrollbars have been added to make it easier for you to isolate the part you need.

Looking at this list, we can see that we're probably going to have to drill down one more level because the diagnosis we're looking for is most likely going to be in the "309 Adjustment reaction" category. Clicking the plus by 309 Adjustment reaction shows us the diagnosis we're looking for. When we click the correct diagnosis, PSYBooks puts both the code and the description in the boxes above, like this:

Add Diagnosis tool

Clicking Save puts the diagnosis in the Frequently Used Diagnosis table:

Frequently Used Diagnoses table

Add ICD-10 DiagnosisLibraries

What this is

This is a link on the Add Diagnosis tool in the Diagnoses Library. It's for adding ICD-10 codes to your Frequently Used Diagnoses table.

What it looks like

Add Diagnosis tool

Where this is

You can get to this tool by clicking the Add Diagnosis tool in the Diagnoses Library. The tool for finding ICD-10 diagnoses and adding them to your table is a link at the top of that form.
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If you already know the ICD-10 code you need, you can enter the code and name in the top portion of the Add Diagnosis tool, like you would with any other diagnosis. However, if you don't know the ICD-10 code, you can click the link at the top of the Add Diagnosis tool that says "ICD9-ICD10 Conversion Tool". The tool that opens looks something like this:

ICD9-ICD10 Conversion Tool

The two tabs on the side allow you to select whether you know the ICD-9 code and want to learn the ICD-10 equivalent (ICD-9 to ICD-10 tab) or vice versa (ICD-10 to ICD-9 tab). The default assumes that you know the ICD-9 code and need to look up the ICD-10.

In this mode, when you enter an ICD-9 code, PSYBooks will begin searching the database right away to try to find the code you need. The list of possibilities (which gets smaller as you enter more digits) will appear and look something like this:

ICD9-ICD10 Conversion Tool

As soon as you see the diagnosis you want, you can click it in the generated list. Selecting it will place that ICD-9 diagnosis in the text field:

ICD9-ICD10 Conversion Tool

Once that step is done, click "Search" to see the equivalent ICD-10 code:

ICD9-ICD10 Conversion Tool

If you want to add the ICD-10 code to the Add Diagnosis Tool so you can add it to your table, just click "Add". Occasionally, there may be more than one new code to replace the old one. In that case, just select the one you want. After you click "Add" the Conversion Tool closes and your new diagnosis is now populating the Add Diagnosis Tool which has been waiting underneath. It will look something like this:

ICD9-ICD10 Conversion Tool

As with any diagnosis, at this point, you can change the name to something shorter or easier to remember if you wish. Clicking "Save" will place the new diagnosis in your Frequently Used Diagnoses table.

ICD-9/10 Conversion ToolLibraries

What this is

This is a crosswalk/conversion tool in the Diagnoses Library to enable you to quickly find equivalent ICD-9 and ICD-10 diagnostic codes.

What it looks like

Add Diagnosis tool

Where this is

This tool is on the left nav of the Diagnoses Library.
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The ICD-9/10 Conversion Tool allows you to look up ICD-10 codes if you know the ICD-9 code, and vice versa. When you click it, it looks like this:

ICD9-ICD10 Conversion Tool

Notice that The ICD-9/10 Conversion Tool is similar to the Add ICD-10 Diagnosis tool discussed above, except that although the conversion tool allows you to search for a diagnosis, it does not offer the additional feature of adding the new diagnosis to your library - it's just a look-up tool. If you want to add an ICD 10 diagnosis to your Frequently Used Diagnoses table, you should use the Add ICD-10 tool instead. The Add ICD-10 tool can be found by clicking the Add Diagnosis Tool (right above the ICD-9/10 Conversion Tool) and then click the link at the top that says ICD9-ICD10 Conversion Tool.

Procedure CodesLibraries

What this is

This is a tab in the Libraries section of the app that allows you to work with the CPT and Custom Procedure Codes you use most often.

What it looks like

Libraries > Procedure Codes

Libraries > Procedure Codes

Where this is

You can get to this section by using the Libraries > Procedure Codes link in the global nav. Everything in the global nav is replicated in the sitemap located at the bottom of each page, so you can also find a link to the Procedure Codes Library there.
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The Procedure Codes section holds the tables for your frequently used procedure codes - both CPT codes and Custom Procedure Codes. (Custom Procedure Codes are personal codes you might want to create for your practice's record-keeping that are not usually billable to insurance companies, e.g., consulation or supervision you provide, missed client appointments, etc.)

In addition, there are tools for adding both CPT and Custom Procedure Codes on the left nav and tools for editing and deleting the codes on each of the tables. As with other sections in the Libraries, your frequently used procedure codes (both CPT and Other) are used to populate select boxes in forms that ask for a procedure (e.g., the Add Session form).

Frequently Used CPT CodesLibraries

What this is

This is the top table on the Libraries > Procedure Codes page that keeps track of the CPT codes you use most often.

What it looks like

Frequently Used CPT Codes table

Where this is

You can get to this table by using the Libraries > Procedure Codes link in the global nav. The Frequently Used CPT Codes will be the top table on that page.
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When you first subscribe to PSYBooks, The Frequently Used CPT Codes table will be pre-populated with a few of the CPT Codes psychotherapists use most often so you won't have to enter everything yourself. However, you may edit or delete any of the default codes and also add new ones of your own. Forms that ask for a CPT code allow you to add new ones as you go so you may seldom need to actually visit the Procedure Codes section of the Libraries.

Edit CPT CodeLibraries

What this is

This is a small icon on each row of the Frequently Used CPT Codes table that allows you to edit the CPT codes you use most often.

What it looks like

The Edit CPT Code tool

Where this is

You can get to this tool by clicking on Libraries > Procedure Codes in the global nav. The Edit CPT Code tool will be at the beginning of each of the rows in the table.
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When you click the Edit CPT Code icon, the form that opens looks like this:

Edit CPT Code tool

Notice that the CPT Code and the Description fields are not editable since those are from the official lists. However, the Short Title field is the one that will appear in select boxes throughout the site and can be changed to whatever you want. Also, when you include your Fee, anytime you choose this particular CPT code in any form throughout the site, PSYBooks will also fill in the fee on that form. You are always free to change the fee for any particular client, but keeping a default fee in the Libraries may save you some time.

