Group Practice Onboarding Guide

Welcome to Healthie—your all-in-one, HIPAA-compliant platform for client charting, telehealth, messaging, billing, and digital programs.

This guide is for anyone at a Group Practice - providers, administrators, and/or support teams - who are using Healthie.

Group Plan Overview

Healthie’s Group Plan is perfect for multi-provider organizations. This plan allows you to:

• Share resources across providers and teams
• Collaborate on clients
• Customize permissions based on your team’s roles (e.g., support staff, admins)

In the next section, we’ll go through different user roles (called “seats”), and the permissions you can assign to each user. You can learn more about the Group Plan here.

Healthie User Roles and Permissions

Healthie has two main team member roles: Standard and Support.

Standard vs. Support Seats

• Standard Role: Mainly for providers; anyone who needs to have a client assigned to them and needs to have their own appointments with those clients.
• Support Role: For assistants or administrators handling back-end tasks like billing and scheduling for providers. Users with a support role can also access client charts and communicate with clients.

How to Add a Team Member

1. Go to the Organization tab > click Member > Add Organization Member.
2. Fill in the required details, select their role, and click Add.

User Permissions

Once added, review each team member’s permissions to ensure they can complete their tasks.

Streamline Permissions

Admins can apply Permissions Templates to simplify onboarding and manage permissions more efficiently. For more details on managing permissions, see this guide.

Training and Orientation for New Team Members

As your practice grows, new team members will need guidance on how to use Healthie effectively. Here are the key training resources you can share to help them get started:

Role-Specific Training

Assigning a Provider to a Client

When clients book for the first time, they can either select a preferred provider from a calendar link or be automatically assigned to a provider if they select "no preference." If only one provider’s availability is shown, the client will be assigned to that provider.

To manually assign a client to a specific provider, you can do so when adding their profile in Healthie.

Reassigning a Provider:

If you need to change the provider later, go to the client’s chart, click on the "Actions" tab, find the 'Provider' section in their personal information, and save the updated details.

Working with Multiple Providers:

To allow clients to work with multiple providers, add those providers as additional care team members. This enables clients to schedule appointments with any healthcare professionals in the care team

Organization Calendar Overview

The Organization Calendar (found in the Organization tab) provides a complete view of availability and appointments for all providers in your organization. This differs from your individual Calendar (Calendar icon), which only shows your own schedule.

• Day View: Easily see which appointments belong to each provider.
• Week & Month Views: Hover over an appointment to see the assigned provider.

Color-Coding Provider Appointments

Enhance visibility by assigning colors to provider appointments:

1. Click the gear icon (top right) > Settings > Color Schemes.
2. Select Provider as the color code category, choose colors, and click Create Color Scheme.
3. In the Organization Calendar, select "Provider" under color schemes to apply the color coding.

Viewing & Adjusting Provider Availability

You can access and modify provider availability:

• Click Availability on the left side to add, remove, or adjust weekly and one-time availability.
• To view a specific provider’s calendar, go to Organization > scroll down > click the provider’s name under "View By Provider".

Scheduling & Rescheduling Appointments for Providers

To reassign an appointment to another provider:

1. Click on the appointment in the Organization Calendar.
2. Select the pencil icon (top right).
3. Choose a new provider from the dropdown and click Update.

To schedule a new appointment for a provider:

1. In the Organization Calendar, click Add (top right).
2. Under Invitee, select the client.
3. Choose the provider (must be listed as an Additional Care Team Member for that client).
4. Click Add Individual Session or follow the same steps for a Group Appointment.

Team Appointments

Healthie lets you schedule team meetings directly on the platform by creating a Group Team Appointment Type.

To schedule a team meeting:

1. Go to the organization calendar and click "Add" in the top right corner.
2. Select "Group Session".
3. Leave the invitees section blank.
4. Under Provider, add all team members you want in the meeting.
5. Click "Add Group Session" to schedule the meeting. It will appear on your team’s calendar.

Tasks in Healthie

Healthie makes it easy to assign and manage tasks within your organization.

• Click the clipboard icon (top of the screen) to create a task from any page.
• Assign tasks to a provider, tag a client, set a due date, and configure reminders.
• Clients do not see tasks, but providers receive email notifications and can view tasks on their dashboard.
• Completed tasks are marked as done and moved to the completed section for better organization.

Best Practices for Task Management

Use tasks to streamline workflows, especially for providers with limited availability, such as:

• MDs needing to co-sign and review chart notes.
• Billers managing insurance claims.

Encourage team members to create and assign tasks as needed, ensuring tasks are ready when the assigned provider logs in.

Smart Tasks Feature

Healthie’s Smart Tasks automatically generate tasks when an appointment is marked as completed. This automation helps track and manage post-appointment responsibilities efficiently.

Forms and Charting

Healthie allows you to store and manage intake forms, charting templates, and documents for your organization.

Intake forms

Intake forms are forms that clients fill out when they first start working with a provider or when a provider needs information from the clietn.

• Intake Forms: Guide to Creating Intake Forms
• Intake Flows: Ideal for group practices with multiple providers requiring distinct intake forms.
  • Create a Client Group for each provider (e.g., Discovery Call ).
  • Assign the group to the relevant Intake Flow to ensure clients receive the correct forms.
  • Guide to Intake Flows
  • Guide to Client Groups

Chart Notes

For a full overview of charting in Healthie, go to our guide on charting.

• Start charting from an appointment (Calendar tab > Appointment > "Not Written") for accurate reporting.
• Or, chart directly from the Client’s Chart (Clients tab > Client’s Name > Charting > Create New Chart Note).
• Providers can save, sign, close, and lock notes:
  • Signing & Locking: Adds a digital signature; only addendums can be made after.
  • Signature Field: Required in templates for actual signatures to appear on notes.

Documents

Manage and share documents within the Documents tab using automated options:

• Share with All Active Clients – Distribute important materials to all current clients.
• Share with New Clients Upon Onboarding – Automatically provide essential documents.
• Share with All Organization Members – Ensure internal team access to key files.

Payments & Billing

Healthie simplifies your organization's payment process by consolidating all provider payments into a single designated bank account.

To avoid payment delays and ensure a smooth workflow, we recommend setting up your billing structure before scheduling appointments. This helps providers and clients experience a seamless and efficient payment process.

Setting Up Payments

• Link Your Bank Account: Guide to Setting Up Payments
• View Transfers: Tracking Bank Transfers

Collecting Payment Upfront

• Use Packages to collect payments before services are rendered.
• Enable Recurring Billing for automated, scheduled charges.
  • How to Build Client Packages
  • Setting Up Recurring Payments

Collecting Payment After Services

• Automatic Charging: Clients are charged when appointments are marked as completed.
  • How to Charge for Appointments
• Manual Billing Options: Providers can manually charge clients or send invoices after a service.

Reporting

Reports are essential for administrative tasks, providing valuable insights into appointments, payments, and overall business health.

Key Reports for Admins:

• Appointments Report – Track and analyze all scheduled appointments, reconcile by provider or location, and assess no-show rates. Learn more.
• Payments Report – Gain insights into revenue, processing fees, and financial performance. Learn more.

Healthie’s reports can be customized by date range and provider, allowing flexible analysis for both individual and organizational insights. See the full list of reports.