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Tools for mental health therapists in private practice

PSYBooks Manual

Chapter Four

Intro to ToolsTools

What this is

Tools is one of the sections of the global nav. The Tools section has three sub-sections: Reports, Your Files and Notes & Reminders.

What it looks like


Where this is

You can access the Tools section from the global nav at the top of every page or from the Sitemap links at the bottom.

The Tools section holds tools that could pertain to your entire practice, as opposed to tools you might use with any one client. Tools has three local nav tabs: Reports, Your Files and Notes & Reminders. The Reports section allows you to create reports based on the data that's been entered throughout the program. Each report has a variety of filters which allow you to tailor the report to your specific needs.

Once the report has been run, in most cases you can save a copy to the Your Files section if you need to keep a record of it. Your Files also has tools you can use to upload files from your computer so you'll have all of your practice documents in one secure location.

The Notes & Reminders section serves as your own personal "to do" list, as well as a place where you can keep notes to yourself.


What this is

This is a tab in the Tools section of the app which allows you to create reports from your practice data. All reports have filters so you can narrow what the report contains. In most cases, reports also provide tools for working with the report data. Reports you generate can be saved to a PDF format so you can print or save them to your computer. You can also save your reports to the Your Files section so you can easily pull up that same data at any time.

What it looks like

Tools > Reports


Where this is

Reports is the first tab in the Tools section of the app.

The Reports section has links to various report filters on the left nav:


The reports are grouped by category: Statements, Receipts & CMS Forms, Financial Reports, Clearinghouse Reports, Client Reports, Miscellaneous Reports and HIPAA/HITECH Reports. Mousing over a link in one of the categories will give you more information about that specific report. Clicking a link will bring up a form that allows you to narrow the parameters of what you want to see in your report.

Statements, Receipts & CMS FormsTools

What this is

The Statements, Receipts & CMS Forms group of report filters allows you to generate some of the forms you may need in your practice. You can create statements, receipts and CMS-1500 forms to print and give to clients. There are also links to blank CMS forms you can fill out manually and save or print. (This feature only works with certain versions of Adobe Reader.)

What it looks like

The Statements, Receipts & CMS Forms section of the Reports filters looks like this:


Where this is

Statements, Receipts & CMS Forms is in Tools > Reports.

Statements, Receipts & CMS Forms holds three reports: Client Receipts, Client Statements and CMS-1500. Each will be discussed separately below:

  • Client Receipts

    Client Receipt filters allow you to generate receipts to give your clients for amounts they've paid. You can select one client or many, for a single date or a range of dates. You can also customize the items you have on your receipts by including or excluding these items:

    • Diagnosis
    • Client's Account#
    • Provider's NPI
    • Provider's Tax ID
    • Provider's License#

    Receipts will be generated in PDF format. Once they've been generated, they can be printed, saved to your computer and/or saved to the Your Files section of PSYBooks.

  • Client Statements

    Client Statement filters allow you to generate statements with itemized bills of the amounts each of your clients owes. You can select one client or many, for a single date or a range of dates. You can also create your own statement templates with the Manage Template tool and then select which template you want to use with each client.

    • The Manage Template Tool

      When you first get your PSYBooks subscription, the Client Statement filter template area will look something like this:


      Notice that the Template select box box only has two options: you can use the Default template or you can add a new template. If you click the Manage Template link beside the select box, it's also pretty blank - the only thing in the window being a tool for adding a new template:


      If you're happy with the Default statement, you never have to worry with adding new templates. However, if you would like to customize your statement a bit - or even if you just want to play - you can create a new template by clicking either the Add New Template option from the Template select box, or the Add New Template tool from the Manage Templates window. They both do exactly the same thing. Clicking either of the Add New Template links will open a window that looks like this:


      There are only three things to do on this form - the first of which is optional:

      • Give your new template a name (optional - although our names are pretty bland and boring)
      • Make whatever changes you want in the template
      • Click 'Save Template'

      We'll look at each separately.

      Name Template. To name your template, just write whatever you want in the Template Name textbox:


      If you don't want to bother with this step, PSYBooks will generate new template names for you by adding an incremented number at the end (New Template 2, New Template 3, etc.) However, you might want to name your templates something that will be more meaningful to you such as 'No Remittance' for templates that don't include the remittance portion at the bottom, or 'Employer Template' for templates you might want to use for clients who need something to submit to their employer for reimbursement, etc.

      Make Changes. The statement template you see below the Template Name area is the Default template. In other words, if you don't create any custom templates, this is the statement that will be generated whenever you run the Client Statement report. If there are some parts of the Default template that you want to remove, just click the light gold shaded area (removable areas also have an '[X]'). Sections you remove will turn a darker gold and may be toggled back on if you change your mind. This section of the Add New Template form looks like this:


      As you can see, there are very few items on the Default template that CAN'T be removed so you have quite a lot of flexibility in the type of statements you create. After you've made the changes you want, click Save Template and you're finished. From then on, your new template will appear in the Template select box in the Client Statements report filter and also on each client's Sessions & Payments tab. You can choose a different template each time you generate a statement. There are no restrictions.

  • CMS-1500

    Before discussing the CMS-1500 report, it's important to understand how CMS forms are generated. PSYBooks only creates a CMS-1500 form when the client has insurance. If the chart doesn't have an active insurance company, a client statement is generated instead of a CMS form. When the client does have insurance, a completed CMS-1500 form is generated after a session in one of two ways depending on which option is chosen on this Confirm window:


    If the user chooses the top option (process the claim now), the CMS-1500 is generated immediately. If the second option is chosen (put the claim in the Process Claims & Statements tool for processing later), the CMS is not generated until the user processes it through the Process Claims & Statements tool.