Delete CPT CodeLibraries

What this is

This is a small icon on each row of the Frequently Used CPT Codes table that allows you to remove a CPT code from the Frequently Used CPT Codes table.

What it looks like

Delete CPT Code tool

Where this is

You can get to this tool by clicking on Libraries > Procedure Codes in the global nav. The Delete CPT Code tool will be at the beginning of each of the rows in the table.
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For the official CPT codes, the Delete CPT Code tool is actually more of a "remove" tool than a delete tool in that although clicking the tool removes the CPT Code from the Frequently Used CPT Codes table, you can easily get it back again by using the Add CPT Code tool. This is because PSYBooks always keeps an updated list of the official CPT codes which you can add to your Frequently Used table at any time. However, if you've added a CPT Code that's not on the list provided by PSYBooks, deleting that code WOULD be permanent.

Custom Procedure CodesLibraries

What this is

This is the table on the Libraries > Procedure Codes page that keeps track of the Custom Procedure Codes (i.e., non-CPT codes) you use most often.

What it looks like

Custom Procedure Codes table

Where this is

You can get to this table by using the Libraries > Procedure Codes link in the global nav. Custom Procedure Codes will be the bottom table on that page.
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Custom Procedure Codes are personal codes you might want to create for your practice for things like missed client appointments and other services you may provide such as supervision or psychotherapy.

Edit Custom Procedure CodeLibraries

What this is

This is a small icon on each row of the Other Procedures Codes table that allows you to edit the other procedures codes you use in your practice.

What it looks like

Frequently Used Diagnoses table

Where this is

You can get to this tool by clicking on Libraries > Procedure Codes in the global nav. The Edit Procedure Code tool will be at the beginning of each of the rows in the Custom Procedure Codes table.
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You can edit any of the fields in a Custom Procedure Code entry. The form you get when you click an Edit icon looks like this:

Edit Procedure Code tool

Notice that the only required field on this form is Short Title, since that is what's used to populate procedure select boxes throughout the site. PSYBooks uses $0.00 as the default fee on all procedure codes. Although it's not necessary for you to change it, putting the amount you charge for a particular service in the Fee field is often helpful since it will allow PSYBooks to pre-populate Fee fields on other forms any time you enter this particular procedure code. Although you'll always be able to override the amount of the fee, including it here may save you some time. In the example above, $0.00 may be appropriate since the procedure is listed "no charge".

Delete Custom Procedure CodeLibraries

What this is

This is a small icon on each row of the Other Procedures Codes table that allows you to delete the other procedures codes you use in your practice.

What it looks like

Frequently Used Diagnoses table

Where this is

You can get to this tool by clicking on Libraries > Procedure Codes in the global nav. The Delete Procedure Code tool will be at the beginning of each of the rows in the Custom Procedure Codes table.
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As with CPT Codes, if you delete a Custom Procedure Code that was in PSYBooks' pre-populated select box, you can put it back at any time. However, the new version won't include any changes you might have made to the code (e.g., any amount you might have put in the Fee box). If the code you remove was one you had added from scratch, the deletion will be permanent.

Add CPT CodeLibraries

What this is

This is the top tool on the left nav of the Libraries > Procedure Codes page. It allows you to enter the CPT codes you use most often.

What it looks like

Add CPT Code tool

Where this is

You can get to this tool by clicking Libraries > Procedure Codes in the global nav. The Add CPT Code tool is on the left nav.
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When you click the Add CPT Code tool, the form that opens looks like this:

Add CPT Code tool

This form can be used in two ways: you can enter all items manually in the top portion of the form, or you can use the bottom portion of the form, scroll down until you find the CPT code you want and click it. Using this second method will pre-populate all of the fields above except Fee. (In cases where the CPT code doesn't specify the number of minutes, PSYBooks pre-populates with a zero, but you can change this if you wish.)

Add Custom CodeLibraries

What this is

This is a tool on the left nav of the Libraries > Procedure Codes page. It allows you to enter the Custom Procedure Codes (i.e., non-CPT codes) you use most often.

What it looks like

Frequently Used Diagnoses table

Where this is

You can get to this tool by clicking Libraries > Procedure Codes in the global nav. The Add Custom Procedure Code tool is on the left nav.
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When you click the Add Custom Code tool, the form that opens looks like this:

Add Custom Code form

As with adding CPT codes, you have the option of filling in the top part of the form manually or choosing one of the options in the select box. If you include a fee, PSYBooks will automatically populate fee boxes with this amount on forms where you enter this procedure code.

Insurance CompaniesLibraries

What this is

This is a tab in the Libraries section of the app. It allows you to manage information about the insurance companies you work with in your practice. You can enter companies you efile as well as those for whom you want to print a CMS form.

What it looks like

Libraries > Insurance Companies

Frequently Used Diagnoses table

Where this is

You can get to this tool by clicking Libraries > Insurance Companies in the global nav.
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The Insurance Companies section of the Library holds the tables for your frequently used insurance companies - both your efile companies as well as those that are "print" insurance companies. Technically, you can print the CMS forms for claims to all of your insurance companies. However, those that have been efiled will have a watermark on them letting you know that claim was efiled whereas a company you've designated as a Print Insurance Company cannot be efiled and will produce a CMS form that is ready to mail or fax to the company.

As with other sections in the Libraries, there are tools on the left nav for adding items to each of the tables (e.g., Frequently Used Efile Insurance Companies and Frequently Used Print Insurance Companies) and tools on each of the tables to edit and delete those items.

Frequently Used Efile CompaniesLibraries

What this is

This is the top table on the Libraries > Insurance Companies page. There are tools on the left side of the table that allow you to work with entries in the table.

