Client Configuration Guide

This guide walks you through the process of setting up and managing clients in your Cognix Health practice.

Adding New Clients

Basic Information Setup

1. Personal Information

• Full Name
• Date of Birth
• Contact Details
• Address Information
• Emergency Contacts
• Primary Language
• Communication Preferences

2. Guardian Information (if applicable)

• Guardian Name
• Relationship
• Contact Information
• Legal Documentation
• Access Permissions

Insurance Configuration

1. Primary Insurance

• Insurance Provider
• Member ID
• Group Number
• Policy Holder Information
• Coverage Details
• Authorization Requirements

2. Secondary Insurance (if applicable)

• Secondary Provider Details
• Coordination of Benefits
• Coverage Information
• Authorization Process

3. Eligibility Verification

• Automated Checks Setup
• Verification Frequency
• Alert Configuration
• Coverage Updates

Clinical Setup

Initial Assessment

1. Clinical Information

• Diagnosis Codes
• Presenting Problems
• Medical History
• Current Medications
• Allergies
• Previous Treatment

2. Treatment Planning

• Goals and Objectives
• Service Types
• Frequency of Sessions
• Progress Tracking
• Outcome Measures

Provider Assignment

1. Primary Provider

• Provider Selection
• Schedule Matching
• Service Type Alignment
• Clinical Expertise Match

2. Care Team Setup

• Additional Providers
• Role Definitions
• Communication Protocol
• Collaboration Settings

Client Portal Configuration

Account Setup

1. Portal Access

• Account Creation
• Login Credentials
• Security Questions
• Two-Factor Authentication
• Password Requirements

2. Communication Preferences

• Appointment Reminders
• Portal Notifications
• Email Settings
• SMS Preferences
• Language Settings

Document Management

1. Required Forms

• Consent Forms
• HIPAA Acknowledgment
• Practice Policies
• Financial Agreements
• Release Forms

2. Document Sharing

• Secure Upload/Download
• Document Categories
• Access Controls
• Version Tracking

Appointment Management

Scheduling Setup

1. Appointment Types

• Initial Evaluation
• Regular Sessions
• Follow-up Visits
• Group Sessions
• Telehealth Options

2. Schedule Preferences

• Preferred Days/Times
• Location Preferences
• Provider Preferences
• Cancellation Policy
• Reminder Settings

Billing Configuration

Financial Setup

1. Payment Information

• Payment Methods
• Auto-Pay Setup
• Statement Preferences
• Invoice Settings
• Payment Plans

2. Insurance Billing

• Claim Submission Rules
• Co-pay Collection
• Deductible Tracking
• Authorization Management
• EOB Processing

Progress Monitoring

Documentation

1. Session Notes

• Note Templates
• Progress Tracking
• Goal Updates
• Outcome Measures
• Clinical Indicators

2. Reports and Analytics

• Progress Reports
• Outcome Tracking
• Attendance Patterns
• Treatment Effectiveness
• Quality Metrics

Best Practices

Client Management

1. Regular Updates

• Information Review
• Insurance Verification
• Clinical Updates
• Document Renewals
• Contact Verification

2. Communication Protocol

• Response Times
• Communication Methods
• Emergency Procedures
• Follow-up Protocol
• Documentation Standards

Privacy and Security

1. Access Controls

• Information Sharing
• Record Access
• Portal Security
• Communication Security
• Audit Tracking

Support Resources

For assistance with client setup:

• Technical Support Contact
• Training Materials
• Setup Guides
• FAQ Documentation
• Best Practice Guidelines

Remember to maintain regular client record updates and ensure all required documentation is current and compliant with healthcare regulations.