    The important thing here is to realize that CMS forms are ONLY generated after a session and ONLY when the client has insurance. When you run the CMS-1500 report from the Reports section, it will find and display any previously generated CMS forms that match the filters selected but it does not create new CMS forms. If the claim you want is still in the Process Claims & Statements tool waiting to be processed, the CMS-1500 report will not display it.

    If you need to generate a PDF form from scratch, you can use one of the blank CMS form links at the top right:


    These links open CMS-1500 forms in a fillable PDF format which allow you to fill in the fields and save the completed PDF to your computer. Forms completed in this manner will not be able to be efiled. Also, insurance companies typically follow very strict standards on how CMS forms should be completed. Even if all you need is a CMS to print so you can fax or mail it , it's usually better to let PSYBooks generate your CMS forms whenever possible.

Financial ReportsTools

What this is

The Financial Reports give you detailed financial information on individual clients as well as your practice as a whole. Reports in the Financial Reports section are: Account Activity by Client, Claims & Statements, Past Due Accounts and Payments Received.

What it looks like

Links to access Financial Reports look like this:


Where this is

The Financial Reports are listed in the left nav of the Reports tab in the Tools section.

The Financial Reports can be useful for your practice's accounting needs and also for tasks such as when you want to see which client accounts are past due or whether a certain insurance payment has been posted. The Financial Reports section includes four different reports: Account Activity by Client, Claims & Statements, Past Due Accounts and Payments Received. Each will be discussed separately below:

  • Account Activity by Client

    The filters for the Account Activity by Client allow you to select the client and date range for the transactions you want to see:


    Once you've selected your client and date range that you want, the report you get shows all transactions on that client's account. In that way, this report is similar to the Sessions & Payments tab of the clients chart. A sample Account Activity by Client report might look like this:


  • Claims & Statements

    The filter for the Claims & Statements report looks like this:


    Options for the Payer dropdown box are: All Claims & Statements, Insurance Claims Only and Client Statements Only:


    You can then use the Client(s) dropdown box beside it to further refine your choice. For example, the following screenshot was obtained by choosing Insurance Claims Only and then a fictitious client named Gary Moore:


    We can see at a glance that claims during this date range were sent to two different insurance companies (in this case, ABC is Gary's primary and XYZ is his secondary) and that so far, we have not received any insurance payments on any of these claims. (Or at least they haven't been entered in PSYBooks.) The Date Billed column contains links that will open the CMS form that was generated for that particular claim, allowing you to see the entire thing.

    If we enter an older date range for the same client, we now see many claims that have been paid and a few that still have not. We can also see which claims have been finished:


    We can refine this report even more by using the "Only show bills with outstanding balances" checkbox and/or the "Include" radio buttons in the report's filters:


    The "Only show bills with outstanding balances" checkbox brings up those claims that still have balances due. The balances might be expected from any payer, e.g., one or more of the client's insurance companies or from the client.

    By using the "Include" radio buttons, we can get more specific. For example, we might want to see only those claims that still have outstanding balances from insurance. In that case, we could choose the "Sent but not "finished" radio button to see those claims that have been sent to an insurance company, but that have not yet been marked "finished". "Finished" means all expected payments from that payer have been entered and the claim has been processed to the next payer. If there is no next payer (i.e., the current payer is the client), "finished" means that the session now has a zero balance. Another way of thinking of it is that when we are "finished" with a payer, we don't expect any further payments from them. We've either processed the remainder of the balance to the next payer or written it off.

  • Past Due Accounts

    The filters for the Past Due Accounts report look like this:


    This report allows you to select all clients or just one. It also allows you to differentiate between displaying Client Balances and/or Account Balances. (The Client Balance is the amount the client owes whereas the Account Balance is the sum of the amount owed by the client plus any amount owed by insurance companies.)

    The include dropdown gives you many options for the number of records that get displayed:


    The following report was run for all clients, displaying only client balances for sessions that are 1-119 days past due and was sorted by client:


    Notice that the table also displays both the Client Balance and the Account Balance for each client on the report. This allows you to see the complete totals due for each of these clients. In contrast, the "Total due this time period" only sums the balances of each of the sessions on this particular report. It may or may not match the complete Client and/or Account Balances owed on the account.

  • Payments Received

    The Payments Received report gives you information on all payments you've received during the time period you specify. In the report filter, you can choose whether you want to see all payments, only payments from clients or only payments from insurance companies:

    Payments Received Report

    The actual report tells you the total amount of each payment and also, the amount of the payment that's been allocated plus any unallocated amount. This makes this report useful in finding payments you might have missed that need to be allocated. The report also has a tool that allows you to delete payments that may have been entered in error:

    Payments Received Report

Clearinghouse ReportsTools

What this is

The Clearinghouse Reports section holds those reports that provide feedback from the clearinghouse regarding claims you've efiled. There are also tools allowing you to work with this informtion. There are two reports in this section: Claim Status and ERAs (Electronic EOBs).

What it looks like

The Clearinghouse Reports are on the left nav of the Reports section about half way down:

Clearinghouse Reports

Where this is

The Clearinghouse Reports are on the left nav of the Reports tab of the Tools section.

The Clearinghouse Reports section holds two report filters: Claim Status and ERAs (Electronic EOBs). Each will be discussed separately below:

  • Claim Status

    When you first click the Claim Status report, the filters will look like this:

    Claim status report filter

    As you can see, you can filter by date range, insurance company, client and status. Also, although the first sort for this report is by insurance company, you can choose whether the second sort is by submit date or by client.

