Administrator User Guide Setup Kareo Desktop Application – Part 2kareocustomertraining.s3.amazonaws.com/Guides_KU/Admin_Setup… · Go to Settings> Provider > Provider Performance

Administrator User GuideSetup Kareo Desktop Application – Part 2Step-by-step checklist for Billing Settings

Kareo Confidential 22

Go to www.kareo.com and Click on Download PM located in the top menu bar

Downloading Kareo Desktop Application

Checklist

Kareo Quick Tip!Only enter the EIN if that is the number you use to bill to insurance.

Review and confirm that your system meets Kareo Desktop Application requirements

Click the blue “Download Kareo Now” button. Follow the download instructions located on the left, center of the page

Click on the Kareo icon to launch the Desktop Application Located on the desktop

Kareo Quick Tip!Windows 7 or newer version of Windows is required

http://www.kareo.com/


Locate your Kareo ID Number This is located at the top left of your screen. You will need your Kareo ID number when contacting customer support for assistance

Kareo Dashboard

Checklist

Kareo Quick Tip!Only enter the EIN if that is the number you use to bill to insurance.

Locate Settings In the menu bar at the top of the screen. This is where you will complete Part 2 of your Kareo setup

To Do List Best practice is to review this every time you login to Kareo

Locate Status Message Located at the bottom left of your home page. This is where you will find information pertaining to system updates


Verify Practice Name, Group NPI and EIN This information was entered during Part 1 of the Platform setup

Practice Information Settings

Checklist

Get a kFax Number Settings > Company > Find Practice > Locate Practice and double click Practice Name. Click on Get KFax Number located at the bottom of the screen. Click Save. Your kFax number will auto populate in the Edit Practice Screen

Enter Billing Contact This is who the insurance company will contact when inquiring about a claim

Enter Billing Phone Number This phone number is what populates on patient statements

Go to Settings > Practice Information

Kareo Quick Tips!kFax allows documents to be received directly into Kareo


Locate Provider Double click on Provider you would like to complete setup for

Provider General Settings

Checklist

Confirm Individual NPI, Specialty, Physical Address

with a 9 digit zip code and at least 1 phone number

Go to Settings > Provider > General tab


NPI Claim Settings This NPI will be used when billing ALL of your payers unless you create an override in the override claim settings section below

Provider Claim Settings

Checklist

EIN/ Social Claim Settings This EIN or Social Security Number will be used when billing ALL of your payers unless you create an override in the override claim settings section below

Go to Settings > Provider > Claims Settings

Pay to Address By default, your payments will be mailed to your Practice Address. If you wish to send payments to alternate address use this option

Override Claim Settings Click ADD on the far right to initiate an override to standard settings above

Kareo Quick Tip! You can use a P.O. Box in the Pay to Address if desired


Insurance Company Select the Insurance Company the claim override is applicable to. Select appropriate location, NPI and Tax ID and then click “ Show advanced settings” to expand the window

Provider Claim Settings (cont.)

Checklist

Complete Practice Settings If applicable, enter practice and/ or pay to name and address overrides

Go to Settings > Provider > Claims Settings> Add

Complete Advanced Paper/Electronic Claim Settings When entering additional Provider numbers necessary for claim submission, always select G2, OB or ZZ from the drop down. Be sure to complete both PAPER and ELECTRONIC fields

You can use a P.O. Box in the Pay to Address if desired

Submitter Number and/or Group Specialty If applicable, add Provider Submitter number and/ or Group Specialty number in the fields below


Activate To subscribe to Provider Performance report click on the “active” box

Provider Performance Report Checklist

Kareo Quick Tip!Only enter the EIN if that is tumber you use to bill to insurance.

Scope Select Practice, Provider or Both as scope

Frequency Select whether you’d like to receive the report daily, weekly or monthly. If monthly selected choose “delay” in days

CC Email Recipients This report can be sent to other users in the practice as well

Go to Settings > Provider > Provider Performance Report


Upload Documents Add Provider documents (W9, credentialing, licenses, contracts, etc ) to Provider record

Provider Documents Checklist

Browse Existing Select from document library

Scan Scan a new document directly into the Provider record

Go to Settings > Provider > Documents

Kareo Quick Tip! Your scanner device must be TWAIN compliant


Provider Log To review any changes or updates made to the Provider record view the Log tab

Provider Log Checklist

Kareo Quick Tip!Only enter the EIN if that is to bill to insurance.

.

Go to Settings > Provider > Log


Internal/ Billing Name The Internal name is used for Practice use only, the Billing Name is what submits on the claim

Edit Service LocationChecklist

Location Address This address is where the services were rendered. It must be a physical address with a valid 9-digit zip code

Place of Service & CLIA The place of service code is required for billing. CLIA should be populated if necessary for lab claims. Be sure to enter an upper case alpha character to avoid claim rejections

Facility NPI: If applicable, this NPI corresponds with the Facility services were rendered at. i.e. Hospital, Nursing Home, etc

Go to Settings > Service Locations

Kareo Quick Tip! Select the appropriate time zone


Dashboard This dashboard shows insurances added on the Platform. In the desktop application, when you click on the insurance company name, it takes you to the Edit Insurance Company window instead of the plan

Enrollment DashboardChecklist

Add Insurance Additional Insurances can be added here or in the platform

Enroll Insurance Additional insurances that require enrollments can be initiated here or in the platform

Go to Settings > Insurance > Insurance Companies


Insurance Program Best practice is to select one of the appropriate insurance programs highlighted in the notes field

Edit Insurance Company

Checklist

Default Adjustment Optional. To auto populate a specific adjustment type when posting payments, assign an adjustment code

Automatically bills Secondary insurance This box should ONLY be check marked for Medicare. This indicates that the insurance will automatically cross over to secondary

