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Software Set Up Manual
Phase I – Training
VitaLogics Customer Support Line: 309-265-0888
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Table of Contents
Setting Up the VitaLogics Software
Step 1 – Add a Clinic……………….……….………….………….……2
Step 2 – Add Users……………………………………………………….3
Step 3 – Add Payers …………………………………………………….4
Step 4 – Add Billing Entities………………………………………….7
Step 5 – Add Providers…………………………………………………9
Step 6 – Add and Edit CPT Codes……………………..………….15
Step 7 – Create Price List….………………………………………...16
Step 8 – Add and Edit ICD-9 Codes…………………..………….20
Step 9 – Add Reasons of Visit……………………………………….22
Step 10 – Create Fee Schedule.........................................24
Step 11 – Add Attorneys……………………………………………..25
Step 12 – Add Referring Providers……………………………….26
Step 13 – CPT Groups…………………………………………………..27
Step 14 – List Manager…………………………………………………28
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Setting up the VitaLogics Software
The following steps are laid out in such a way to facilitate the software set up. Use this
manual in conjunction with the training videos which are referenced below. It is imperative
that you follow the steps in the order in which they are presented. To begin you will need to
log into VitaLogics.
Login: VitaLogics
Password: VitaLogics
Be sure to never make the user “VitaLogics” inactive. This will be the user account that
support will be able to use if needed.
STEP 1– ADD CLINC
*Before beginning Step 1, you must watch training video 1.1 Add/Edit a Clinic. Click Admin >Clinic -> Icon on lower right hand corner of the screen. This video can also be found in the
Phase I Training Email you have received.
Video Icon
After you have watched the video proceed to enter your clinic’s information. The software
comes with a sample Clinic already added. Do not add a new clinic, simply edit the existing
clinic with your information.
Click Admin -> Clinic -> Edit- > Enter appropriate data -> Click Save
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The “Schedule Time Interval” tab is just to display the Reason of Visits that you set up later on
in this manual.
STEP 2 – ADD USERS
*Before beginning Step 2, you must watch training video 1.2 Add/Edit Users. Click Admin >Users -> Icon on lower right hand corner of the screen. This video can also be found in the
Phase I Training Email you have received.
After you have watched the video proceed to enter your users.
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Click Admin -> Users -> Add
Enter a new user for anyone who will be accessing VitaLogics. You will create a unique user
name and password for the new user. This is what they will use to log into VitaLogics EMR
software. The Titronics box should be left blank if the provider is not using this as a means of
analysis. Once you have added the appropriate data click “Save”.
STEP 3 – ADD PAYERS
IF YOU ARE A CASH PRACTICE AND DO NOT BILL THIRD PARTY INSURANCE COMPANIES NOR
PROVIDE PATIENTS WITH A SUPER RECEIPT TO SUBMIT, YOU MAY SKIP STEP 3.
*Before beginning Step 3, you must watch training video 1.3 Add/Edit Payers. Click Admin >Payers -> Icon on lower right hand corner of the screen. This video can also be found in the
Phase I Training Email you have received.
After you have watched the video proceed to enter your Payers.
To prepare to enter all the insurance companies into the new software, you should first print
out a screen capture of each of the insurance companies in your old software. Once you have
all the information printed out, you can begin to enter them into VitaLogics.
Click Admin -> Payers -> Add
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Click on “General” to add the Insurance Company’s address and phone number. If a payer has
provided you with a specific Electronic ID to process claims electronically you will also enter
that in the General Tab.
The next step is to click on “Printing Options”. This is where you will determine the format in
which each insurance company requests data on the HCFA form regardless of whether you
are printing on paper or submitting electronically.
The first box prompts you to select Primary, Secondary or Tertiary. The box next to it reads
“1500 Output Option”. This is where you would set the default on whether you want the
claim processed electronically or on paper. Be sure to set these defaults for primary,
secondary and tertiary. For example a payer may have you bill electronically when it is billed
as the primary, but then require you to bill on paper if it is the secondary.
The next option is to indicate which 1500 claim form you would like to print on. As of April
1st, 2014, most payers require submission of claims utilizing the CMS 1500 02-12 form. If you
run into a scenario where a certain payer is asking for previous version of the CMS 1500 form,
08-05, you have the option to select that as well.