    The status filters are divided into two rows - one for the status conditions that apply to the clearinghouse (Pending, Accepted by Clearinghouse, Rejected by Clearinghouse) and the other for the insurance company statuses (Accepted by Insurance, Rejected by Insurance). To understand what these mean, we need to understand the various stages a claim goes through as it's processed. Those stages are:

    1. The user sends a claim to the clearinghouse, either at the time the session is entered or by using the Process Claims & Statements tool. Between the time the claim is sent and the time the clearinghouse responds, PSYBooks displays the Pending icon: Pending.
    2. The clearinghouse receives the claim and checks it for obvious errors (e.g., the omission of something essenial such as a zip code or birthday.).
    3. The clearinghouse then sends the provider the results of its findings. If there are no obvious errors, the clearinghouse forwards the claim to the insurance company and simultaneously sends the user an acceptance message, represented in PSYBooks by this icon: Accepted by Clearinghouse. If there were errors, the claim is NOT sent to the insurance company and, instead, the user is sent a clearinghouse rejection message, represented by: Rejected by Clearinghouse. In most cases, the rejection messages will indicate what the specific errors are so the user can correct them and resubmit the claim. (Claims resubmitted at this juncture will NOT trigger a duplicate claim rejection from the insurance company since the claim hasn't yet made it to the insurance company.)
    4. Assuming the clearinghouse accepts the claim and forwards it to the insurance company, the user will now receive either an acceptance or a rejection message from the insurance company. An acceptance message usually means that the provider can expect to receive an EOB or ERA and, if other conditions are met, a payment from the insurance company within a few days or weeks. The insurance acceptance icon is: OK. Conversely, if the insurance company rejects the claim, the provider may or may not receive an EOB or ERA but they will not receive a payment. The icon for an insurance rejection is a stop sign: Rejected. Rejection messages usually provide enough information about why the claim was rejected for the user to take appropriate action. At the insurance level, rejection messsages are usually for things like wrong patient ID, patient doesn't have coverage, a required authorization was not obtained, etc. Although claims rejected by insurance CAN be corrected and resent from PSYBooks, this will sometimes result in yet another rejection because the insurance company will treat it as if it's a duplicate claim. If you're in doubt, check with the insurance company for the correct protocol for resending a corrected claim once it's been rejected at the insurance level.

    Once you've selected the report filters you want for the Claim Status report and clicked Submit, the actual report will look something like this:

    Claim status report

    This report was designed to not only give you information about your claims, but also, to give you the information you might need in cases where you need to call the insurance company about a claim. Claims are grouped by insurance company and in the same row with the company name is a place for the insurance company's phone and fax numbers, if you've entered that information in the Library. If you haven't, PSYBooks allows you to enter it from this report. For example, the header row of the top insurance company from the report above looks like this:

    Claim status insurance phone/fax

    If you click the "click to add" link beside Phone, a form similar to this one opens:

    Update insurance phone/fax

    Adding or editing the phone or fax number is straightforward - you just make the changes in the appropriate textbox(es) at the top. Also, since insurance companies often have more than one phone number and these can vary from client to client, PSYBooks lists all clients in your app that use this insurance company so you can deselect those that you don't want to receive this update.

    After the insurance company header row is the actual table of the report. Columns in the table along with a sample row would look something like this:

    Claim status table headers

    Starting from left to right, the Claim Id is an internal number assigned by PSYBooks. This is followed by the date you submitted the claim. The Submit Date is a link which will open a copy of your claim in case you need additional information such as the client's address. The Type column lets you know whether this is the client's primary (P) or secondary (S) insurance.

    The next columns are the client's name, the fee you charged, the client's date of birth and the client's insurance ID - all information you may need if you're on the phone with an insurance company. After this is another internal reference number called the File ID.

    The final column, Status, contains two tools: the Status Indicator and, when available, the Resubmit tool (the green arrow). The Status Indicator is a "hover tool", which means you can hover your mouse over a status indicator and usually receive some additional information about your claim. This information is delivered to PSYBooks from the clearinghouse and/or the insurance companies so we have no control over the content of the messsages, or even whether we get one. As you can see from the examples below, some of these messages are more helpful than others:

    Status messages

    Clicking the last tool in the Status column, the green Resubmit tool, opens this small window:

    Resubmit claim

    The purpose of this tool, in addition to making sure you didn't click the Resubmit button by mistake, is to give you a chance to write a note about why you're resubmitting the claim, what changes you made, etc. Notes written here do NOT get seen by the clearinghouse or the insurance company. They're for your records only.

  • ERAs (Electronic EOBs)

    The ERA Report is actually a report and a tool all built into one. As a tool, this report allows you to enter payment information from your Electronic Remittance Advice files (ERAs) into each client's chart - in most cases, just by clicking "Save". That function is discussed in the ERA Report Payment section above. In this section, we'll discuss some of the more advances features of the report, starting with the filters at the top:

    ERA Report

    As you can see from the screenshot, the filters on the top row allow you to select the date range for the ERAs you want to view. In the middle row, you can select the insurance company (or leave it on "All insurance companies"), the client (or leave it on "All active clients") and whether you want to view all ERAs, only the unarchived ones or only the archived ones. Finally, on the bottom row you can choose whether you want to sort by claim date or by payer. Once you've run the report, additional tools appear on the report itself which will be discussed below.