What it looks like

Frequently Used Efile Companies table

Where this is

You can get to this table by clicking Libraries > Insurance Companies in the global nav.
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If you plan to efile, your efile companies will have to be listed in this table. To enter them, you can use the Add Efile Insurance tool on this page or you can enter them as you need them with the Add Session tool. The tools in the left columns of the Frequently Used Efile Companies table allow you to edit or remove companies from the table.

Edit Efile InsuranceLibraries

What this is

This is a tool in the Frequently Used Efile Companies table that allows you to edit companies that are listed in the table.

What it looks like

Edit Efile Insurance tool

Where this is

You can get to this tool by clicking Libraries > Insurance Companies in the global nav. The Edit Efile Insurance tool is in the table beside the insurance company name.
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When you click the Edit Efile Insurance tool, the form that opens looks like this:

Edit Efile Insurance tool

Although there are several sections on this form, most of them are closed because they're not used that often. We'll discuss items in the open sections first and come back to the sections that are less frequently used.

Fields in the Company Name Section

  • Name

    Notice that the Name of the insurance company cannot be edited (indicated by the lighter color text). That's because this is the official company name that is recognized for efiling. If it's changed, your claims might not be delivered properly.

  • Short Name

    The Short Name field on the form CAN be changed. Throughout PSYBooks, if there's both a Name and a Short Name, it's the Short Name that's used to populate select boxes. Short Names are for your own use so feel free to change an efile company's name to something you recognize more easily, something shorter, etc.

  • Out of Network checkbox

    Checking the out of network checkbox causes your session fees to be billed directly to the client. This option allows you to efile claims for your clients even if you're not a provider and still bill your client the way you normally would.

  • Notes

    Notes that you enter here should be for the insurance company as a whole, not for a specific client. These notes will not appear in any client's chart. If you have notes for a specific client's insurance company, you can enter them on either the Add or Edit Client Insurance forms.

  • Clients Using this Insurance Company

    There may be times when you want to make a change to one client's insurance company but not all. PSYBooks shows you which clients have the efile company you're editing so you can apply your changes to only certain clients. COME BACK TO THIS.

The Address, Phone, Fax & URL Section

When you open the Address, Phone, Fax & URL section of the Edit Efile Insurance tool, the part of the form that opens looks like this:

Edit Efile Insurance tool

You do not have to fill in any of this information. It's all optional with efile companies. If you do want to use this section, notice that there is one place for listing main office information and another place for listing authorization contact info. Information you enter here will carry to the Add/View Authorizations tool on the main Charts page. All URLs you list will be turned into links. Clicking a link will open the URL in a new window or tab, making it possible to access pages on the insurance company's site right from PSYBooks.

The Extra Insurance CMS-1500 Items Section

When you open the Extra Insurance CMS-1500 section of the Edit Efile Insurance tool, the part of the form that opens looks like this:

Edit Efile Insurance tool

You may never need this section - especially since this is an efile company. However, if the company you're editing does require any of these fields to be different from the normal defaults, you can change them here.

Delete Efile InsuranceLibraries

What this is

This is a tool in the Frequently Used Efile Companies table that allows you to remove efile companies from your Frequently Used table.

What it looks like

Delete Efile Insurance tool

Where this is

You can get to this tool by clicking Libraries > Insurance Companies in the global nav. The Delete Efile Insurance tool is in the table beside the insurance company name.
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Deleting an Efile company merely removes it from your Frequently Used Efile Insurance Companies table. You may add it again at any time.

Frequently Used Print CompaniesLibraries

What this is

This is a table on the Libraries > Insurance Companies page. It holds information on "print" insurance companies (i.e., those companies to whom you send claims via fax or regular mail as opposed to efiling). Therapists who do not file insurance but who want to be able to provide CMS-1500 forms for their clients would also use this table.

What it looks like

Frequently Used Print Companies table

Where this is

You can get to this tool by clicking Libraries > Insurance Companies in the global nav. This is the bottom table.
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"Print" insurance companies are those for whom you want to be able to generate a CMS-1500 form that you can fax or send via regular mail. Some situations where you might need print insurance companies are:

  • If you don't do any efiling
  • If you efile most claims but have some secondary insurance companies that require you to submit claims via fax or regular mail
  • If you don't file insurance but would like to be able to print CMS-1500 forms so your clients can file

PSYBooks makes two distinctions between an efile insurance company and a print insurance company. The obvious one is that processing a claim to an efile company efiles the claim whereas process a print company claim does not. The other distinction is that a CMS claim to an efile company will have a watermark on it indicating that it's been efiled. A CMS claim to a print company does not have the watermark. It's ready to be printed so it can be sent via regular mail or fax.

Edit Print InsuranceLibraries

What this is

This is a tool that allows you to edit companies that are listed in the Frequently Used Print Insurance Companies table.

What it looks like

Edit Print Insurance tool

Where this is

You can get to this tool by clicking Libraries > Insurance Companies in the global nav. The Edit Print Insurance tool is in the table beside the insurance company name.
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When you click the Edit Print Insurance tool, the form that opens looks like this:

Add Custom Code tool

Various fields on this form that might need explanation will be discussed below, working from the top of the form down:

  • "This is an out of network insurance company" checkbox

    Checking the out of network checkbox causes your session fees to be billed directly to the client instead of the insurance company. This option allows you to print CMS-1500 forms for your clients, even if you're not a provider, and still bill your client the way you normally would.

  • Company Name

    You're free to edit the Company Name field but remember that this is the name that's used on the CMS form so the name you put here should be the company's official name.

  • Short Name

    Throughout PSYBooks, if there's both a Name (in this case, called a "Company Name") and a Short Name, it's the Short Name that's used to populate select boxes. Short Names are for your own use so feel free to write whatever you want in this field. Usually shorter is better (i.e., the name "Short Name") since what you write will populate select boxes.

  • Contact Info

    The contact info fields for a print insurance company are more important than they are for an efile company. Information from the Main Contact Info section of a print insurance form will be used for the insurance company's "Address Block" at the top of CMS-1500 forms. The Authorizations Contact Info (as well as the Main Contact Info) will be used on the Add/View Authorizations tool on the main Charts page. All URLs you list will be turned into links. Clicking a link will open the URL in a new window or tab, making it possible to access pages on the insurance company's site right from PSYBooks.