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Each Payer may require the HCFA 1500 to be printed differently. The template that was
downloaded to your computer should be suitable for most insurance companies. You need to
consult with your Clearing House, Billing Company and/or the Insurance Companies to ensure
that these are set properly.
Box 1 is going to be different for each insurance company based on the type of Payer they are
(i.e. Group, Medicare, Medicaid, etc).
You must also indicate which ICD codes you will using for each payer. Box 21 has a drop
down to indicate if you are using ICD 9 codes or have transitioned to the ICD 10 codes.
Lastly click on “Scrubbing”. This screen tells the system which fields are required to be filled
out at a minimum in order for it to bill out electronically. If a claim does not pass the
Scrubbing test the system will let you know so it can be corrected before it is submitted. This
will save time and money since you are not waiting for it to get kicked back from you
clearinghouse.
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The template is set up in such a way that it should work for most insurance companies.
However, when entering Medicare you must ensure that a second Diagnosis code (Box 21) is
highlighted as well as the first modifier box.
STEP 4 – ADD BILLING ENTITES
Billing Entities are what house the provider’s information needed for billing purposes. They
are separate from the Providers section giving you the flexibility to bill services performed by
one provider under another provider’s NPI number. It will also be the place where you will
enter the billing information from a Referring Provider if that data is needed to be printed on
a HCFA Claim Form
IF YOU ARE A CASH PRACTICE AND DO NOT BILL THIRD PARTY INSURANCE COMPANIES NOR
PROVIDE PATIENTS WITH CLAIM FORMS TO SUBMIT, YOU MAY SKIP STEP 4.
*Before beginning Step 4, you must watch training video 1.4 Add/Edit Billing Entity. Click
Admin ->Billing Entities -> Icon on lower right hand corner of the screen. This video can also be
found in the Phase I Training Email you have received.
After you have watched the video proceed to enter your Billing Entities.
Click Admin -> Billing Entities -> Add
A billing entity must be created for each person who will be billing services under their name.
Under “General Info” add a Billing Entity Name this is for your reference so you can select the
appropriate one when the time comes.
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The Provider’s Name/Title should be entered in the following format: John Doe, D.C. as this is
how it will appear in Box 17, 31, 33. If the Billing Entity is for a Referring Provider, you must
indicate that with the appropriate Qualifier in the dropdown. Your options are DN –
Referring Provider, DK – Ordering Provider and DQ – Supervising Provider.
Add the clinic’s physical address and phone number (Box 32 and 33). Each billing entity must
also enter their Social Security number, Individual EIN number or Group EIN number (Box 25).
And finally their Individual NPI number must be entered (Box 17b, 24j and 33a).
Enter the Clinic/Corporate Name (Box 32 and 33). The Billing Address (Box 32 and 33) will be
different from the Clinic Address only if you want the EOB’s sent to a different address. Enter
the Billing Entity’s State License Number (Box 31), as well as the Clinic/Group NPI number
(24j, 32a and 33a), if appropriate.
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BWC (Ohio Workers Comp), and the Default Other ID options are only needed for certain
insurance companies.
Some payers give providers specific PIN numbers to identify them. If a payer has given the
provider a specific PIN, you will enter it under their Billing Entity. Click on “Specific PINS” and
then click “Add Other ID”.
Select the payer that has provided the PIN. If the payer does not appear in the list, it means
they have not yet been entered. You can select “Add Payer” on the bottom of the screen to
add the payer from this screen.
Once the payer is selected, you add the Prefix and then enter the appropriate group and/or
individual PINS. To access a list of the Prefixes, click on the green check box indicated in the
image below.
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STEP 5 – ADD PROVIDERS
*Before beginning Step 5, you must watch training video 1.5 Add/Edit Providers. Click Admin > Providers -> Icon on lower right hand corner of the screen. This video can also be found in
the Phase I Training Email you have received.
After you have watched the video proceed to enter your Providers.