    • Show/Hide All Sessions for All Claims. This is a global tool that appears as a link on the left above the table. It allows you to show or hide all sessions of all claims. By default, the session details for all claims are showing and the link says, "Hide sessions for all claims". Clicking that link makes the form look like this:

      ERA Report

      Notice that the link now says "Show sessions for all claims" and all rows under each claim have collapsed so that all we see are the parent rows. The magnifying glasses on each row no longer have the "x" over them, meaning that now if you click one, it will show you the sessions under that claim. You can also click the "Show sessions for all claims link" to open everything back up. This tool - like all show/hide toggles in PSYBooks - is only there to make your page easier to work with by allowing you to view more or less detail. Nothing else is happening behind the scenes.

    ERA Report: Claim Level Local Tools

    • In addition to the filters and other global tools listed above, there are also four local claim level tools on the ERA Report - two in the Claim Tools column and two as links:

      ERA Report

    • Claim Tools > Show/Hide Sessions. This is the local version of the "Show/Hide sessions for all claims" tool discussed above. You can use it to show or hide the detail on individual claims:

      ERA Report

    • Claim Tools > Archive/Activate Claim. This tool allows you to archive claims that you've already processed so they don't clutter your workspace. Conversely, if you change the filters in the top part of the ERA Report to show your unarchived ERAs, you can then use the Activate state of this tool to bring a claim back to active status:

      ERA Report

      You may never need the Archive tool. Each time you save a session's ERA to your client's chart, you're given a confirm that asks you if you'd like to archive the ERA:

      ERA Report

      Clicking Yes will archive the claim so you don't have to use the Archive tool as a second step to keep your clients' accounts current.

    • There are two more claim level tools on the ERA report and they're both links that open files. Each is discussed below.

      Link > View Claim. You can click the link in the Claim Date column to see a copy of the claim you sent to the insurance company that generated this ERA:

      ERA Report

    • Link > View ERA. You can click the link in the Ref File column to see the actual ERA PSYBooks received from the insurance company. This is exactly the same thing you would have received from your insurance company had you gotten it any other way.

      ERA Report

    ERA Report: Session Level Local Tools

    • There are also quite a few tools for working with ERA data for individual sessions. Each will be discussed below.

    • Show Details. This is the magnifying glass icon to the left of the session date in the Show Details column. Clicking it opens some explanatory text from the insurance company explaining their decisions. For example, in the example below, we can see that the client has not yet met her deductible, thus the entire allowed amount of $85 can be billed to the client:

      ERA Report

      ERA Report

      Everything else on the individual session row is pre-populated by PSYBooks. For example, in the screenshot above, $85.00 has been entered in the Amt Allowed column and Deductible columns, as per the instructions on the ERA. The amount paid by Aetna (the Ins Paid column) is entered as $0.00. Clicking Save will enter a $0.00 payment from Aetna in this client's chart and bill $85.00 to the client. However, if something looks amiss, you can click the Claim link and/or the ERA link discussed above to get additional information and make adjustments to any of the fields on this row. You can also click the clipboard if you want to attach a note to this claim.

    The "Fix This ERA" Tools

    • Occasionally PSYBooks receives an ERA that can't be parsed automatically. When this happens, the "Save" button on the ERA is disabled, making it impossible to enter the ERA. There are many possible reasons for this, for example:

      • The session may already have been processed to the client, which means it's not available to receive an insurance payment.
      • The ERA payment might be a negative number, which isn't allowed. (Insurance companies sometimes send negative payments to adjust for a previous payment which was sent in error.)
      • Entering the ERA might produce a negative balance for the session, which isn't allowed.
      • The session may already have one or more ERA payments.
      • The ERA may be for a session that does not exist in PSYBooks.

      When PSYBooks receives an ERA that cannot be processed, a "Fix This ERA" button will appear beside the disabled "Save" button:

      ERA Report

      Clicking the button opens a set of tools that allow you to make changes to the ERA itself and/or to other payments that might have been allocated to the session. It looks like this:

      ERA Report

      This interface may look intimidating at first, but breaking it down into its parts helps. Notice that there are two main sections: "THE ERA" at the top, followed by a line and then "TOOLS" in the bottom half. Each of these sections will be discussed below.

    • THE ERA. This section holds a copy of the actual ERA itself. The screenshot below is a detail from the Fix This ERA window above. Notice that the "Save" button is disabled just like it was on the regular ERA report because there are one or more issues that are preventing it from being processed:

      ERA Report

      As you use the tools to correct the issues with the ERA, the "Save" button will become enabled automatically when the ERA can be processed and you'll be able to save it like you normally would.

    • TOOLS. Despite the fact that the TOOLS section is the bottom half of the form, this is where you will need to begin when working with an ERA. There are three main tools in this section:

      • The "Archive/Delete ERA" tool
      • The "Process To" Tool
      • The "Payment & Adjustment" Tools (there are several tools in this category)

      Each will be discussed separately:

      The "Archive/Delete ERA" Tool. This tool is probably the one you'd want to use if the ERA is a duplicate or some other type of erroneous ERA that you don't need. It offers two different methods for getting rid of the ERA without actually processing it. When you use this tool, none of the values of the ERA are added to your client's account or to your Payments Received report. The Archive/Delete ERA tool is the first one listed in the TOOLS section:

      ERA Report

      When you click the tool (the icon at the end of the line), this window opens:

      ERA Report

      The difference between these two choices is that "Archive" will keep a copy of the ERA in your ERA report in case you want to maintain a record of having received it. It will be listed among your other archived ERAs. "Delete", on the other hand, will permanently delete the ERA from your account. You'd still be able to find it (with all its values) in your Activity Log as a deleted ERA, but it won't appear in any ERA reports you might run.

