Onboarding study guide

You can find all of the onboarding videos you watched when you first joined Rula here. Below is a recap of the information covered in the videos that you can go back and review in case there was anything you might have missed!

 

Logging in to AdvancedMD

  1. Visit login.advancedmd.com 
    • Note: AdvancedMD works best on the Google Chrome browser.
  2. Enter the login name that was provided to you during onboarding.
  3. Enter the temporary password provided. Entering the temp password will prompt you to create a new password and create your security questions.
  4. Enter the 6-digit office key that was provided. Check the box for “EHR,” and then, click “Log in.” You'll see the hummingbird icon which is AdvancedMD’s logo, and then the dashboard will appear.

    Screen                                                       

Setting Your Availability for New Clients

  1. Log into the Rula provider portal.
  2. Stay on the Schedule tab.
  3. Click the Edit new client availability button in the top right-hand corner.
  4. The New client availability editor will pop up in a new window.
    Untitled design (24).png
    • Buttons that are white represent days of the week where you have not yet indicated your availability.
    • Light purple buttons represent days where you have already indicated you would like to see new clients.
    • Important Note: Existing appointments and calendar blocks will override new client availability.
  5. To add client availability, click on the day of the week buttons to select the days you are interested in seeing new clients on a recurring weekly basis.
    • Once you click on a white button, it will turn light purple.
  6. Next, select the time frames for each day that you are available to see new clients.
    • Here, you can add a continuous length of time, for example from 9 am to 3 pm, or individual time slots, for example, from 9 am to 10 am.
  7. When you are satisfied with your selections, click Save.
    • This sometimes takes a second as the portal is updating all availability into the future.

You will see a pop-up notification that your availability for new clients has been updated.

These will now appear on your schedule calendar as light purple boxes.

  • Rula will only schedule appointments with clients on days and times when you have indicated you are available to receive new clients.
  • Providers may choose to schedule their own follow-up appointments with existing clients in these light purple areas or in any open white space.

Editing your availability for new clients

If your schedule changes and you need to remove availability from your calendar:

  1. Log into the Rula provider portal.
  2. Stay on the Schedule tab.
  3. Click the Edit new client availability button in the top right-hand corner.
  4. The New client availability editor will pop up in a new window.
  5. Click on the minus sign next to a time slot of availability to remove it from your schedule.
    • You can also just adjust the time frames to shrink the day on a given window.
    • You can also deselect any light purple day of the week button to turn it white and remove all availability for that day.
      Untitled design (25).png
  6. If you would like to completely recreate your schedule of availability preferences, you can click Clear All to wipe away your previous selections and start fresh.
  7. When you are satisfied with your selections, click Save.
  8. You'll see a pop-up notification that your availability updates have been saved.

Important Note: Existing appointments and calendar blocks will override the new client availability you set.

Creating Calendar Blocks

To create a block:

  1. Log into the Rula provider portal.
  2. Stay on the Schedule tab.
  3. Click on any available white space on your calendar.
    • Note: You cannot create calendar blocks in the past, so always choose space either below the red local timeline or on a future date.
  4. The Add an event box will pop up, click the block tab.
  5. Type in a name for your new calendar block in the title box.
    • Most therapists just write “DNS” for do not schedule or “OOO” for out of office.
  6. The date field will auto-populate with the day you clicked on.
  7. If your calendar block is for the whole day, select the All day checkbox.
  8. Under Repeats, the default selection is Does not repeat.
    • If you would like this calendar block to be recurring, click the box to choose another option, daily, weekly, or biweekly.
  9. When you are satisfied with your selections, click the Create button.
  10. The block will now appear on your calendar in dark gray.

Editing Calendar Blocks

To edit a calendar block:

  1. Log into the Rula provider portal.
  2. Stay on the Schedule tab.
  3. Click the calendar block you wish to edit.
  4. Click on the 3 dots in the top right corner of the pop-up for more options.
  5. Click Edit.

  6. Choose whether you would like to update the date, time, or both.
    • If you want to change the cadence of the calendar block (e.g. weekly to biweekly) you'll have to delete it and create another.
  7. When you are satisfied with your selections, click the Save button.
  8. A message will appear confirming that your calendar block has been saved.