Click Admin -> Providers -> Add
General
Each person that is providing a service in the office should be set up as a provider. You can
then set the time period for which a patient is considered late after. This will prompt the
appointment to turn red when the time selected has passed after the scheduled appointment
time and prompt your staff to give them a call. You must link the provider to the appropriate
billing entity. In the case where the clinic has a provider who is not a billing entity (i.e. a
massage therapist who is providing a service but not having anything billed under him/her),
you can leave the billing entity box blank. There is also an option to click the box “Only View
Assigned Patients”. This will filter out patients in the rolodex so when that particular provider
signs into VitaLogics they can only see their own patients.
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Schedule
Click on the “Schedule” tab in order delineate the hours each provider will be in the office
seeing patients. This will be entered under “Weekly Schedule”. If you work the same shifts on
multiple days, you can add the hours for more than one day at a time. So for example, if you
hours are the same Monday, Wednesday and Friday, select those three days and click “Edit”.
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Now you can add your hours. If you working a morning shift from 8:00 A.M. to 12:00 P.M.
you can enter those hours and click “Add”. In order to account for a lunch break or office
admin time, you can then create a second shift from 2:00 P.M. to 5:30 P.M. for example. Once
completed entering shifts, click “Save”.
By clicking on “Exceptions to the Schedule” you will be able to add any span of time that the
provider will be either available or unavailable to see patients that deviates from the regular
schedule. If you click the box “Allow Override”, you will be able to still schedule patients
during this time, even though you may have indicated that the provider is not available to see
patients. This should be used for things such as holidays or meetings where the provider will
not be able to see patients during the regularly scheduled patient times. It can also allow you
to add a shift during a time when the provider is not normally scheduled to see patients. For
example, if the provider does not normally see patients on Saturday but is going open the
clinic up for a couple hours one weekend.
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Calendar Sync
Calendar Sync will let you synch your patient appointments with a Google Calendar. This will
allow you to access you patient schedule from a smart phone device (i.e. iPhone, Blackberry,
etc). You must have a Google email and password. To set it up click the box “Publish this
Provider’s Appointments to his/her Google Calendar” and then enter the Google email
address and password and click “Save”.
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Once you click “Save” it will go back to the main page where you will have the option to click
“Publish Now”. This will synch the calendars. Once clicked and the synch has finished, you
will see the message “Operation Complete”. Please do not click “Publish Now” more than
once. This will result in duplication of the appointments. The only time you will have to click
“Publish Now” again is if your Google email password changes. At that point you will enter
your new password and click “Publish Now”.
Once your Google calendar is set up, you can go through the steps to synch that calendar to
your smart phone.
Signature
VitaLogics allows you to capture a digital signature for a provider that can then be used in a
Document Template to be printed on your SOAP note report. There are two options to
upload a signature. You can use a signature capture ePad that synchs with VitaLogics that you
would have if you chose to use the merchant account that is integrated with VitaLogics or the
Self Check In module or you can sign a piece of paper, scan the paper and open it in a
program such as Paint so you can crop the image appropriately. You have the option to skip
this step for now and come back to it once you are up and running with the signature capture
pad if that is the route you chose.
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SOAP Copying
In the SOAP Copying tab you can determine which sections of the SOAP note, if any, will copy
from visit to visit in the Doctor’s Dashboard. This is provider specific so it is based on
preference. Keep in mind, just because you are copying a certain section of the note from
visit to visit, does not mean that it has to print on a SOAP note report when using the
Documenter. For example, if you indicated that you want the Narrative and Examination
sections to copy from visit to visit, you would select those boxes here, but you have the ability
to customize the SOAP note report so that the Narrative and Examination section of the SOAP
notes only print for visits that have a particular Reason of Visit, such as New Patient Visit or
Re-Exam. Once you have indicated which sections of the notes, if any, should copy over, click
“Save”.
STEP 6 – ADD AND EDIT CPT CODES
*Before beginning Step 6, you must watch training video 1.6 Add/Manage CPT Codes. Click
Admin ->CPT Codes -> Icon on lower right hand corner of the screen. This video can also be
found in the Phase I Training Email you have received.
After you have watched the video proceed to review and edit your CPT Codes.