      The "Process To" Tool. This is probably the tool you will use most often. The actual tool is the "Process To" dropdown box (i.e., the only thing you can change). Medical billing programs such as PSYBooks always process payments in this order: primary insurance company, secondary insurance company, client. Occasionally, for a variety of reasons, you need to be able to change that flow, i.e., to "process to" a different payer.

      This situation can occur for a variety of reasons. For example, maybe an insurance payment comes in but is for the wrong amount. When you enter the insurance payment, the program will automatically send the remainder to the next payer on that client's list - either the next insurance company or the client. If you later receive some kind of adjusted payment from the initial insurance company, you wouldn't be able to enter it because the claim would have already been sent to the next payer.

      This is the situation in the screenshot below. Notice that the "Payer" of the ERA is UnitedHealthCare, but the "Process To" box is set to Client.

      ERA Report

      If we click the Process To tool (the dropdown), we'll get something like the screenshot below:

      ERA Report

      Notice that this client has two insurance companies listed. One of them, UnitedHealthCare, has a (P) beside it (indicating that it is the primary insurance company) and the other, BCBS, has an (S) (secondary). If we look at the Payer column, we see that this ERA is from the primary insurance - UnitedHealthCare. Once we change the dropdown to the correct payer, the Session Info section will look like this:

      ERA Report

      More importantly, the "Save" button on the ERA at the very top of the page will now be enabled:

      ERA Report

    • The Payment & Adjustment Tools: These tools only appear if other payments of any kind - client, insurance or ERA - have already been allocated to the session. If the session does not have any other payments, this section will not be present on your form.

      The reason this section is important is because PSYBooks does not allow negative session balances. Therefore, if the amount of the current ERA you're trying to enter would create a negative balance, it will not be able to be entered. The tools in this section allow you to clear or delete previous payments to "make room" for the ERA payment. This Payment & Adjustment Tools section looks like this:

      ERA Report

      Looking at a close-up view of this particular table, the problem is readily apparent: the amount allowed, as set by a previously entered ERA, has been paid by the client since the ERA listed the full allowed amount as going toward the deductible:

      ERA Report

      If the new ERA has a payment amount that's greater than zero, it will not be able to be entered. However, using the tools on the right-hand side of the table, the client payment can be removed and/or the previous ERA can be deleted, either of which might help, depending on the payment and allowed amounts of the new ERA. When client or insurance payment allocations are cleared from a session, they can be applied to other sessions. ERA payments can only be deleted - they cannot be allocated to a session other than the one to which they were assigned by the insurance company.

    • Making Direct Edits to the ERA: Once the Save button on the ERA at the top of the form has been enabled by working with one or more of the tools in the bottom section, there is one last set of tools you have available: you can directly edit all fields of the actual ERA except the Ins Pd field. For example, despite the fact the Save button of the ERA below is enabled, it's obvious from looking at it that we still can't enter it because the insurance payment amount (Ins Paid) is larger than the allowed amount (Amt Allowed):

      ERA Report

      In this kind of situation, the user may know what the correct allowed amount for this CPT code should be. Assuming it's larger than the paid amount, it is probably safe to go ahead and change the allowed amount so the ERA can be processed into the client's chart. However, values in ERAs are sent to PSYBooks by the insurance companies. When you make direct edits, be aware that the data in your client's account will not match what the insurance company has in their records for this claim. If you've made changes of this type and want to revert back to the values sent by the insurance company, you can use the final tool on this page:

    • The Restore Tool: This tool can be used to restore the ERA to the original amounts sent by the insurance company if you've made some direct edits you've decided you don't like. It's the small icon at the end of the text under the ERA:

      ERA Report

      As an example of when you might use this tool, in the ERA above, the user has changed the Amt Allowed and also the Client Copay fields. However, this ERA still won't be able to be entered because the sum of (Ins Pd + Client Copay) is larger than Amt Allowed. In this situation, the user might want to use click the Restore Tool icon, which will open the window below, allowing them to start all over again:

      ERA Report

      Although direct edits may seem intrinsically appealing and there are times when they're the best option, it's wise to use them sparingly. Once the ERA has been saved, you will not be able to access the tools in the Fix This ERA window again. This means you would not be able to restore the original values sent by the insurance company once an edited ERA has been saved. Because of this, if you do decide to make direct edits to the ERA, check your work carefully before saving.

Client ReportsTools

What this is

The Client Reports category is for non-financial reports that specifically pertain to your clients. Reports in this category are: Client Insurance, Contact Info, Current Meds, Med History, Notes and Session List.

What it looks like

You can access the Client Reports from the left nav of the Reports section. It looks like this:


Where this is

The Client Reports section can be found mid-way down the left nav of the Reports tab of the Tools section.

