Notes Review
Monitor progress note completion across all providers.
| Provider | Client | Date | Service Code | Diagnosis | Status | Signed |
|---|---|---|---|---|---|---|
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CPS Reports
All NYS OCFS-LDSS-2221A reports across providers.
Billing
| Date | Provider | Client | Type | Amount | Payer | Check # | Notes |
|---|---|---|---|---|---|---|---|
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ERA Processing
Electronic Remittance Advice — record and reconcile insurance payments.
| Date | Payer | Check # | Total Payment | Line Items | Method | Status | |
|---|---|---|---|---|---|---|---|
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ERA Posting
Post insurance remittances to DOS records.
| Status | Payer | ERA Ref | Amount | Received | Posted | |
|---|---|---|---|---|---|---|
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Billing Oversight
| DOS | Provider | Client | Payer | CPT | Billed | Status | Submitted | |
|---|---|---|---|---|---|---|---|---|
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Pending Claims
Auto-generated draft claims from signed notes — review only. Submission is disabled in this phase.
| DOS | Provider | Client | CPT | Diagnosis | Payer | Fee | Status | ||
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Denial Management
Track payer denials, appeal deadlines, and resolution rates.
Aging AR
Accounts receivable by age bucket.
Denial Tracking
Denied claims, appeal deadlines, and resolution tracking.
CPT Codes
Billable code catalog (prescriber / add-on / telehealth tags). Deactivate to retire a code — codes are never deleted (historical notes and claims reference them).
| Code | Description | Category | Prescriber | Add-on | Telehealth | Active | |
|---|---|---|---|---|---|---|---|
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Credentialing
Provider payer panel enrollment and credentialing status.
Training Compliance
Annual HIPAA workforce training status by provider.
Session Note Retention (NYS 6-Year)
Notes expiring within 90 days. Minors: retention is the later of 6 years from signing or client's 21st birthday.
Reports
Financial and clinical reporting for CSWN.
Pay Periods
Providers
| Provider | Credentials | Role | Overhead | NPI | CAQH ID | Google Voice | Status | Actions | |
|---|---|---|---|---|---|---|---|---|---|
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Clients
| Client | Provider | Intake | Insurance | Status | Reference | |
|---|---|---|---|---|---|---|
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Admin Messaging
Send announcements and messages to providers and clients.
Prior Authorizations
Internal Referrals
Provider-to-provider referrals — accept or decline on behalf of the receiving provider.
| Client | Referring | Receiving | Type | Status | Actions |
|---|---|---|---|---|---|
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Screening Queue
New client screening submissions — mark complete or initiate provider match.
| Client | Concerns | Status | Intern | Submitted | Actions |
|---|---|---|---|---|---|
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Intake Tracker
All screenings and intake progress — mirrors the intake spreadsheet.
| Client | Phone | Screener | Provider | Init. Call | Screen ✓ | 2nd Call | Chart | Paperwork | Ins. | Ins. ✓ | Photo ID | Pwk ✓ | Intake ✓ | Outcome | Days | Actions |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
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Overdue Notes
Unsigned session notes older than 7 days, grouped by provider.
Pending ROIs
Release of Information records awaiting provider signature. Mark as satisfied once the signed document is received.
Resources
Manage provider resources, forms, and documents.
Intake Forms
Manage client intake forms by status.
| Client | Form Name | Provider | Status | Days Pending | Actions |
|---|---|---|---|---|---|
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Client Balances
Outstanding client balances across all providers.
| Client | Provider | Balance | Last Entry | Actions |
|---|---|---|---|---|
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Provider Payments
Connected payment processors for each provider.
| Provider | Processor | Merchant | Connected | Status |
|---|---|---|---|---|
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Square Settings
Connect the practice Square account once. All client and in-person payments flow through this single account.
Payments
All Square payments received by the practice. Unmatched payments need a client assigned for the balance to update.
| Received | Amount | Method | Square ID | Action |
|---|---|---|---|---|
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| Date | Client | Amount | Status | Method | Action |
|---|---|---|---|---|---|
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Insurance Directory
Manage payer contacts and provider relations numbers.
Payer Directory
Insurance payers and their Claim.MD payer IDs. Eligibility routing uses the Claim.MD ID — fill it in for each payer.
Office Bookings
All room bookings across locations. Admin can cancel any booking.
Resource Reports
Broken link reports and resource suggestions from providers.
Breach Alerts
HIPAA §164.308(a)(6) incident tracking
HIPAA Audit Log
Immutable PHI access record — §164.312(b)
Billing Settings
Configure overdue claim thresholds and notification settings.
Billing Identity
The group billing identity used on insurance claims (837P / CMS-1500 Box 33). Enter CSWN's billing NPI, tax ID, and address.