Providers

A provider is a user who treats or supervises patients, such as a speech-language pathologist (SLP), an occupational therapist (OT) or an assistant. Front desk staff and billers sign in as users but have no provider profile. Open Setup > People and access > Providers to see every provider with their discipline, NPI and credential status. Anyone with access to Setup can see the list; only people whose role can manage providers can add or change them.

The list flags a provider with Expiring soon when a license or certification expires within 60 days, and Expired once one has passed its date. Use Filter to show one or more disciplines, or active or inactive providers.

Add a provider#

1. Click New Provider. The form opens in a dialog.
2. Choose the User this provider signs in as. NeatPractice fills in the first and last name from the user's profile.
3. Enter the name exactly as it should appear on claims, and the Credentials shown after it, such as CCC-SLP or OTR/L.
4. Choose the Primary discipline and any Other disciplines the provider also treats in.
5. Click Create Provider.

To change a provider later, click the name or choose Edit from the menu on its row. The provider opens in a dialog with the tabs below; each tab saves on its own.

Each user can have one provider profile. A user on a PRN seat shows a PRN badge; the seat is set on the user, under Users.

Profile#

• Individual NPI must be a valid 10-digit NPI. Two providers cannot share one.
• Taxonomy code is the provider's specialty code, 10 characters ending in X, such as 235Z00000X.
• Rendering provider IDs are numbers payers assigned to this provider, each with a qualifier such as 0B State license number or 1D Medicaid provider number.
• Default location and Default appointment length are the provider's scheduling defaults. Leave the length empty to use the primary discipline's length.
• Default meeting link is the provider's own Zoom, Teams or Meet room (an https:// link). A telehealth appointment booked with this provider and no meeting link of its own starts with it (see Telehealth).
• CAQH ProView holds the provider's CAQH number and the date they last re-attested there. CAQH asks for re-attestation every 120 days; see Compliance.
• Schedule color is the color that identifies the provider on the schedule.
• Turn off Active for a provider who has left. Inactive providers stay on past records but leave pickers.

Matching and travel#

These fields feed Find a provider and drive time.

• Accepting new patients is on for a new provider. Turn it off when their caseload is full: they then leave open-time suggestions and Find a provider for patients they do not already treat, and the provider list shows a Not accepting new patients badge. You can still book them by hand, and patients they treat (now or before) still see them.

• Languages and Specialties are lists you type, separated by commas (for example English, Spanish and Feeding, AAC). Matching compares the languages with the patient's primary language.

• Age focus (an optional switch) holds the youngest and oldest patient the provider usually treats, in years. Leave a side empty for no limit.

• Home address (an optional switch) holds the street address and its map coordinates. Distances and drive times start from it when it has coordinates. Only the provider and staff who manage providers see it. Verify Address fills the ZIP+4 and coordinates (Verify an address).

A discipline, location or supervisor deactivated in Setup after it was saved still shows on the provider's profile, weekly hours and supervision, marked (inactive), so you can keep or change it; it cannot be picked for anything new. If a list of choices fails to load, the form names it and offers Try Again without losing what you entered.

Availability#

The Availability tab holds the provider's weekly hours at each location and their time off. Providers can keep their own up to date. See Provider availability and time off.

Credentials#

The Credentials tab lists each license and certification with its state, number and dates. Click New Credential and choose the Credential type. The types, and which of them need a state license, are set in credential types:

A type that needs a license also needs its State, License number and Expires date; those fields are marked required as soon as you pick such a type. A provider licensed in several states adds one credential per state. Add the ASHA, NBCOT or behavior analyst board certification number and its expiration date on the same credential.

NeatPractice notifies the provider and your clinic admins 60, 30 and 7 days before a license or certification expires, once for each step. When a license is renewed, edit the credential and enter the new expiration date; the reminders start over for the new date.

A technician state registration can name the Supervising analyst it is held under. When that analyst's supervision of the technician ends (the end date on the supervision entry), NeatPractice notifies the technician, the analyst and your clinic admins, from 10 days before the end date until 10 days after, so someone tells the state board in time. Credential types that some states require are described in credential types.

An expired license for the service state blocks new appointments for the provider there (booking checks) and stops the provider from signing or co-signing documents dated after it expired (signing), unless someone with the override permission gives a reason.

Click Attach on a credential to keep a copy of the license with it, as a PDF, PNG or JPEG of up to 5 MB.

License overrides#

When a provider must keep working while a renewal is processed, add a license override instead of overriding each appointment and document:

1. On the Credentials tab, click New Override under License overrides.
2. Choose the State, the First date and, to cover more than one day, the Last date (up to 366 days).
3. Enter the Reason and click Add Override.