The Client Reports section holds six report filters: Client Insurance, Contact Info, Current Meds, Med History, Notes and Session List. Each will be discussed separately below:

  • Client Insurance

    The Client Insurance report is designed to allow you to to see at a glance which clients have which insurance. The filter is relatively simple:

    Client insurance report filter

    You can select all clients or just a specific one. Similarly, you can view all insurance companies (both efile and print) or only efile companies or only print companies. You can sort by client or by insurance company, which gives two very different kinds of reports. A Client Insurance report sorted by client looks like this (filters are all clients, all insurance):

    Client insurance report

    Using the same filters but sorting by insurance company produces a report similar to this:

    Client insurance report

  • Contact Info

    The Contact Info report allows you to extract all contact information you've entered for your clients, similar to having an address book. The filter just has a single select box which allows you to choose a single client or all clients:

    Client contact info report

    The report (for all clients) looks like this:

    Client contact info report

  • Current Meds

    The Current Meds report lists the medications any one client, or all of your clients, are taking at the time the report is run. In other words, it's like a snapshot of what meds your clients are taking today or on another date of your choosing. The filter for the Current Meds report only has client and date. Notice that this report is for a single date only, not a range of dates:

    Current meds report

    The sample report below was run on all clients:

    Current meds report

  • Med History

    The Med History report allows you to see the medication history for a single client or for all of your clients within a date range of your choosing. You can select only one drug or all drugs that are in the Frequently Used Medications table in the Medications section of the Libraries. For example, if you want to see what Jane Smith's reaction to Prozac has been for the entire time you've worked with her, this report can give you that information. Alternatively, you can review Jane's entire medication history with all drugs.

    The filter for the Med History report looks like this:

    Medication history report

    A Med History report for all clients, all drugs with the sort by client name and then date would look similar to this:

    Medication history report

    The same report sorted by client name and then drug name looks like this:

    Medication history report

  • Notes

    The Notes report is similar to the Notes tab in a client's chart in that it allows you to view any or all notes you've written for a specific client. Like the Notes tab, you can filter by date, by type of note and by whether the note has been marked as important:

    Notes report filter

    Also like the Notes tab, if you select "Specific medical record notes" from the View select box, a new section opens that allows you to mix and match the specific notes you want to see:

    Notes report filter

    However, the Notes report has a different focus from the Notes tab. Whereas the Notes tab is the place to go when you want to find maximum information and/or tools for working with a note (edit, sign, mark important, create PDF, etc.), the Notes report is designed for easy readability. Notes in the Notes report are presented in the order you wrote them so you can read straight down the page. The other unique feature of the Notes report is that it has the ability to create a set of notes that includes all clients. This is not possible with the Notes tab.

    The sample Notes report below was filtered to only list Intake Notes and Treatment Reports for this particular client (fake and/or dummy data is used):

    Notes report

  • Session List

    The Session List report allows you to see information on sessions with an individual client or with all clients. The filter for the Session List report looks like this:

    Session list filter

    A Session List report for all clients sorted by client might look like this:

    Session list report

    The links on this report allow you to view and/or edit the session, depending on whether it's already been processed to an insurance company. You can also sort this list by session date instead of client, which will give you sub-totals by month.

Miscellaneous ReportsTools

What this is

The Miscellaneous Reports category is for those reports which don't fall into any of the other categories. Currently, there is one report, Insurance Companies, in the Miscellaneous category.

What it looks like

You can access the Miscellaneous Reports from the left nav of the Reports section, which looks like this:


Where this is

The Miscellaneous Reports category is near the bottom of the left nav of the Reports tab of the Tools section.

The Miscellaneous Reports section holds one report filter: Insurance Companies. It's discussed below:

  • Insurance Companies

    The Insurance Companies report gives you information about the insurance companies you have in your Libraries > Insurance tables. The filter just has one select box and one checkbox:

    Insurance Companies Filter

    The items in the select box are:

    Insurance Companies Select

    The checkbox let's you choose whether you want to view all insurance companies or only those that are currently being used by your active clients.

    Once you make your selections and run the report, it will look similar to this (this user kept the "All Insurance Comapnies" option in the select box and checked the box to include companies that do not currently have clients):

    Insurance Companies Report

    From this report, we can tell that Jane C. Therapist has four insurance companies in her Library: three efile companies and one print company. Jane does not currently have any clients who have Advanstaff, Inc. Additionally, one insurance company (Acme Ins) is out-of-network, as indicated by the (OON) following the insurance company's name.

    The client sections in this report give specific information on each client that currently has that insurance. The capital P or S in parentheses following each client's name indicates whether that company is their primary or secondary insurance. The report also lists their ID and group ID.

    The Insurance Companies Report also allows us to view any notes we've written pertaining to insurance companies. Both global notes (i.e., notes pertaining to the insurance company as a whole) and local notes (notes pertaining to a specific client) can be viewed in this one report. (Global notes will be on the shaded rows with the insurance company's name; local notes are on the white row with the individual client's name):

    Insurance Companies Notes


What this is

The HIPAA/HITECH reports are designed to make it easier for you to comply with the various HIPAA/HITECH rules and laws that govern mental health. Currently there are two reports in this category, the PHI Report and the Activity Log.

What it looks like

You can access the HIPAA/HITECH reports from the left nav of the Reports section, which looks like this:


Where this is

The HIPAA/HITECH group of reports are at the bottom of the left nav of the Reports tab in the Tools section.

The HIPAA/HITECH Reports section holds two report filters: PHI Report and the Activity Log. Each will be discussed separately below:

  • PHI Report

    The PHI Report is designed for those times when you need to produce a copy of your client's medical record. By default, these things are included in the report:

    1. Demographics
    2. Family
    3. Insurance Information
      1. Insurance Company
      2. Authorizations
    4. Sessions
    5. Payments
      1. Client Payments
      2. Insurance Payments
      3. Adjustments
    6. Claims & Statements
      1. Insurance Claims
      2. Client Statements
    7. Medications
      1. Current Medications
      2. Medication History
    8. Other Notes
    9. Uploaded Files

    Additionally, the default PHI Report includes each medical record note presented in the context in which it was written. For example, a note marked as a medical record note written with a session would be presented with the rest of the information about that session, a medical record note included with a client payment would be included with the rest of the information about that payment, etc. Other types of medical record notes, such as Intake Notes, Treatment Plans, Progress Reports and Mental Status Exams appear in the "Other Notes" section. Notice, however, that ONLY medical record notes are included with a PHI Report. Your personal psychotherapy notes remain in a different section of the app and will never be part of a PHI report.