  • What Kind of Claim Would You Like to Print?

    The choices here are whether you want to use regular paper in your printer (in which case, PSYBooks will print the pre-populated CMS-1500 form for you) or whether you have CMS forms for your printer and want to print a "data-only" CMS form. With the first option, you can choose whether to print a red or black CMS form.

  • Notes

    Notes you enter here should be for the insurance company as a whole, not a specific client. These notes will not appear in any client's chart. If you'd like to add notes for a specific client's insurance company, you can enter them on either the Add or Edit Client Insurance forms.

  • Clients Using this Insurance Company

    There may be times when you want to make a change to one client's insurance company but not all. PSYBooks shows you which clients have the efile company you're editing so you can apply your changes to only certain clients. COME BACK TO THIS.

The Extra Insurance CMS-1500 Items Section

When you open the Extra Insurance CMS-1500 section of the Edit Print Insurance tool, the part of the form that opens looks like this:

Edit Print Insurance tool

In the rare cases where an insurance company requires any of these fields to be different from the normal defaults, you can change them here.

Delete Print InsuranceLibraries

What this is

This is a tool in the Frequently Used Print Insurance Companies table that allows you to delete print companies from the table.

What it looks like

Delete Print Insurance tool

Where this is

You can get to this tool by clicking Libraries > Insurance Companies in the global nav. The Delete Print Insurance tool is in the table beside the insurance company name.
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Deleting a print insurance company is permanent. If you should need to use it at any time in the future, you'd have to enter it from scratch.

Add Efile InsuranceLibraries

What this is

This is a tool on the left nav of the Libraries > Insurance Companies page. It allows you to enter the insurance companies to whom you want to efile claims.

What it looks like

Add Efile Insurance tool

Where this is

You can get to this tool by clicking Libraries > Insurance Companies in the global nav. This tool is the top tool on the left nav.
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When you click the Add Efile Insurance tool, the form that opens looks like this:

Add Custom Code tool

The only required thing here is to select your insurance company from the list and click Save. However, if you don't like the Short Name that is pre-populated, you can change it. The Short Name will be used to populate insurance company select boxes throughout the site. Additional fields you may want to use are discussed below:

  • "This is an out of network insurance company" checkbox

    Checking the out of network checkbox causes your session fees to be billed directly to the client instead of the insurance company. This option allows you to print CMS-1500 forms for your clients, even if you're not a provider, and still bill your client the way you normally would.

  • The Address, Phone, Fax & URL Section

    When you open the Address, Phone, Fax & URL section of the Add Efile Insurance tool, the part of the form that opens looks like this:

    Edit Efile Insurance tool

    You do not have to fill in any of this information. It's all optional with efile companies. If you do want to use this section, notice that there is one place for listing main office information and another place for listing authorization contact info. Information you enter here will carry to the Add/View Authorizations tool on the main Charts page. All URLs you list will be turned into links. Clicking a link will open the URL in a new window or tab, making it possible to access pages on the insurance company's site right from PSYBooks.

  • The Extra Insurance CMS-1500 Items Section

    When you open the Extra Insurance CMS-1500 section of the Add Efile Insurance tool, the part of the form that opens looks like this:

    Edit Efile Insurance tool

    You may never need this section. However, if the company you're editing does require any of these fields to be different from the defaults, you can change them here.

  • Notes

    Notes you enter here should be for the insurance company as a whole, not a specific client. These notes will not appear in any client's chart. If you'd like to add notes for a specific client's insurance company, you can enter them with the Add or Edit Client Insurance tools on the Insurance tab in the client's chart.

Add Print InsuranceLibraries

What this is

This is a tool on the left nav of the Libraries > Insurance Companies page. It allows you to add the print insurance companies you use most often. (Print companies are those insurance companies that you do not efile, i.e., where you might want to print a CMS-1500 form.)

What it looks like

Add Print Insurance tool

Where this is

You can get to this tool by clicking Libraries > Insurance Companies in the global nav. This tool is on the left nav.
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When you click the Add Print Insurance tool, the form that opens looks like this:

Add Print Insurance tool

Various fields on this form that might need explanation will be discussed below, working from the top of the form down:

  • "This is an out of network insurance company" checkbox

    Checking the out of network checkbox causes your session fees to be billed directly to the client instead of the insurance company. This option allows you to print CMS-1500 forms for your clients, even if you're not a provider, and still bill your client the way you normally would.

  • Company Name

    This is where you enter the complete name of the insurance company. This is the insurance company name that will be used on the CMS-1500 form so it should be their legal or "official" name. In most cases, copying the name from the client's insurance card will be sufficient.

  • Short Name

    Throughout PSYBooks, if there's both a Name (in this case, called a "Company Name") and a Short Name, it's the Short Name that's used to populate select boxes. Short Names are for your own use so feel free to write whatever you want in this field.

  • Contact Info

    The contact info fields for a print insurance company are more important than they are for an efile company. Information from the Main Contact Info section of a print insurance form will be used for the insurance company's "Address Block" at the top of CMS-1500 forms. The Authorizations Contact Info (as well as the Main Contact Info) will be used on the Add/View Authorizations tool on the main Charts page. All URLs you list will be turned into links. Clicking a link will open the URL in a new window or tab, making it possible to access pages on the insurance company's site right from PSYBooks.

  • What Kind of Claim Would You Like to Print?

    The choices here are whether you want to use regular paper in your printer (in which case, PSYBooks will print the pre-populated CMS-1500 form for you) or whether you have CMS forms for your printer and want to print a "data-only" CMS form. With the first option, you can choose whether to print a red or black CMS form.

  • Extra Insurance CMS-1500 Items

    When you open the Extra Insurance CMS-1500 section of the Add Print Insurance tool, the part of the form that opens looks like this:

    Edit Print Insurance tool

    In the rare cases where an insurance company requires any of these fields to be different from the normal defaults, you can change them here.