Click Admin -> CPT Codes
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You are provided with a template that includes some of the CPT codes that you may be using
in your clinic. The CPT codes must be reviewed to determine what CPT codes you would like
to add to the button structure. Any CPT codes that are added here must also be added to the
Price List (see Step 7) and any Fee Schedules (see Step 10). To add a CPT Code, first click “Add
CPT” and add a CPT Code and a CPT Description. It is recommended that if you have products
that you sell such as supplements that you use the same code but a different description. You
will still be able to run a report to see how many of each supplement was sold, but for
statistical purposes, it makes it easier when you are looking to see your total nutrition sales
you only have to add the one code to that CPT Group, rather than add each individual code
(see CPT Groups).
If there are services that you typically do multiple units for, it is recommended that you create
a CPT code specifically for the multiple unit so that you can use that code on its own button
and set the price for the multiple unit in the Price List. For example, if you typically do 2 units
of Therapeutic Exercise (97110) then you would enter 97110 under the code and under the
description you would enter “Therapeutic Exercise – 2 units”. It is important that the
description is different so you can identify this code to add the appropriate information in the
Price List (see Step 7).
If you made any changes to the CPT Codes and/or the Button structure in Step 6, then you
must copy those changes to all other users.
Click Admin -> CPT Codes -> Copy Button Structure
First select the user that the changes were made in (typically it is the current user) and then
select the first user you would like to copy the buttons to and click “Save”. Repeat this step to
all the users you wish to copy the buttons structure to. It is recommended that you make
whatever changes necessary under the default user “VitaLogics” so if the support team has to
access your system using that default user, they will be seeing the most up to date button
structure.
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STEP 7 – CREATE PRICE LIST
*Before beginning Step 7, you must watch training video 1.7 Add/Edit Price List. Click Admin >Price List -> Icon on lower right hand corner of the screen. This video can also be found in the
Phase I Training Email you have received.
After you have watched the video proceed to create your price list.
Click Admin -> Price List
BEFORE CREATING A PRICE LIST, PLEASE MAKE SURE YOU ARE HAPPY WITH YOUR CURRENT
BUTTON STRUCTURE AS LAID OUT IN STEP 6. IT IS A LOT MORE DIFFICULT TO ADD CPT
CODES LATER ON, RATHER THAN BEING ABLE TO CREATE YOUR PRICE LIST DIRECTLY FROM
ALL THE CODES ALREADY LAID OUT IN THE CPT CODE BUTTON STRUCTURE.
To create a Price List you must first click “Copy from Button Structure”. This option will take
all the CPT codes that are already programmed onto you CPT buttons and use them to create
a new price list. Once they are uploaded you will then make modifications to each line item
as needed.
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The “Print on 1500” column dictates whether or not the CPT will be printed to the HCFA form
and billed out to insurance. If there is an item that should not be billed to insurance, i.e. a
supplement, then this box should not be checked. Then you must enter the price you would
like to charge per 1 unit of each code.
The “Policy Overrides” column allows you to override the insurance policy info that is added
to each patient’s file. For example, if a patient is covered at 80%, the system will split charges
so that 80% shows as the insurance company’s responsibility and the 20% will show as the
patient’s responsibility. But, if the patient buys a supplement that is not going to be billed to
the insurance company, you will want to override that insurance policy for all supplements
and tell the system to make the “Patient responsible for 100%” of the charge.
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If your state requires you to charge sales tax this is where you will indicate whether you want
the sales tax to be the payer’s responsibility or the patient’s responsibility.
The “Appointment Required” box should be checked if it is necessary for the patient to meet
with a provider in order to receive a service. This box should be checked for most things
other than over the counter purchases such as supplements or other ancillary items sold in
your clinic.
It is necessary to determine whether or not you want certain charges to carry from one visit
to the next. “Do Not Copy to Next Visit” should be clicked for all CPT Codes that are typically
not done during consecutive visits. For example, if an x-ray and exam are done on the first
visit, then an x-ray and exam will not be done on their second visit, therefore those particular
CPT codes should have this box checked. An adjustment on the other hand is typically done
from one visit to the next, and therefore, this box should not be checked for all adjustment
codes.