    As usual, you do not have to accept the default version of the PHI report. The filter gives you many choices:

    PHI Report Filter

    The checkboxes in the tan section marked PHI can be used to include or elimate entire sections of the PHI report (Demographics, Family, Insurance Information, etc.). In addition, the Notes section has these three options in the select box:

    PHI notes select options

    If you choose the last option, Specific notes in the medical record, you'll be given this list of possible notes to choose among:

    PHI notes

    This box let's you eliminate all clinical medical record notes, all admin medical record notes or specific notes from each category, depending on your specific needs and requirements.

    Once you select your filters and click Submit, the PHI report appears on the page beneath the filters. Data you've previously entered in PSYBooks is extracted into the various categories of the PHI report, making it easy to locate what you need. PHI reports can be quite long, so typically there will be a scroll bar on the right to make it easier to use. However, if you create a PDF with the "Create PDF" tool (Create PDF to print or save), the PDF will be a continuous, multi-page report that you can print, save to your computer or save to the "Your Files" section in PSYBooks ( Upload to 'Your Files' ).

    On the screen, the PHI report looks something like this:

    PHI report

  • Activity Log

    The Activity Log automatically keeps a record of virtually everything that happens in your app that pertains to PHI (protected health information). It allows you to see who has logged in, what they did and when they did it. It also creates a copy of anything that's been deleted so that no PHI is ever actually destroyed. The filter for the PHI Report allows you to make these choices:

    Activity Log Report Filter

    Unless you've added other users to your account, the User(s) select box would always just be you. If you have created other user accounts for staff or colleagues, you'll be able to track exactly what they did here in the Activity Log. The Client select box allows you to view just what's happened in a specific client's account or choose all clients and, as with most reports, you can limit the date range in a variety of different ways.

    You can also choose the specific activity or activities you want to see. PSYBooks' activity list is quite long. The screenshot below is a partial list of the options to give you an idea:

    Activity Log Report Actions

    The report itself is quite thorough. You'll be able to see which client's charts have been viewed and what's been done to them. A sample report is below:

    Activity Log Report

    Notice that names in the Action Taken By and also the Acted On columns are orange, like links. However, these aren't links that go anywhere, but rather, are hover items that give you additional information. For example, mousing over the Action Taken By link in the screenshot below tells us that this user, Jane C. Therapist, Ph.D., is the account holder, that she is an individual subscriber with the Master Clinical permission level and that she performed this action from a computer with the IP address of

    Activity Log User Hover

    Similarly, we can determine a client's ID and birthday by hovering over their link in the Acted On column:

    Activity Log Client Hover

    In addition, when an item (or an entire client) has been deleted, a link will appear in the Description column, similar to this:

    Activity Log Client Hover

    Deleted items ARE links which, when clicked, open a new window that shows you the content of what was deleted plus any reason that was given for the deletion:

    Deleted Session Info

Your FilesTools

What this is

This is a tab in the Tools section of the app which provides you with secure storage space where you can keep documents that pertain to your practice. You can upload files from your computer and save reports that you've run in the Reports section. There are tools for adding files and for adding/editing the file categories.

What it looks like

Reports > Your Files


Where this is

You can access Tools from the global nav at the top of every page or from the Sitemap links at the bottom. Your Files is the second tab.

The Your Files area is a secure area for storing the documents you want to keep for your practice. It's the therapist's version of the Files tab that appears in each client's chart. Like the Files tab, there are tools for uploading files from your computer and for adding and editing the categories you use on the page.

In addition to storing files from your computer, you can also use this area to save reports you run from the Reports tab. Just look for the Upload to Your Files icon ( Upload to 'Your Files' ) after you run your report.

Add File (for Your Files)Tools

What this is

The Add File tool on the Your Files tab allows you to enter a Name, Category and Permission level of a file you're uploading to the therapist's file storage area.

What it looks like

The Add File tool looks like this:


Where this is

The Add File tool is on the left nav of the Your Files tab in the Tools section.

Clicking the Add File tool in the Your Files section opens a form exactly like the one in the Files tab of a client chart:

Add File tool

The first line lets you browse your computer for the file you want. Once you find your file, PSYBooks automatically populates the Document Name field with the name of your existing file. However, you can change the name to anything you want. The next line allows you to select a category for your file. This is an optional tool to help you keep your files organized. The last line allows you to set a permission level for the file (i.e., specify which types of users are allowed to view the file).

Add/Edit Categories ("Your Files" section)Tools

What this is

The Add/Edit Categories tool in the Your Files section allows you to add, edit, delete and reorder the categories you use to organize your own files. The categories in the therapist file section are totally different from the file categories in clients' charts so changes you make here will not affect any client chart.

What it looks like

The Add/Edit Categories tool in Your Files looks like this:

Add/Edit Categories

Where this is

The Add/Edit Categories tool is on the left nav of the Your Files tab in the Tools section.

