Group Practice: Account Setup Checklist

This guide is intended for multi-provider practices working alongside our organizations to successfully utilize Healthie.This guide outlines 10 steps to take to help you set up your group practice account, learn the platform, and and optimize your use of the platform to build relationships with your clients and improve the efficiency of your day to day workflow.

Before getting started, here is a few timelines on how long the following takes to get setup:

Phase 1: Administrative Setup

When you log into your Healthie account (www.secure.gethealthie.com), you will see your home page, which includes information about your upcoming appointments as well as a news feed of your clients' recent activity.

You are able to customize your Healthie account and profile by navigating to Settings in the top right of your Healthie screen.

Add Bank Account to receive payment on Healthie (gear icon > Settings > Financials)
Add Brand Name and Logo (gear icon > Settings > Brand)
Adjust the Email Templates that are sent to clients (gear icon > Settings > Email Templates)
Adjust your client Journal Entries (gear icon > Settings > Journal Entries)

Phase 2: Setting up Calendar

Healthie's calendar is designed specifically to meet the needs, nuances, and special considerations for a health and wellness business. This overview walks through the fundamentals of setting up your calendar and taking advantage of over 35 custom settings you can enable/disable to meet your business's specific needs.

Set appointment types to indicate the sessions / services that you offer (e.g., Initial Consultation, 90 minutes, available in-person and virtual) enable / disable a client to book this session, and indicate whether it's an individual / group session Learn more
Establish appointment settings to add locations, text / email appointment confirmations and reminders, a color scheme for your calendar, add a buffer in between appointments, etc. Learn more
Set up your default availability to enable clients to book (or request to book) sessions with you (which can be shown on your website) Learn more
Add (and remove) one-time availability to open up additional time on your calendar for clients to book, for a specific date/time. Learn more.
Sync Healthie with iCal, Google, and Outlook Calendars to pull / push events from other calendars that you useLearn more
Tie appointment sessions to client packages to charge for appointments that you offer Learn more
Add your calendar / packages to your website for clients to discover, book, and purchase your sessions, and be automatically added to your workflow Learn more

Phase 3: Setting up Intake Flows

Healthie's intake form system makes it easy to automatically and electronically collect health information, e-signatures, payment details (credit cards and insurance), and other forms needed for care.

Email hello@gethealthie.com of any charting or intake forms you would like for Healthie to build out for you ( if you prefer to build out your own forms, learn more here)
View the current forms that are available under the Forms tab
Add forms to your intake flow (Forms > Intake Flows)

Phase 4: Setting up Billing

Out of pocket pay - start building out your different services ( Billing > Client Packages)
Create Invoice templates (Billing > Payments > Create Invoice)
Run through Insurance settings ( gear icon > Settings > Insurance)
Insurance - Setting up direct integration with Office Ally (Billing > CMS 1500 > Office Ally Settings)

Phase 6: Add Package and Calendar widgets to your website

Phase 7: Testing

Create a test patient and go through the client onboarding experience
Test out Healthie’s built in system or Zoom ( this is done by scheduling an appointment with your test client)

Phase 8: Setting up your Organization

Add Organization information (gear icon >Organization)
Add Organization Members (Organization > Members > Add Member)
Adjust Organization Member’s Permissions ( Organization > Members > Edit Settings > Permissions)

Phase 9: Training

Provide your team with our implementation guides (Provider Implementation Guide: Healthie, Assistant Implementation Guide: Healthie, IT Implementation Guide: Healthie)
Join our live classes to learn more about the features we offer
Get 1:1 support & free onboarding training for new team members with your Group Plan membership; email hello@gethealthie.com to connect with your Customer Success account manager
Pre-recorded tutorial videos on setting up your Healthie account, including aTeam Plan overview video