On the dates it covers, the provider can be booked and can sign and co-sign documents in that state as if the license were current. Each override shows Active until its last date passes, then Past. To end one early, choose Revoke from its row menu; appointments and documents already made under it stay as they are. Adding and revoking overrides needs the permission to manage providers, and both are kept in the change log with who made them.

Supervision#

The Supervision tab shows who supervises this provider and whom this provider supervises. To add a supervisor:

1. Click New Supervisor.
2. Choose the Supervisor, the Discipline and the Starts date. Leave Ends empty while the supervision continues.
3. Choose Co-sign. Default from the credential type requires a co-sign when the provider holds a type that needs one, such as a clinical fellow or an assistant, or when the provider has no credential in that discipline yet.
4. Choose Direct (the supervisor is on site) or General supervision.
5. Turn on Primary supervisor when this supervisor is the one answerable for the provider, then click Add Supervision.

The same supervisor cannot supervise the same provider in the same discipline on overlapping dates. To end supervision, set an Ends date; delete an assignment only when it was entered by mistake.

When the provider's credential type lists who may supervise its holders, the supervisor must hold one of those types; NeatPractice names the types it needs otherwise. In ABA, a provider has one primary supervisor at a time (any number of others), and a primary supervisor cannot be deactivated while they still have primary supervisees.

Enrollments#

The Enrollments tab tracks this provider's enrollment with each payer. People who manage providers or payers can change it.

• Status is Not enrolled, Pending, Enrolled or Terminated.
• Network records whether the provider is In network, Out of network or under a Single case agreement with the payer, or Unknown. A coverage's billing readiness shows it.
• Location limits the enrollment to one location; leave it empty when it covers every location.
• Provider number at this payer is the number the payer assigned to this provider, with its qualifier, when it differs from the number the payer gave your clinic.
• Bill as records whether this payer is billed under the group or under the provider as an individual.
• Electronic enrollment tracks the clearinghouse enrollment for claims, remittances and eligibility.

Enrollments with the same payer and location cannot overlap. When an enrollment ends, set the status to Terminated and an end date.

Billing as an individual#

When an enrollment's Bill as is Individual, that payer's claims name the provider as the billing provider: box 33 shows the provider's name and individual NPI at the location's billing address, and 33b their provider number at the payer. Under Individual billing tax ID, click Add Tax ID to enter the EIN or SSN that box 25 should carry for those claims. NeatPractice stores it encrypted and only ever shows the last four digits. Without one, box 25 uses the group's EIN.

Pay rates#

The Pay rates tab appears only for people whose role can manage pay rates, and changing a rate also needs permission to manage providers. Pay rates belong to the Payroll add-on: without it the tab does not appear (see Payroll is an add-on).

Each rate is paid Hourly, Per visit, Per unit, Per completed assessment, as a Percent of collections or as a Salary shown for reference. A rate with no code, appointment type or location is the provider's default. Add a rate Only for code (such as 92507), Only for appointment type or Only at location to pay differently for that work. An hourly rate for a block type marked paid time, such as Meeting, pays that block. Switching between a dollar basis and Percent of collections clears the amount so you enter it again in the new unit. A rate or enrollment for a payer or location that was deactivated keeps it, marked inactive.

Turn on Only for one patient on a rate with a code to pay that rate for one patient's visits of the code, ahead of the code's own rate.

Turn on Pays for missed visits to pay a fixed Missed visit pay when every patient on an appointment the rate matches late cancels or does not show. Without it, missed visits pay nothing. On a rate Only for code, the amount is paid for each booked code of a missed appointment that has one, so a two-hour 97153 session can pay more than a short caregiver guidance session; codes without their own amount fall back to the provider's default rate.

A Per completed assessment rate pays a flat amount to the analyst who writes and signs an assessment's report, once the report is final (see ABA billing and payroll). It takes no code.

A per-visit rate pays a group session once by default; set Group sessions to Once per patient to pay it for every patient in the group. Payroll explains how rates turn into pay.

To give a raise from a date, add a new rate that starts on that date: the current open-ended rate with the same code, appointment type and location ends the day before. Rates with the same code, appointment type and location cannot overlap otherwise.

People who manage pay rates also see Export Pay Rates CSV, Print Pay Rates and Import Pay Rates CSV in the page's menu: every provider's rates in one file, with each provider named by the email they sign in with. See Import, export and print.

Signature#

Every provider can record their own signature on the Signature tab, and people who manage providers can record one for anyone. Choose Type to use the provider's name in a signature style (it is always the provider's own name) or Draw to sign with a mouse, pen or finger, then click Save Signature. You can also click Upload Image to use a PNG or SVG file of up to 512 KB. NeatPractice removes anything from an SVG that is not part of the drawing and refuses files that contain scripts or links.

The image illustrates documents the provider signs; what makes a document signed is the signing record (name, credentials, time and attestation), not the picture. The attestation wording can be your clinic's own (see practice).