  • Notes

    Notes you enter here should be for the insurance company as a whole, not a specific client since these notes will not appear in any client's chart. If you'd like to add notes for a specific client's insurance company, you can enter them on either the Add or Edit Client Insurance forms.

MedicationsLibraries

What this is

This is a tab in the Libraries section of the app. It's for entering information on medications your clients use most often.

What it looks like

Libraries > Medications

Delete Print Insurance tool

Where this is

You can get to this tool by clicking Libraries > Medications in the global nav. Everything in the global nav is replicated in the sitemap located at the bottom of each page, so you can also find a link to the Medications Library there.
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The PSYBooks Medications Library comes already stocked with many psych meds that are commonly used. Having them listed in the Library allows you to work with them more easily because the Library list is used to populate medication select boxes in other parts of the application. In addition, there are tools which allow you to add, edit and delete so you can customize the list to your liking.

Frequently Used MedicationsLibraries

What this is

This is the table on the Medications tab of the Libraries.

What it looks like

Frequently Used Medications

Where this is

You can get to this table by clicking Libraries > Medications in the global nav.
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Medications listed in the Frequently Used Medications table are used to populate medication select boxes throughout the app. PSYBooks has done some of the work for you by pre-populating the table with commonly used psych meds. However, each medication listed has edit and delete tools, allowing you to alter the list so it suits your particular practice.

Edit MedicationLibraries

What this is

This is a tool in the Frequently Used Medications table that allows you to edit medications that are listed in the table.

What it looks like

Edit Medication

Where this is

You can get to this tool by clicking Libraries > Medications in the global nav. The Edit Medication tool is in the table beside the medication.
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When you click an Edit Medication tool, the form that opens looks like this:

Medications

You can change anything you want on this form. The only requirement is that the Drug Name field cannot be left blank since the value of that field is used to populate medication select boxes throughout the app.

Delete MedicationLibraries

What this is

This is a tool in the Frequently Used Medications table that allows you to remove medications from the table.

What it looks like

Delete Medication

Where this is

You can get to this tool by clicking Libraries > Medications in the global nav. The Delete Medication tool is in the table beside the name of the medication.
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Deleting a medication is permanent. If you decide you want it back, you'll have to re-enter it from scratch. Similar to other places in the app, you cannot delete medications that are already being used in a client's chart.

ContactsLibraries

What this is

This is a tab in the Libraries that allows you to keep track of professional contacts your clients might need.

What it looks like

Contacts

Where this is

You can get to this section by clicking on Libraries in the global nav. Everything in the global nav is replicated in the sitemap located at the bottom of each page, so you can also find a link to the Contacts Library there.
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The Contacts Library is a place for you to enter contact information for other professionals to whom you may want to refer your clients. For example, if you cannot dispense medication yourself, you may want to enter the psychiatrists you like to use in the Contacts Library. Once a contact is listed in your Library, it is very easy to attach them to a client's chart. In addition, there are tools in this Library which allow you to add, edit and delete so you can customize your list of contacts to your liking.

Frequently Used ContactsLibraries

What this is

This is the table on the Libraries > Contacts tab that allows you to store contacts you may want to use with your clients.

What it looks like

Add Contacts

Where this is

You can get to this table by clicking Libraries > Contacts in the global nav.
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The Frequently Used Contacts table allows you to see contact information on other professionals at a glance. Also, once a name is listed here, it will also appear in other helpful dropdown boxes in the app, based on the Role assigned to the contact. For example, contacts with a Role of Healthcare appear in the Prescribing Physician dropdown box on the Add Client Medication form. That makes it easy to assign the provider to your client without having to retype their contact information in the client's chart.

As with the other "Frequently Used" tables in your Libraries, the Contacts table has both edit and delete tools, enabling you to make changes anytime you wish. Each of those tools is discussed below.

Edit ContactLibraries

What this is

This is a tool on the Frequently Used Contacts table that allows you to edit a contact.

What it looks like

Edit Contact

Where this is

You can get to this tool by clicking Libraries > Contacts in the global nav. The Edit Contact tool is the pencil on each row in the table.
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If you click on an Edit Contact tool, the form that opens looks like this:

Edit Contact

As with all edit tools in the Libraries, you can make any changes you want and then click Save.

Delete ContactLibraries

What this is

This is a tool on the Frequently Used Contacts table that allows you to delete a contact.

What it looks like

DeleteContact

Where this is

You can get to this tool by clicking Libraries > Contacts in the global nav. The Delete Contact tool is the trash can on each row in the table.
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You can delete contacts from the Library at any time. However, if a contact is being used in a client chart, you'll get an alert telling you the contact has to be removed from all charts before it can be deleted from the Library. This will prevent you from deleting contacts that are currently being used.

Add ContactLibraries

What this is

This is a tool on the left nav of Libraries > Contacts that allows you to enter contacts into your Frequently Used Contacts table.

What it looks like

Add Contacts

Where this is

You can get to this tool by clicking Libraries > Contacts in the global nav. The Add Contacts tool is on the left nav.
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If you click on the Add Contact tool, the form that opens looks like this:

Add Contact

Notice that although you can fill in quite a bit of contact information on the individual, the only fields that are required are first and last name and Role. The reason that Role is required is because this field has implications for other areas of the app.

The choices in Role (at the Library level) are Healthcare, Legal and Other:

Add Contact Roles

Depending on which one you select, some additional fields will open that allow you to fill in a Type for the Role:

Add Contact Roles with Type

Any contact with a Role of Healthcare is automatically used to populate the Prescribing Physician select box in both the Add Client Medication and also the Add Script tools.

TherapistsLibraries

What this is

This is a tab in the Libraries section of the app. Tools on this page allow you to manage your profile, add other users and subscribers and manage your settings and preferences.

