You can add a new clinician to Partner’s tables in just a few seconds. But what about scheduling and insurance claim configuration? Will Partner and PCC EHR reports work properly for the new clinician?
When you add a new clinician, use the procedure below to ensure that all of these PCC functions will work correctly.
Contact PCC Support with any questions about any of the steps below. (1-800-722-1082, email@example.com)
Add a New User Account
First, add the individual to your PCC system. Follow the instructions here:
Add a Provider Group on Your Practice Management Server
Provider groups are used for reporting purposes. In most situations, you should create a new group for each new clinician.
Your office may have special reporting considerations for nurse practitioners, medical assistants, and other clinicians. You can set up individual groups, or a single, “Nurse” group depending on your needs.
Follow the procedure below to learn how.
Run the Table Editor (
ted from the Partner Configuration window inside the Partner Programs window, or type
ted at a command prompt.
Open the Provider Group Table
From the list of tables, select table #19, Provider Groups.
Add or Choose a Provider Group
Decide on a provider group for your new provider. If none exists, add or clone an existing group to create a new one. Many PCC reports use provider groups.
Press F1 – Save after creating a new provider group, then press Q to return to the main menu of
Add the New Provider on Your PCC Practice Management Server
After you’ve created a new provider group, you can add the new clinician and assign them to the group. Follow the procedure below to learn how.
Open the Providers Table
From the list of tables, select table #8, Providers.
Add or Clone an Existing Provider
Press A or C to add or clone an entry, fill out the fields for your new provider, and then press F1 – Save and Quit.
The “Provider Group” field should match the group you created in the procedure above, or another existing group.
Be sure and select a unique “Initial” for your provider. If you have more than 26 providers, you can use upper and lower case letters. Ask PCC to turn on this feature.
Many of the fields are not required as they are only used for particular types of electronic submissions. The required fields include “Tax ID#”, “Taxonomy Code”, and “NPI #”.
The taxonomy code for a pediatrician is 208000000X.
PCC EHR Users: Add PCC EHR Username to the Provider Entry
If your practices uses PCC EHR, enter the provider’s PCC EHR user information into the “EHR User” field.
Optional: Set Override Insurance ID#s or Supervising Provider Information
If your office only uses each clinician’s unique National Provider Identifier (NPI), you can skip this step. However, if you have carrier-specific legacy identifiers, or if you need to override the standard identifiers for a particular clinician and/or insurance batch, you can run the Change Provider IDs (
provids you can assign an alternate claim provider for insurances with whom a new provider is not yet certified.
For a complete guide to the
provids program, read the Override Provider Identifiers article.
Supervising Provider Charges: As an alternative to
provids, Partner’s charge posting program
checkout will allow you to assign a supervising or “billing” provider when you post a charge. You can also change the billing provider in the Correct Mistakes (
oops) program after a charge has been posted.
Optional: Add Abbreviations
You may want to add an entry or entries to
ted table #1, the Abbreviations table. You could create a few two or three letter abbreviations for your new provider to make your staff’s job easier in Practice Management tools.
Notify PCC Support and ECS Departments
When you add a new clinician, you must notify PCC. Until you notify PCC’s ECS department about a new clinician, their claims can not be sent electronically.
If you use the Patient Notification Center, PCC Support must update your configuration with Televox in order for notifications to include the new clinician’s name.
Additionally, if you schedule using groups (such as “male” for male providers) or use the Day View in
sam, PCC Software Support will need to add your new provider to those groups.
Additional Steps for Appointment Book Scheduling
If your practice uses PCC EHR’s Appointment Book, use the User Administration tool in PCC EHR to indicate that your new clinician can be scheduled for appointments.
You can set default and custom provider hours, define visit durations by visit and provider, and configure a color-coded visit type template.
To configure these features, follow the instructions in the Appointment Book Configuration article.
Additional Steps for SAM Scheduling
If you use Partner’s scheduling system,
sam, follow the procedure below to configure the new clinician for scheduling.
Set Visit Lengths
you should now open
ted table #7, the Reasons for a Visit table. Review each of the visit reasons your office uses and enter a “Visit Length” in minutes for your new provider.
Add Hours for Your Provider
profile program to set up the clinician’s standard work hours. If you are not familiar with
profile, you should call PCC for help or read the Partner Scheduling Configuration article. If your office uses many different profiles, remember to add the provider’s hours for each one.
Now that Partner knows the default hours for your new provider, you should assign which days (and which set of hours) the provider will work. Run
scrod and fill out the calendar. You can learn more about
scrod by reading the Partner Scheduling Configuration article.
Configure and Place Blocks
Does your office use blocks to hold times for various visit reasons or “catch-up” time? You will need to edit your block files and then run blocks for your new provider. If you need help with blocks, feel free to call PCC support. You can also learn more about blocks by reading the Sick Call Blocking help articles.
Sign Up for PCC Community and PCC News
If a clinician should be informed of important PCC announcements, they should next sign up for PCC News on the PCC Community site, if they haven’t already.
You can sign up to PCC Community here: https://community.pcc.com/
When there are important service updates, PCC reaches out to someone at your practice, calling or e-mailing. You can guarantee that you’ll get important updates to PCC features and services by signing up for PCC Community.
PCC Community is a Great Place to Get Answers: In addition to providing notifications from PCC, PCC Community also includes PCC Talk, an online forum where pediatric practices ask questions and help one another with issues facing their practice.
For more information, watch the Get Started with PCC Community and PCC Talk video.