When you first click the Add/Edit Categories tool in the Your Files section, the default form that opens looks like this:


Notice that there are many fewer default categories in the therapist file storage area than are present in the client file storage area. However, you can change the categories in any way you want. As with client file categories, there are four separate tools for working with the categories: The Add New File Category tool at the top plus three small table tools: Reorder, Edit and Delete. Each will be discussed below:

  • Add New File Category tool

    The Add New File Category tool looks like this:

    Add New File Category

    Clicking the tool opens a textbox right on the form where you can add your new category:

    Add New File Category

    You can add your new category, click Save, and it will be added to the list below the tool.

  • Reorder File Categories tool

    The Reorder File Categories tool is a small table tool beside the name of the category. It looks like this:

    Reorder File Category

    You can click and drag any category to another place in the list with this tool.

  • Edit File Category tool

    The Edit File Category tool looks like this:

    Edit File Category

    Clicking an Edit File Category tool puts the category name in that row in a textbox where it can be edited:

    Edit File Category

  • Delete File Category tool

    The Delete File Category tool looks like this:

    Delete File Category

    You can use this tool to delete file categories. You will be warned if a category contains files so you can decide whether you want to delete the files and the category or just the category.

Notes & RemindersTools

What this is

Notes & Reminders is a page where you can keep notes you've made to yourself.

What it looks like

The Notes & Reminders tab in the Tools section looks like this:

Notes & Reminders

Where this is

The Notes & Reminders tab is in the Tools section.

This page displays all notes you've made to yourself (with the Add Note tool on this page) and also, any reminders you've saved after setting them with the Set Reminder tool. (There's a Set Reminder tool on this page and it also appears in the black bar at the top of every page in the app.) All notes and reminders on this page can be edited and deleted, which means you can use this section both as your "to-do list" (deleting items once you've finished with them) and also for any long-term notes you need to keep for your records. The Show Notes filters at the top allow you to view only your notes, only your reminders or both for any range of dates you select.

Add NoteTools

What this is

The Add Note tool allows you to add notes that will appear on the Notes & Reminders tab.

What it looks like

The Add Note tool on the Notes & Reminders tab looks like this:

Add Note

Where this is

The Add Note tool is on the left nav of the Notes & Reminders tab in the Tools section.

When you click the Add Note tool on the Notes & Reminders page, the form that opens looks like this:


Notice that the therapist's name as well as the user's name (in this case, both the same) are already filled in, as are the date and time. You can add a subject line if you want (not required but may be helpful) and then write your note and save it. Notice that the notes you write with this tool will only be displayed on this page (Notes & Reminders). They will not appear in any client's chart.

Set ReminderTools

What this is

The Set Reminder tool allows you to create reminders for yourself

What it looks like

There are two versions of Set Reminder tool - one on the black bar at the top of every page in the app and the other on the Notes & Reminders page:

Set Reminder

Where this is

The Set Reminder tool is on the left nav of the Notes & Reminders tab in the Tools section and also in the black bar at the top of every page.

No matter where you access the Set Reminder tool, it always opens the same form. The form looks like this:

Set Reminder

The only required field is the reminder itself which you enter in the large textarea. If your reminder pertains to a specific client, you can (but don't have to) select the client's name in the Client dropdown box. Selecting a client's name does two things:

  • It allows you to be shown the reminder the next time you open the client's chart instead of when you logon
  • It allows you to save the reminder in the Notes tab of the client's chart

If you'd like to be able to do either of these things, you can select a client, which will add an additional radio button under "Show me this note" that looks like this:

Set Reminder

Now you can either be shown the reminder the next time you log on to PSYBooks or the next time you open this client's chart.

Once you've set your reminders, the popup that gets shown to you uses exactly the same format. The only difference is that, if you've selected a client, that client's name will appear in a column labeled "Client". If you did not attach a client to your reminder, that column will be blank. The reminders below were set to be shown the next time the user logged on. We can tell that just from looking because not all of the reminders have a client name attached:

Set Reminder

Notice that only the last reminder on this popup has a client's name listed in the Client column. The others are general reminders that the user did not tie to any particular client despite the fact that the first and third ones seem to be about clients. Reminders set to be displayed the next time you open a client's chart look exactly like this except that the client's name would be attached to each of the reminders, similar to the one below. Actually, this reminder might have been displayed at logon or when the client's chart was opened - we can't tell just by looking at it:

Set Reminder

You determine the settings for each reminder individually. You can set one reminder to be displayed the next time you open a client's chart and another to be displayed the next time you logon. You can have PSYBooks send you emails for some reminders but not others. You can attach clients to some but not others. Each reminder is it's own thing - you don't have to do them all alike.

Reminder Tools

Once you've set a reminder and it gets displayed, you'll notice that there are three tools on the reminder popup:

Reminder Tools

Each of these tools will be discussed separately below:

  • Dismiss and do not save. This is the first tool on the left and looks like this:

    Reminder Tools

    If you click this first tool, you will not be shown the reminder again and it will not be saved anywhere in the app.

  • Dismiss and save as a note. This is the middle tool beside each reminder and looks like this:

    Reminder Tools

    The middle tool - the "save" tool - is different from either of the others in that it does one thing if it's attached to a specific client's name and something different if no client's name is listed. When this save tool is clicked on a reminder with a client name is attached (such as in the example above), the reminder is saved in the Notes tab of the client's chart. Conversely, when no client's name is attached and the save tool is clicked, the reminder is saved in the Notes & Reminders tab of the Tools section. One way to think of this is that the Notes & Reminders tab is like the therapist's version of the Notes tab in a client chart.

  • Remind me again. This is the last of the reminder tools:

    Reminder Tools

    This last tool will reset the reminder so that you'll see it again either the next time you logon or the next time you open the client's chart.