What it looks like

Libraries > Therapists

Therapists

Where this is

You can get to this tool by clicking Libraries > Therapists in the global nav or by clicking "My Profile" in the black bar at the top of each page. Everything in the global nav is replicated in the sitemap located at the bottom of each page, so you can also find a link to the Therapists Library there.
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The Therapists section of PSYBooks (which can also be accessed through the "My Profile" link at the top) is your admin area for the behind-the-scenes tools to manage and run your practice. You can add other users (front office staff, billing personnel, etc.) and, if you have other therapists in your office, you can add them as PSYBooks subscribers so your accounts are all linked. If your practice has billing providers that are different from the therapists rendering services, there's a tool here to set that up. This is also where you come to change your password, update your billing method, add or delete account features and set certain preference. If the PSYBooks task you want to do involves the administrative end of your practice, the tools for accomplishing it will most likely be at Libraries > Therapists.

Tools on this page are "Settings & Preferences", "Manage Subscription", "Manage Users & Subscribers" and "Add/Edit Billing Providers".

Therapist ProfilesLibraries

What this is

This is the table at Libraries > Therapists that holds your own profile as well as profiles of other therapists in your practice who are also PSYBooks subscribers.

What it looks like

Therapists

Where this is

You can get to this table by clicking Libraries > Therapists in the global nav or by clicking "My Profile" in the black bar at the top of each page. If the Libraries section is already open, you can also access this area just by clicking the Therapists tab.
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This table displays your own profile and, if you are a GOI subscriber, the profiles of the other therapists in your practice. The table displays the main info and you can view your complete profile by clicking your name. You can edit/update your own profile at any time but you cannot delete it. If you want to deactivate your PSYBooks account, that feature is in the Manage Subscription tool on this same page. You are not allowed to edit profiles of the other therapists in your practice. However, when any therapist makes changes in their profile, the updated version will automatically appear in all other accounts.

Edit Therapist ProfileLibraries

What this is

This is a tool on the Therapist Profiles table that allows you to make changes to your profile.

What it looks like

The Edit Therapist Profile tool is just a link created with your name:

Therapists

Where this is

You can get to this tool by clicking Libraries > Therapists in the global nav or by clicking "My Profile" in the black bar at the top of each page.
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When you click your name (i.e., the Edit Therapist Profile tool), the form that opens looks like this:

Edit Therapist Profile form

If you notice, there is no Add Profile tool. That's because most of the information in your profile is filled in when you subscribe to PSYBooks. As a result, you may rarely, if ever, need to change anything with the Edit Therapist Profile tool. However, a few items may need some explanation and will be discussed below:

  • Office Address and Mailing Address

    Unless you've entered billing providers (discussed below), PSYBooks uses your Office Address for Box 32 of the CMS-1500 form (e.g., "Service Facility Location Information") and your Mailing Address for Box 33 ("Billing Provider Info"). It is assumed that your mailing address and your office address are the same unless you specifically change your Mailing Address. If you have not made changes to your Mailing Address, this section is closed when you visit the Edit Therapist Profile form. If you want to make changes, you can open it.

  • Delete Office Address

    The Delete Office Address tool looks like this:

    Delete Office Address tool

    You cannot delete your primary (or only) office address. However, if you have more than one office address listed, you can remove non-primary addresses. If you've moved your office, add your new office address first, mark it as primary, and then you'll be able to delete your original address. Deleting an office address is permanent.

  • Add Office Address

    The Add Office Address tool looks like this:

    Delete Office Address tool

    Clicking the Add Office Address tool opens a form that looks like this:

    Add Office Address tool

    PSYBooks allows you to list as many different office locations as you like and to associate a mailing address and contact information with each. Notice that the form above has three sections: Office Address, Mailing Address and Contact Information. When you enter new values in the Office Address section, the Mailing Address is assumed to be the same as the new Office Address unless you fill in new Mailing Address values. The Contact Information section lets you choose between adding new contact info (the default setting) or choosing contact information from another office, by changing the value in the Choose Contact Information select box.

  • Contact Information

    The Contact Information section of the Edit Therapist Profile tool is at the bottom:

    Contact Information

    If you've entered contact info for more than one office, each will be listed in the "Choose contact information to view/edit" select box, allowing you to make changes in all contact information associated with your account.

Settings & PreferencesLibraries

What this is

This is a tool on the left nav of Libraries > Therapists that allows you to change things such as login preferences, calendar settings, passwords, printer settings and time zone.

What it looks like

Therapists

Where this is

You can get to this tool by clicking Libraries > Therapists in the global nav. The Settings & Preferences tool is on the left nav.
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When you click the Settings & Preferences tool, the form that opens looks like this:

Settings & Preferences

The Settings & Preferences tool allows you to tell PSYBooks how you'd like certain aspects of the program to be handled. Specific settings will be discussed below:

  • General

    • Auto Logout

      Settings & Preferences

      The Auto Logout feature allows you to choose when - or if - you will be automatically logged out. Some users prefer to log out manually, so would want the "Don't log me out" setting. Others might want the added security of knowing they will be automatically logged out if they should forget.

    • Time Zone

      Settings & Preferences

      When you first subscribe to PSYBooks, you're asked for your time zone. This information allows PSYBooks to use the correct time/date stamp on things such as claims, notes, etc. If you ever need to change your time zone while traveling, etc., you can do it here.

  • Password & Security Questions

    The Password and Security Questions section allows you to change your existing password and also displays the security question and answer you chose when you first created your account and looks like this:

    Settings & Preferences

Manage SubscriptionLibraries

What this is

This is a tool on the left nav of Libraries > Therapists that allows you to manage your subscription to PSYBooks.

What it looks like

Therapists

Where this is

You can get to this tool by clicking Libraries > Therapists in the global nav. The Manage Subscription tool is on the left nav.
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When you click the Manage Subscription tool, the form that opens looks like this:

Manage Subscription form

The Manage Subscription tool is divided into two sections: Billing Info and Add/Remove Features. The Billing Info section allows you to see things like when your next payment is due, your past payment history, how much storage space you've used, etc. One thing of importance to note is the "Update your credit card info" link. Anytime you need to change your credit card information, e.g., if your card is about to expire, if you want to use a different card, etc., you do it with this link. Since PSYBooks doesn't store your credit card information, even if all you need to do is change the expiration date, you'll have to fill in everything on the form. The "Your name for your card" field can be helpful if you have more than one credit card and think you may forget which one you gave us.