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If you add any CPT codes to buttons after creating your initial Price List, you must go into the
Price List again to add that CPT code. Click “Add CPT”. The code will appear at the bottom of
the list and you can add the prices associated with that CPT, as well as determine whether or
not you want the CPT to be printed on a HCFA, if you want to override the any insurance
policies, if there is any sales tax associated with the CPT and how it should be distributed, if
an appointment is required to charge the CPT, and/or if you would like that CPT copied from
visit to visit.
The start date will default to the day you create the price list. In the future if you update the
price list you can indicate when you want the old CPT line item to stop and the new CPT line
item to begin.
You also have the option to add a Modifier to the CPT Code. If you created a CPT button with
the intention of that code having a modifier on it, you must add the modifier here in the price
list. To add a modifier, click “Add Modifier” and then select the appropriate Code and click
“OK”. If the modifier you are looking for is not listed, click “Add” and you can add a new
modifier to the list.
If you frequently charge more than 1 unit for a particular code, and you already created a
second CPT code for a particular service that you want to do multiple units for in Step 6, be
sure to add the “Per Unit Amount” and change the unit number appropriately to ensure the
patient is charged correctly.
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STEP 8 – ADD AND EDIT ICD CODES
*Before beginning Step 8, you must watch training video 1.8 Add/Manage ICD Codes. Click
Admin ->ICD Codes -> Icon on lower right hand corner of the screen. This video can also be
found in the Phase I Training Email you have received.
After you have watched the video proceed to review your ICD-9 Codes.
Click Admin -> ICD Codes
You are also provided with a sample of some ICD-9 and ICD-10 codes. The ICD codes that are
provided should be reviewed to determine if you would like to add any new codes. This
process is identical to adding CPT Codes as discussed in Step 6.
Simply enter the Diagnosis Code you would like to appear on a button in the Code field at the
bottom, then drag and drop that code onto an open button. If you enter a Diagnosis code
and it does not appear in the list, then you will have to add it to the list by clicking “Add ICD”.
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Once you have dragged and dropped the code onto a button, you then have the chance to
modify the label on the button. Once you are happy with the label on the button click “Save”.
Once you are confident that all the ICD codes are loaded properly, you must copy the button
structure by first selecting the user that the changes were made in (typically it is the current
user) and then select the first user you would like to copy the buttons to and click “Save”.
Repeat this step to all the users you wish to copy the buttons structure to. It is recommended
that you make whatever changes necessary under the default user “VitaLogics” so if the
support team has to access your system using that default user, they will be seeing the most
up to date button structure.
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STEP 9 – ADD REASONS OF VISIT
*Before beginning Step 9, you must watch training video 1.9 Add/Edit Reason of Visit. Click
Admin ->Clinic -> Icon on lower right hand corner of the screen. This video can also be found in
the Phase I Training Email you have received.
After you have watched the video proceed to add your Reasons for Visit.
Click Admin -> Reason for Visit
First select your clinic name in the Clinic drop down menu. In this section you will list all the
reasons someone would make an appointment at your office. You can customize the
description, the amount of time required for that reason of visit, background color and the
text color.
Once created, if you find that you require more time to perform certain services or need to
change coloring you can make changes by selecting the reason of visit you would like to
change and click “Edit”. You can also reorder your Reasons of Visit by using the green arrows
on the right hand side of the screen.
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STEP 10 – CREATE FEE SCHEDULES
*Before beginning Step 10, you must watch training video 1.10 Create/Edit Fee Schedule.
Click Admin ->Fee Schedule -> Icon on lower right hand corner of the screen. This video can
also be found in the Phase I Training Email you have received.
After you have watched the video proceed to create fee schedules.
BEFORE CREATING A FEE SCHEDULE, PLEASE MAKE SURE YOU ARE HAPPY WITH YOUR PRICE
LIST AS LAID OUT IN STEP 7. IT IS A LOT MORE DIFFICULT TO UPDATE CPT CODES BY
ADDING ADDITIONAL CODES ONE BY ONE ON LATER ON, RATHER THAN BEING ABLE TO
CREATE YOUR FEE SCHEDULE BY COPYING IT FROM THE CURRENT PRICE LIST.
