Setup
Setup overview and checklist
Find every Setup area from one page, search it, see how many records each holds, and follow the checklist that gets a new clinic ready to schedule and bill.
Open Setup from the menu to see every Setup area grouped by topic: clinic, people and access, billing setup,
clinical libraries, communication and integrations. Each card links to its screen and shows how many records it
holds, such as 3 of 4 locations active. You only see the pages your role can change, or every page read only if
your role can browse Setup; see who sees which Setup pages.
Search Setup#
Type in Search settings at the top of the page, or press / to jump to it, to narrow the cards. NeatPractice matches
each word you type against the card name, its group and common words for the same thing, so insurance finds
Payers, cpt finds Procedure Codes, fees finds Fee Schedules and sms or reminders finds
Communication. Groups with no matching cards hide, and the checklist stays out of the way while you search. Your
search stays in the address, so it is still there when you come back from a Setup screen. Clear the box to see every
card again.
Find a single setting#
Above the cards, a Settings list shows single settings that match your words, such as quiet hours,
late cancel, two-step or name order. Each row names the Setup page and the section that holds it. Click the help
icon to read what the setting does, or click its name to open the page; NeatPractice scrolls to the section and highlights
it. A Patient override badge marks a setting that a patient's chart can change for that patient, such as the
message language or AI consent; its help icon says how.
The setup checklist#
People who manage any part of Setup see a Finish setting up your clinic card on the Setup page and on the dashboard. It lists the steps a new clinic needs before it can schedule, document and bill:
| Step | Done when |
|---|---|
| Practice and first location | The practice has a tax ID, and an active location has an address or is a telehealth site |
| Disciplines | At least one discipline is active |
| Providers and credentials | At least one provider is active, and every active provider has a credential on file |
| Procedure codes | At least one procedure code is enabled |
| Standard fee schedule | The standard fee schedule version in force today has at least one line |
| Payers, rule sets and enrollments | At least one payer is set up, every active payer is ready to bill, and payers that need provider enrollment have at least one enrolled provider |
| Reminder sending identity | Reminders have a sender name, or your own email domain is verified |
| Appointment reminders | At least one rule that reminds patients about appointments is turned on |
NeatPractice checks each step against your real setup every time you open the page, so a step ticks itself off as soon as the work is done. Click a step to go to its screen.
Tailor the checklist#
People who manage the practice can choose Tailor Checklist from the card menu (...) and answer two questions: the therapies your clinic provides and your role. NeatPractice then adds the steps that fit:
| Step | Shown when | Done when |
|---|---|---|
| Note templates | Always, once you answer | At least one active note template is published |
| Goal bank | You provide speech, occupational, physical or mental health therapy | The goal bank has at least one goal |
| Online intake forms | Your role is not biller | At least one online intake form is active |
| Invite your team | You do not work alone | The clinic has more than one active member |
| Two-step verification | Always, once you answer | Two-step verification is required to sign in |
A clinician sees the people and clinical steps first; a biller sees procedure codes, fees and payers first. Choose Change Answers to update them later.
The card disappears once every step is done. People who manage the practice can also choose Dismiss from that menu to hide it for the whole clinic, and Show setup checklist on the Setup page to bring it back.
Ready to bill#
A payer is ready to bill when:
- electronic claims have a Payer ID, or paper claims have a full claims address (street, city, state and ZIP), and
- a billing rule set is in force today.
The payer list shows Ready to bill or Not ready to bill for each payer; point at the badge to see what is missing. See Payers.