The Add/Remove Features section is where you can add or remove a PSYBooks feature. Anytime we release new features, they will appear here. The subscriber in the screenshot does not currently have any additional features. If they did, the features they had would be listed in Add/Remove Features with a trash can icon which would allow them to remove the feature from their account.

The Manage Subscription tool is peppered with "More info" links. Clicking one of those will display a more in depth explanation of the item in question.

Manage Users & SubscribersLibraries

What this is

This is a tool on the left nav of Libraries > Therapists that allows you to manage any additional users and/or subscribers you want to add.

What it looks like

Therapists

Where this is

You can get to this tool by clicking Libraries > Therapists in the global nav. The Manage Users & Subscribers tool is on the left nav.
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If you have an Individual account with PSYBooks and have not previously added any users or subscribers, clicking the Manage Users & Subscribers tool opens a form that looks like this:

Manage Users & Subscribers

There are only two tools on this page (aside from the Show/Hide toggles on the gray bars): "Add New Subscriber" and "Add New User". Before discussing these tools further, it's important to understand the distinction between subscribers and users.

Subscribers: A "subscriber" would be another therapist in your office - someone who shares your office address and who might want a PSYBooks subscription. Adding them allows each of you to receive the GOI discount (GOI = "Groups of Individuals"). Having other subscribers on your account also allows you to share certain features of the app. However, it's important to note that sharing is not automatic. All PHI is stored separately and other subscribers are not able to see your PHI unless you specifically give them permission.

Users: "Users", on the other hand, are people you might want to add to help you manage your practice. Users might or might not be therapists. For example, a user might be your front office, billing or scheduling personel (i.e., mostly likely not a therapist). But a user might also be someone who's going to cover for you while you're out of town or a supervisee (i.e., most likely therapists). You grant users the permission level you want them to have to ensure that they only have access to the PHI they need to perform their duties.

  • Add New Subscriber
  • When you click Add New Subscriber, the form that opens looks like this:

    Add New Subscriber

    You can put anything in the "Name" field. It's meant to be your way to identify the person. PSYBooks uses the value you put in the "New subscriber's email" field to send the new subscriber their temporary username and password so they can log in. When you submit the form, the next window you see looks like this:

    Add New Subscriber

    The "Add Another Subscriber?" button will allow you to generate GOI invites to each person in the practice in a matter of minutes. When you've sent the final invite, choose the "No thanks, I'm finished" button and you'll be ready for the next task.

    The 'Normal' Way to Set Up Your Office

    When the "Add New Subscriber" form is submitted, emails with the temporary username and password are sent to both the new subscriber and the Master Clinical subscriber. Additionally, the same information is displayed on the screen as can be seen in the screenshot above. This is done to give you maximum flexibility during the setup process.

    In many cases, it works best to let the rest of this process happen naturally, i.e., allow each subscriber to create their own account when they receive the email. However, if you need to speed the process along for some reason (usually when one person is tasked with setting up the entire practice and wants to do it all at once), you can use the short cut method below:

    The Short-Cut Sign Up Method

    In larger practices that have both Subscribers (therapists) and Users (admins) that all need to all be connected, it may make more sense for one person to set up the entire practice. There still may be reasons you decide to let each therapist accept their invite and sign themselves up, but if not, the admin can create each therapist's account for them by copying and pasting their temporary un/pw from the Add New Subscriber feedback window in the login screen (https://secure.psybooks.com/login.php) and then completing the subscription process for each one. There are some drawbacks to doing it this way that can be avoided if you plan for them ahead of time:

    • Since the Admin will be setting up all accounts, subscribers won't be able to choose their own usernames. Once the permanent username on an account has been set, it cannot be changed. If this might be an issue for your office, you can avoid it by asking each subscriber what they want their username to be before you begin, or your office may decide to use a standard format for everyone in the practice (e.g., first and last name, all lowercase).
    • If the Admin uses the temporary usernames and passwords to create all accounts, when each therapist gets their system-generated emails, they will not be able to log in, because the temporary usernames and passwords will have already been used. The work-around for this is to instruct everyone in the office to ignore that initial email. Instead, the Admin would be responsible for giving each subscriber the username and password they chose for them when they created their subscription. It's important that subscribers change the password they receive from the Admin, to comply with HIPAA tracking requirements and, also, to keep their accounts secure.

    The Manage Users & Subscribers Tool Feedback

    Once the Master Clinical subscriber sends an invite to a new subscriber, the new subscriber will appear in the Master Clinical's Manage Users & Subscribers tool. For example, in the screenshot below, the initial subscriber, Millie C. Smith, Ph.D., has sent an invite to her office partner, "Joe". Millie can see that Joe has not yet signed in, and she also has a set of tools by Joe's name where she can edit her invite (the pencil icon), email Joe (the envelope), or resend the invite (the envelope with the +). Millie can also add additional subscribers with the Add New Subscriber tool.

    Add New Subscriber

    Notice that Joe has automatically been assigned the Clinical permission level, whereas Millie's permission level is listed as Master Clinical. The only difference between the two is that someone with Master Clinical permission rights can add new subscribers. Only one person on a GOI account can have the Master Clinical rights. All added subscribers are automatically given Clinical rights. However, the Master Clinical subscriber can transfer these rights at any time to another subscriber on the GOI account.

    When Joe signs in, Millie's account will reflect that. Also, instead of the tool to resend the invite, Millie now has a tool to remove Joe as a user (the trash can):

    Add New Subscriber

    Removing a GOI user does NOT deactivate their account although it can effect their GOI status. For example, in the scenario above, if Millie and Joe are the only two subscribers on the GOI account and Millie removes Joe, both accounts would be converted to Individual accounts.