The purpose of a Fee Schedule is to indicate the allowed amounts for a specific plan for a
specific payer. When this is set up properly, VitaLogics will automatically write off the
difference between the charged amount and the allowed amount. This will also allow you to
more accurately calculate the patient’s responsibility for each CPT code and will ensure that
your Accounts Receivable is not falsely inflated. It is recommended that you create a fee
schedule for all payers that you are in network with and use their usual and customary fees.
It is also recommended that you create fee schedule to incorporate special cases where policy
overrides would come into play ONLY when you have numerous people using that same plan.
The more fee schedules you have, the more difficult it is to update them when need be.
Click Admin -> Fee Schedule -> Select Payer -> Copy Price List
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By clicking “Copy From Price List” it will save you a lot of time because it will populate the Fee
Schedule with the Price List and then you just need to make any appropriate changes without
having to re-enter all the CPT codes.
If you need to add a CPT code to a fee schedule, you would do it the same way you added a
CPT code to the Price List. Keep in mind, if you add a CPT to the Price List in the future, you
will have to add that CPT code to each fee schedule created.
STEP 11 – ADD ATTORNEYS
IF YOU DO NOT DO ANY PERSONAL INJURY OR WORKER’S COMPENSATION CASES, YOU
MAY SKIP STEP 11.
*Before beginning Step 11, you must watch training video 1.11 Add/Edit Attorneys. Click
Admin ->Attorneys -> Icon on lower right hand corner of the screen. This video can also be
found in the Phase I Training Email you have received.
After you have watched the video proceed to entering Attorneys.
Click Admin -> Attorneys -> Add
This section will allow you to keep all the attorney’s contact information and notes in one
place. Once their information is added and saved, you will be able to pull their information
into any document created, such as a cover letter in your SOAP note report.
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STEP 12 – ADD REFERRING PROVIDERS
*Before beginning Step 12, you must watch training video 1.12 Add/Edit Referring Providers.
Click Admin ->Ref Providers -> Icon on lower right hand corner of the screen. This video can
also be found in the Phase I Training Email you have received.
After you have watched the video proceed to enter info into the Referring Provider tab.
This section is used to add a provider’s (MD, DO, etc) information when a referral is made to
your office. Some insurance policies require a referral in which case this information may be
needed on the HCFA form. If a referring provider is required in order to bill, then a “Billing
Entity” must be created for that provider (see Step 4) and it should be linked to the referring
provider here. If the referring provider’s information is NOT required to be printed on the
HCFA, you will not link a Billing Entity to the referring provider but you can still enter the
referring provider’s information and it can be pulled into a cover letter for a SOAP Note
report.
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If the referring provider’s information is needed to print on the HCFA claim form, you may
need to modify the Printing Options under Payers (see Step 3).
STEP 13 – CPT GROUPS
*Before beginning Step 13, you must watch training video 1.13 Managing CPT Groups. Click
Admin ->CPT Groups -> Icon on lower right hand corner of the screen. This video can also be
found in the Phase I Training Email you have received.
CPT Groups is where you will tell VitaLogics what CPT Codes fall into what category when
looking at the Practice Diagnosis Services Breakdown. Click on the “+” signs to expand out
each section. Then simply drag and drop the desired CPT codes into each category.
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If you need to delete a CPT Code from a particular category, then click on the red X under the
column that says “Remove”.
STEP 14 – LIST MANAGERS
*Before beginning Step 1, you must watch training video 1.14 List Manager. Click Admin >List Manager -> Icon on lower right hand corner of the screen. This video can also be found in
the Phase I Training Email you have received.
The List Manager is where you will manage various drop down menus throughout VitaLogics.
First select the list you want to manage.
Once selected you can add a new item to the list, delete an item or Edit and existing item.
Additionally you can change the order of the items by using the green arrows on the right
hand side of the screen. Repeat these steps for any List you would like to make changes to.
CONGRATULATIONS! You are now ready for Phase II of training in preparation to start seeing
patients. In order to receive Phase II, please make sure you have completed your Phase I
Assessment by clicking on the link on the bottom of the Phase I Training Email you received.
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