CPS Reports
All NYS OCFS-LDSS-2221A reports across providers.
Billing
| Date | Provider | Client | Type | Amount | Payer | Check # | Notes |
|---|---|---|---|---|---|---|---|
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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
Pending Claims
| DOS | Provider | Client | CPT | Diagnosis | Payer | Fee | Status | ||
|---|---|---|---|---|---|---|---|---|---|
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| DOS | Provider | Client | Payer | CPT | Billed | Status | Submitted | |
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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). Creating a brand-new category requires super-user access. Add-on parent-code pairings (stored on each code, not shown in this table) are a standard-convention starting point, not yet reviewed by Timothy/Carlos — verify before relying on them for a live claim. Provider Types (used by the filter above) are likewise a first-draft categorization from standard billing convention, not Timothy/Carlos's confirmed scope-of-practice mapping — review before relying on it.
| Code | Description | Category | Modifiers | Provider Types | Prescriber | Add-on | Telehealth | Active | |
|---|---|---|---|---|---|---|---|---|---|
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Super User Access
Only Timothy Crumley's own account can grant or revoke super-user status — this is enforced by the backend, not just hidden here. Super-user status currently gates one thing: creating a new CPT code category.
| Provider | Role | Super User | |
|---|---|---|---|
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Groups
Established practice groups a facilitator can refer to in their Group Notes. Deactivate to retire a group — never deleted (historical group notes still reference it by name).
| Name | Description | Facilitator | 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.
Provider Payment Review
| Provider | Role | Payment Method |
|---|---|---|
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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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Office Activity
Currently active group sessions and staff marked out of office, from connected Google Calendars. Requires a group session's Calendar title to include "group", and Out of Office to be set via Calendar's own Out of Office event type.
Prior Auth Links
Quick-link directory to payer prior-authorization systems, shown to NP providers.
Admin Messaging
Send announcements and messages to providers and clients.
Clients can route a message to one of these categories instead of their assigned provider — e.g. Billing, Medication Support. Each category has its own set of staff recipients.
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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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.
Provider Info-Sharing Consent
Client consent required before two providers who share a client (via an internal referral or couples link) can discuss the case. Mark signed once the client consents, or waive with a reason.
Chart Migration
Manually create a chart for a historical client and attach external records (old TherapyNotes documents, scanned forms, CC-authorization forms) to it. Uploaded files go through the same ClamAV scan and encryption as every other document and appear under a separate "External Upload" section in the chart's Documents tab.
Client Requests
Record access and superbill requests submitted by clients. Resolve to clear from the queue.
Resources
Manage provider resources, forms, and documents.
Upload a new version of a policy document (authored elsewhere, e.g. Claude Design). The prior version is archived, never deleted.
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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Stripe Settings
Stripe is configured via an API key in Secret Manager, not through this page. All client and in-person payments flow through this single account.
Payments
All payments received by the practice. Unmatched payments need a client assigned for the balance to update.
| Received | Amount | Method | Processor 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
Room bookings across all CSWN locations.
Resource Reports
Broken link reports and resource suggestions from providers.
Breach Alerts
HIPAA §164.308(a)(6) incident tracking
Database Backups
Automated Cloud SQL backups — visibility only. Restoring from a backup is a deliberate, manual operation performed outside this app; contact the developer.
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.
SMTP Settings
Host, port, and sender address are set at deploy time. The app password can be rotated here — it takes effect immediately, no redeploy needed.
Confirms the current credentials actually work — send this right after rotating.
Claim.MD Settings
Rotate either API key here — it takes effect immediately, no redeploy needed.
Faxes
Incoming faxes, newest first. Rename before assigning — that name is what's saved in the chart. Faxes not yet assigned to a client stay listed here indefinitely.
| Received | Document Name | Caller ID | Pages | Status | Actions |
|---|---|---|---|---|---|
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SR Fax Settings
The Access ID is set at deploy time. The Access Password can be rotated here — it takes effect on the next poll, no redeploy needed.