  • Add New User
  • The Add New User form is a bit different depending on whether it's being sent from an Individual account or a GOI account. The distinction is that in GOI accounts, it may be helpful for the user to have access to more than one subscriber's accounts. For example, if one of a user's duties is to schedule appointments for the therapists in the practice, it might be helpful if the user could see all therapists' calendars in one place instead of having to log in and out of the various accounts. The screenshots below are examples of the Add New User form for Individual account holders, followed by an Add New User form for GOI subscribers. Notice that the GOI form allows the subscriber to specify whether other subscribers in their practice can add the same user.

    Add User

    Submitting the form will send emails with a temporary username and password to both you and the new user (using the email address you provided in the form). Also, information about the new user will appear in your Manage Users & Subscribers tool. The screenshot below is from a GOI subscriber, Millie C. Smith, Ph.D., who's added two users: Jill Smith and Joe:

    Add User

    We can tell from the form that Jill has signed in and chosen a username whereas Joe has not. Because of this, the tools by each of these users are a bit different. Both Jill and Joe have Edit, Remove User and Email User tools (the pencil, trash can and envelope icons). Jill also has a Reset Password tool (the envelope with the blue asterisk). In contract, Joe, since he hasn't yet signed in, does not have the Reset Password tool but DOES have the Resend Invite tool (the envelope with the orange +).

    We can also see that when the original subscriber, Millie Smith, added user Jill Smith, she specified that her office partner, Gustav Smirnov, could add Jill as a user. However, Gustav has not yet accepted this user. In contrast, Millie did not add Gustav to Joe's invite. Had she done so, we would see Gustav's name below Joe's.

  • Permissions
  • An important aspect of adding a user is assigning their permissions. There are 4 different permission levels that can be assigned to users: Clinical, Clinical View, Admin and Admin View. Broadly speaking, the 2 Admin types cannot see any client notes nor any files the subscriber has uploaded that only have Clinical rights. In other words, as the name suggests, Admin users do not have access to parts of the chart that are more clinical in nature. Also, "View" users cannot edit - they can view client charts but not make changes.

    Within each of the 4 permission levels, you also have the ability to specify certain tasks the user cannot perform. Choosing a permission level on the Add New User form will open a new part of the form that allows you to add these exclusions. The screenshot below is what you might see if you choose the Admin permission level. Notice that you not only have the ability to exclude certain tasks, but you can also specify which client charts the user can access (in the blue box at the bottom):

    Add User

Add/Edit Billing ProvidersLibraries

What this is

This is a tool on the left nav of Libraries > Therapists that allows you to add billing providers to your account.

What it looks like

The Add/Edit Billing Providers tool looks like this:

Add Billing Provider

Where this is

You can get to this tool by clicking Libraries > Therapists in the global nav or by clicking "My Profile" in the black bar at the top of each page. The Add/Edit Billing Providers tool is on the left nav.
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When you first open the Add/Edit Billing Providers tool, before any billing providers have been added, it looks like this:

Add Billing Provider

Notice that the default setting assumes that the subscriber (in this case, Millie C. Smith, Ph.D.) is both the billing provider and the rendering provider. Therefore, Millie Smith is listed in the Current Billing Provider(s) table. If Millie files any insurance claims, her information will be used in both Box 32 (Service Facility Location) and Box 33 (Billing Provider Info) on the CMS form. In many private practice situations, this is the desired result, in which case nothing needs to be done with this tool. However, if your practice requires separate billing providers and rendering providers, you can click the "Add new billing provider" link to open the rest of the form:

Add Billing Provider

When adding a billing provider, it's important to use the same information that insurance companies have on file for that individual or entity. In some cases, this may mean that you need to add more than one billing provider in PSYBooks, even though it's only for a single individual/entity. For example, if billing provider John Smith, MD has given Insurance A his individual NPI and Insurance B his group NPI, John Smith, MD will need to be added as two separate billing providers - one with John's individual NPI to use with Insurance A, and another with his group NPI for insurance B. Similarly, if John has signed up with some insurance companies under the name of his practice - Creekside Counseling, LLC - Creekside Counseling would have to be added as yet a third billing provider.

Details of the form are discussed below:

  • Billing Provider's Name

    Notice that you can enter a practice or group name and/or the name of an individual. You have to fill in at least one. If you choose to add both, you'll be asked which name you want to use on the CMS form:

    Add Billing Provider

  • Billing Provider's NPI

    Similarly, you can add an individual and/or a group NPI. Again, only one is needed, but if you add both, you'll be asked which one you want on the CMS form:

    Add Billing Provider

  • Billing Provider's Address and Tax ID

    These sections are fairly self-explanatory. However, again, it's important to make sure you enter the information the same way the insurance companies have it on file.

    Add Billing Provider

  • License Information

    License information isn't required on the CMS form. However, if you want it to appear on client statements, you can fill in this section:

    Add Billing Provider

  • Service Facility Location(s)

    All offices that the subscriber has entered on their profile will appear on the Add/Edit Billing Provider form. Use this part of the form to indicate which of the locations this billing provider may serve. For this question, it doesn't matter how often a billing provider's information might be used at a location - only if it might ever be used there. For example, the screenshot below has three offices. Maybe the billing provider typically provides services for the first two offices but only occasionally fills in for the third office. In that situation, all three offices should be selected. In multi-office situations such as this one, default billing providers can be set for each office individually in the Office Address section of the Edit Therapist Profile tool.

    Add Billing Provider

  • Your name for this billing provider

    This information will seldom be needed. However, in the example above where we needed to add two different billing providers named John Smith, MD, it might be helpful to give them different names so you can tell them apart, e.g., "John Smith, Medicare" and "John Smith, other".

    Add Billing Provider

Once you complete the form above and save it, you'll get a confirmation window that instructs you to choose a default billing provider:

Add Billing Provider

This is an important step because, as you can see from the Current Billing Provider(s) table at the top, the default billing provider stays on the subscriber until it's specifically changed. Although you can change billing providers on individual sessions - or for individual insurance companies, choosing a default billing provider here will save you time on the tasks you do most often.