Go to Settings > Insurance Companies > click Insurance Company name

Scope Best practice is to always select Practice Specific


Insured Format If you are printing claims to paper for Medicare, select “Medicare style”. For all other payers, leave insured format as “default”

Edit Insurance Company Checklist

Primary/ Secondary Billing Form Confirm primary/secondary Billing form coincides with CMS 1500 form you are currently using

Edit Insurance Company – Paper Claims tab


Electronic Claims This box should be checked if you plan to submit claims electronically to this payer


Clearinghouse This defaults to the clearinghouse selected when you added insurance in the enrollment wizard

Clearinghouse Payer ID This defaults to the payer ID selected when you added insurance in the insurance wizard

Edit Insurance Company – Electronic Claims tab

Other Information If authorization or enrollments are required, the box will be checked. If the payer supports patient eligibility requests, the box will be checked


Set up Paper Claims to go electronically via the Clearinghouse Rather than print your paper claims, send them electronically through the clearinghouse for only $0.68 per paper claim printed and mailed postage is included


This payer accepts electronic claims Be sure this box is checked

Clearinghouse Select “Gateway EDI”, also known as Trizetto


Electronic Payer Connection Click button to search for “PAPER” payer connection


Look For “PAPER” After typing “paper” in the look for field select find now


Payer ID 00010 Select payer ID 00010 and click OK

Monthly Invoice Charges for Paper claims submitted electronically via the clearinghouse will be reflected on your monthly invoice



Enrollment Status This status should correspond with the status indicated on the enrollment dashboard


Best practice Is to check the bottom 5 boxes if applicable for your practice

Edit Insurance Company - Practice Settings tab


Manage Insurance Plans Plan addresses are required and are typically added in Platform, however, they can be added in Desktop Application as well

Find Insurance Plan

Checklist

Go to Settings > Insurance > Find Insurance Plan > click Insurance Plan to edit OR select “new” on the bottom left to create a new Plan

Create New Insurance Plans To create new Insurance Plans, click NEW on the bottom left


Insurance Company Click on the Insurance Company button to select the Insurance Company the new Plan will be associated with

New Insurance Plan

Checklist

Go to Settings > Insurance > Find Insurance Plan > click Insurance select “new” on the bottom left to create a new Plan

Plan Name Best practice is to add the Insurance Company name followed by plan type (i.e. Aetna PPO)

Plan Address This is a required field. Some insurances may require a 9-digit zip code

Scope Best practice is to select “practice” specific


Manage Referring Physicians Referring Physicians should be added in Platform however, you will need to confirm Taxonomy code by clicking on Specialty and selecting the appropriate taxonomy

Edit Referring Physician Checklist

Best Practice Referring Physicians should have an Individual NPI, Address with 9-digit zip code, at least 1 phone number and a Taxonomy code

Go to Settings > Other Lists > Find Referring Physicians


Standard Fee Schedule Name Enter a name for your Fee Schedule (i.e. Standard Fees 2017)

Setup Contract and Fee Schedules Checklist

Procedures and Fees Select which option you will use to obtain your procedures and fees: Import , Add manually or Copy from existing fee schedule

No Response Trigger This feature indicates how many days your claims will remain in a “pending insurance” status before changing to “no response” status

Go to Settings > Contracts and Fees > Add New Standard Fee Schedule

Checklist At least 1 Provider, 1 location and 1 procedure is required in order to save your fee schedule


Add Procedures and Fees Manually Selecting this option will allow you to add each procedure code and fee to your fee schedule manually

Contracts and Fees (cont.)Checklist

Enter Procedure Codes Procedure codes can be manually added one at a time or multiple codes can be added at the same time separated by commas

+ Add After entering your procedure codes click + Add button to add them to your fee schedule



Add Fees Manually Manually enter the fee you would like to charge next to each code

Contracts and Fees (cont.) Checklist

Base on Medicare If you prefer to base your fees on Medicare rates, select the “Base on Medicare” tab at the top and choose the percentage of the Medicare rate you would like to charge . Your fee will auto-populate



Import from file If you choose to import your fees from a file, you will need to download our excel template


Excel Template Enter Procedure codes, modifiers and fees in the appropriate columns and save file to on your computer

Upload Excel file Choose file from location on your computer and all procedure codes, modifiers and fees will auto populate in the fee schedule




Save to Excel After saving your completed fee schedule we recommend to save your completed fee schedule to excel for future reference


Start Date After saving your completed fee schedule we recommend updating your start date


Add New Contract Rates Select add new Contract Rates and select the insurance company it is associated with


Procedures and Fees Select which option you will use to obtain your procedures and fees: Import , Add manually or Copy from existing fee schedule

Effective Start/End Date Enter in the start and end dates for this specific contract

Go to Settings > Contracts and Fees > Contract Rates

No Response Trigger This feature indicates how many days your claims will remain in a “pending insurance” status before changing to “no response” status


How does your practice bill out Best practice is to bill using ONLY Standard Fees


Provider Type for Medicare Rate Select whether you’re billing as a facility or non-facility

Contract Management Best practice is to run a “Contract Management Detail "report to confirm you are collecting the contracted rate you have entered for each company. To view report go to Reports > Payments > Contract Management Detail

Go to Settings > Contracts and Fees > Settings tab


New Message Messages can be sent internally between users in the Desktop Application and Platform

Create MessagesChecklist

Reference Patient/ client record, documents OR encounters can be referenced on all messages if applicable

Messages When a message is received in the Desktop Application, a notification will appear under Navigation on your Practice Home page

Tasks & Messages > New Message

Platform Users working in the Platform will receive message notifications under the messaging icon on the main agenda page in Platform