Note: If you are editing a series of calendar blocks, you must edit each individual block as this time. There is no option to edit the whole series of blocks. a Rula Support agent will have to assist you further to edit an entire series of blocks.

Deleting Calendar Blocks

To delete a calendar block:

  1. Log into the Rula provider portal.
  2. Stay on the Schedule tab.
  3. Click on the calendar block on your schedule.
  4. Click on the 3 dots in the top right corner of the pop-up for more options.
  5. Click Delete.
  6. If this is a single calendar block, a pop-up message will appear asking you to confirm.
    1. Click Yes.
  7. If the calendar block is a part of a series, you can either delete a single block or the entire series.
  8. If you would like to delete the entire series of a recurring calendar block series:
    • Select the second option on the pop-up: this block and all following blocks.
  9. A moving circle will appear at the top of the page indicating that the block is being deleted.
  10. Once the calendar block has been deleted, this will be replaced by a confirmation message with a green checkmark.

Scheduling Follow-Up Appointments

The first 5 appointments (1 initial appointment + 4 follow-up appointments) with a client will automatically be scheduled for the same time and day that you initially agree upon with the client. However, after these first few appointments, you may need to schedule further visits or change the time of the recurring visits. 

See this article to learn how to schedule follow-up appointments.

Managing Missed Appointments

If a client cancels an appointment with less than 24-hours notice or does not show up for a scheduled session, you will document that in their chart by completing a “Missed Appointment Note” and mark the client as a no show on the schedule.

To complete a Missed Appointment Note:

  1. Navigate to your dashboard in the EHR 
  2. Locate the appointment and double-click on the appointment to pull up a note

    Screen

  3. Click the template dropdown and selected Missed Appointment Note
  4. Under the Missed Appointment Category select the correct option:
    • Client no-showno prior notification from the client before they missed the appointment.
    • Late Cancel: the client canceled with less than 24 hours before the scheduled appointment.
  5. Confirm if all outreach steps have been attempted. Use free-text box to include additional details about your outreach attempts. 
  6. If the client is a late cancel, use the free-text box to leave details about the cancelation notice.
  7. Select Charge or No-Charge option
    • Selecting charge will charge the client and you will be paid for the session
    • Selecting no-charge will not charge the client and you will not be paid for the session
  8. Enter your name and the date and time the note was signed at the bottom of the note
  9. Once all fields are signed, click "sign" at the top of the note and enter the sign-off code: 1234
  10. After the note is signed a Charge Slip will be automatically generated. 

Once the Missed Appointment Note and Charge Slip are signed you will need to cancel the appointment. 

Charge Slip

  • After signing your note, a charge slip will automatically open up with the pre-populated CPT code and diagnosis code.

    Screen
  • Ensure the CPT and diagnosis code are correct in the Charge Slip Summary.
  • Click Sign again enter sign-off password 1234 Sign.

Important Note: Notes and charge slips will not save automatically until they’ve been signed. If you do not finish your note, but are not ready to sign it, be sure to save your work by clicking Save at the top of the page before closing out of the note or charge slip.

Canceling / Deleting Appointments

To cancel an appointment, navigate to your scheduler and locate the appointment:

  1. Click on the appointment and choose the correct option: No-show or Delete
  2. If the patient did not show up for their appointment or canceled less than 24 hours before the appointment, you should choose No-show.

Joining Telehealth Sessions with Clients

There are two ways to access Telehealth!

    1. All therapists now have access to the Rula provider portal, where it’s quick and easy to copy/share Telehealth links as well as join the video session directly from your calendar. For more information, please review this Telehealth sessions article. Screenshot 2023-08-16 at 12.16.34 PM.png
    2. In AdvancedMD, therapists can find the Telehealth link in the appointment details section of the appointment card. To join the session, copy and & paste the link into a web browser. This will open the Zoom session.Screenshot 2023-09-22 at 2.17.49 PM.png

Ending a Telehealth call

At the bottom of your Zoom meeting window:

  1. Click the red End button 
  2. Select End Meeting for all

Screenshot 2023-08-16 at 12.26.28 PM.png

Troubleshooting while on a call:

  • Refresh: If you are experiencing issues with Zoom or your internet connection, leave the Zoom session and return to the appointment on your provider portal calendar. Click Join appointment again.