A saved signature belongs to the name and credentials it was recorded under. When someone changes the provider's first name, last name or credentials on the profile, NeatPractice retires the signature and asks the provider to record it again. Documents already signed keep the old one, and Earlier signatures lists what was retired and when.

Compliance#

The Compliance tab shows what the clinic requires of the provider. Only the provider and people who manage providers can see it. It comes with the HR Compliance add-on or the ABA module; CAQH re-attestation needs HR Compliance.

• Required documents: every staff document that applies to the provider's credentials and roles, with Current, Expiring soon, Expired or Missing. Choose Upload copy to add a copy and its expiry date. A copy the provider uploads shows Copy pending review until it is approved in Document Review.
• Training: when one of the provider's credentials asks for training before service (for example 40 hours for a registered behavior technician), the section says how many hours are done. Click Add Training to record a completed training with its hours, completion date and trainer, a provider on staff or an outside trainer. Only people who manage providers can add or delete training. Until the hours are complete, booking and note signing warn or are blocked, as the credential type says.
• Development hours: for credentials that ask for development hours at renewal, each renewal cycle (from the issue date to the expiry date) shows the hours logged against the hours required. Click Log Hours to add a course or workshop with its date, hours, sponsor and, optionally, the completion certificate, which then opens from the Certificate column. The provider can log their own hours. When a renewal is 90 days away and hours are still missing, the provider and administrators are notified; the expiration alerts at 60, 30 and 7 days repeat it.
• CAQH re-attestation: the provider's CAQH number, when they last re-attested and when the next one is due. After re-attesting in CAQH ProView, click Record Re-attestation and enter the date. The provider and administrators are reminded 30, 14 and 7 days before it is due and once it is late.

Files#

The Files tab holds license copies and other paperwork for the provider, as PDF, PNG or JPEG files of up to 5 MB, including the copies uploaded from Compliance. Only the provider and people who manage providers can see it. Click a file name to open it.

When a license or card is renewed, choose Upload new version in the file's row menu instead of adding a separate file. The new version keeps the document type and credential; enter its new expiry date when the type tracks one. A copy the provider uploads themselves waits for review, and replaces the earlier one only once it is approved. Version history lists every version, which ones were replaced and when, and opens any of them. Earlier versions never change, and an earlier copy that has not expired yet still counts toward the required documents.

Assign unstaffed patients#

The Caseload tab also lists Unstaffed patients: open episodes in the provider's discipline with nobody in the role that discipline staffs (for ABA a behavior technician, for other disciplines the primary therapist). Click Every Discipline to see the rest. Click Assign Patient, pick the patient and the start date, and the provider joins the patient's care team in that role. You need permission to manage providers and care teams.

Transfer a caseload#

Use the Caseload tab to move a provider's patients to another provider from a date of your choice, for example when a therapist goes on leave or caseloads are rebalanced. You need permission to manage providers and care teams.

1. Click Transfer Caseload, choose the New provider and the Effective date, then click Preview.
2. The table lists every care team membership that would move, with the patient, discipline, role and how many appointments are already booked with the current provider. Each row says Ready or why it cannot move, such as a provider who does not practice that discipline or a care team that already has its lead.
3. Untick any patient who should stay, then click Transfer.

Each membership ends the day before the effective date and the new provider joins on that date in the same role, so the care team history stays complete. Leave Also make them the primary provider on open episodes on to switch the episodes' primary provider too. Booked appointments keep their provider; rebook them from the schedule.

Deactivate a provider#

When a provider leaves, use the Offboarding tab: it walks through the last day, the handover, open work, final pay and deactivation in order (see offboarding). Its handover step lists:

• the providers they are primary supervisor of; give those another primary supervisor first, since NeatPractice will not deactivate a primary supervisor in ABA,
• their current care team memberships; click Hand Over Caseload and choose the provider taking over. The window first sums up who hands over to whom, how many memberships it covers and the dates. Each membership ends yesterday and the new provider joins today in the same role. Memberships the new provider cannot take (another discipline, already on the team) stay and are listed,
• how many future appointments they have, to reassign from the schedule,
• their notes still in draft.

Charts you cannot open are counted but not listed.

Remove a provider#

You can delete a provider only while nothing refers to them: no credentials, supervision, enrollments, pay rates, files, appointments, care teams, visits, documents, charges, claims or pay. Otherwise NeatPractice tells you what still uses the provider; turn off Active instead.

Import, export and print#

Click Export CSV to download every provider with their email, disciplines, NPI, default location and color, and Print for a PDF of the list. Click Import CSV to add provider profiles from a file in the same format. Each row names an active user of your clinic by email; a user who already has a profile is skipped. Credentials, files, signatures and pay rates are not part of the file; pay rates have their own file. See Import, export and print.