  • Share Link: If your client is running late or reports that they do not have the link to join the session you can share the link by copying it from the portal calendar appointment and pasting it in an email to the client.

    Screenshot 2023-08-16 at 11.58.37 AM.png

Client Matching

When clients join Rula they must first complete a questionnaire where they indicate what they are looking for in a therapist, whether that is a specific specialty, race, gender, or affiliation. This is done so that we ensure the best possible match between our clients and therapists. 

The Client Matching process is as follows:

  1. Clients complete the initial questionnaire
  2. Clients receive a curated list of therapist profiles that fit their criteria
  3. Clients select a therapist and book their initial appointment
  4. Before the appointment is confirmed and placed on a therapist's calendar the client must sign consent forms, Rula policies, and have their insurance verified.

Leading up to the initial appointment, clients will also need to complete additional intake paperwork.

  • 2 days prior to the initial appointment: Your client will be asked to complete a brief intake form along with a set of screening tools to capture baseline symptoms of anxiety, depression, & alcohol use. All this information will be visible to you from the client’s chart within the EHR.
  • 3 days and 1 day prior to the initial appointment: Clients will receive an email with the link to their appointment and a reminder of the cancellation policy.

You’ll receive an email notification with your client’s contact information & appointment details once they confirm their appointment. The appointment will also appear on your AdvancedMD calendar. You can look up the client’s chart in AdvancedMD to review the documents they’ll complete in the 2 days prior to your appointment.

Documentation

Please make sure that you create and sign all of your notes and charge slips within 24 hours of each appointment. This is very important to ensure that we can get you paid on time every other Friday.

Session Notes

  1. Navigate to Dashboard and double-click on the client's appointment on the left-hand side.
  2. Click the Template dropdown menu to select your note template.

Billable Note Templates:

  1. Initial Assessment and Treatment Plan:
    • For first-time appointments, select the Initial Assessment & TX Plan template from the dropdown.
    • Complete all yellow (required) fields within each of the following sections - History, Risk Assessment, MSE, Summary, and Treatment Plan. You do not need to use the Narrative tab.
  2. Progress Notes and SOAP Notes:
    • For all subsequent appointments, you have the option to choose between the Progress Note template or the SOAP Progress Note template from the dropdown.
    • Once you select your template, you’ll see either a Progress Note tab appear, or a SOAP Note tab appear. Click on the relevant tab and complete all yellow (required) fields. 
      • Please note: For all follow up appointments, you have the option to complete another Risk Assessment, and you have the option to update your Treatment Plan. Click on either tab and complete as needed. 
  3. Missed Appointment Notes:
    • Use the Missed Appointment Notes template when a client no shows for a scheduled appointment, or if a client cancels with less than 24 hours' notice of the appointment.

All Note Types:

  • Yellow fields on all note template types are required. 
  • All notes must include a Procedure code and Diagnosis code.
  • Session Start Time is the time the client joins your session.
  • Session End Time is the time your client leaves the session.
  • Any field with a small arrow to the right gives you the option to select multiple answers.

Selecting a Diagnosis:

  • To add a diagnosis, click the ICD button below the diagnosis box.
  • Search for your diagnosis by typing in the code or description, or filter by Pick Lists → Behavioral Health.
  • Click on the relevant F code diagnosis for your client.
    • Please note: Z codes are not billable diagnosis codes
  • Copy the code and diagnosis by clicking the two pieces of paper below Copy to ensure the diagnosis is entered in the Diagnosis box.

    Screen

 

Signing Notes:

Sign your note by clicking Sign at the top of the page enter the sign-off password 1234→Sign.

Screen

Charge Slip

  • After signing your note, a charge slip will automatically open up with the pre-populated CPT code and diagnosis code.

    Screen

  • Ensure the CPT and diagnosis code are correct in the Charge Slip Summary.
  • Click Sign again enter sign-off password 1234 Sign.

Important Note: Notes and charge slips will not save automatically until they’ve been signed. If you do not finish your note, but are not ready to sign it, be sure to save your work by clicking Save at the top of the page before closing out of the note or charge slip.

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