QuickEMR System Initial Set Up

QuickEMR System Initial Set Up

Welcome to QuickEMR!


When you first log in to QuickEMR, your system starts as a clean, blank slate. This allows you full control over how your system is configured from the beginning. You’ll need to enter your practice’s core information—such as providers, facilities and locations, schedules, and preferences—and customize workflows, documentation, and system settings to match how your practice operates day to day.

This initial setup ensures QuickEMR is tailored specifically to your practice’s needs, helping streamline operations, improve efficiency, and support accurate documentation as you begin using the system.  If you require any assistance with this process, please feel free to give our support team a call at 305-394-6197 (opt. 3), and we can help walk you through the process and answer any questions that you may have.


Facilities:

To enter a new facility in your system, you will need to:
1. Navigate to Lists --> Facilities, using the navigation menu at the top of the screen.

2. Once the new window opens, press the Create button.
3. Enter all information, including Facility Name, Address, Phone, Fax, etc.
4. Once finished, press Save.
Note: The NPI number should be your Group NPI, not any providers individual NPI.


Facility General Settings:

Once the new Facility is created, you will see new tabs open on the left side of the screen, such as the Setting tab and Notes tab. 
To adjust the facility settings, click on the Settings tab.


1. Adjust your schedule Time Step and Default Appointment Length. This will reflect on your schedule appointment book.  
- Updating the time step will change the time intervals on the appointment book located on the vertical axis
- Updating the default appointment length will set a default length when a user double left clicks on the appointment book to schedule a appointment.



3. Facility Logo: A facility logo can be added to display within your database. The file of the logo must be formatted in either a PNG or JPEG.

4. Default Billing Provider: Users can set a billing provider that will auto populate when a case is created
(this is needed for those that use EZclaim as their billing house)

**Repeat this process as necessary if you have multiple facilities.**


Adding New Users:

To begin, you will first need to access the Users menu by navigating to Lists --> Users.


1. Press the Create button.

2. Enter the new users information, such as a Username, User Type, Name, Initials, and Email Address.

3. Select if the user will be a Provider and/or Signing Provider.

4. Press the Save button.

Fee Schedule Set Up

Step 1: Fee Schedule Groups

Fee schedules are designed to follow an insurance contract.
Creating a fee schedule starts with identifying contracts or groups of insurances that pay out at a different rate.
A typical setup would include a group for Commercial* (STANDARD), Medicare, and Self Pay. It is also normal for a practice to have only 1 rate for all insurance or multiple commercial and institutional contracts depending on size and scope of the practice.
Create a fee schedule group by going under Billing->List->Fee Schedule Group

Step 2: Creating a Fee Schedule
Once the groups are defined it's time to create a schedule.
Visit Billing -> Fee Schedules.
Like the groups you may add a fee schedule with the "+ Create" button, or edit a fee schedule by selecting it's name. A fee schedule will be assigned to a group and given an active date range.

Step 3: Adding Procedure Codes to the Fee Schedule

Now that the fee schedule has been set up. you may add the procedure code to the schedule.
Click create to add a new code or use the search bar to find a procedure code and select it's name.

Step 4: Adding Charges to the procedure codes

1. Click on the Fee Schedule tab on the left
2. Ensure that the procedure code has been added to the fee schedule before adding the charges.
(You will know that the procedure code has been added when it says, "Yes" under the column, "On Fee Schedule.")
3. Once on the fee schedule, add the charges to the procedure code for their associated fee schedule
  • Charge - This is the amount the practice charges for the given service. This is not necessarily the contract amount. The charge value is used in all exports and billing reports. This field is required to take advantage of most of QuickEMR's billing features.
  • Allowed - This is the amount the group is contracted to pay you. This field is used for your reference and is not exported or used in calculations.
  • M1-M4 - These modifier codes will be appended to the end of a charge whenever this fee schedule is applicable. Do not use these for capturing Medicare or CCI Edit modifiers such as GP, GO, GN, KX, 59, etc. Those modifiers are added automatically by QuickEMR based on insurance settings. If your insurance contract requires a modifier always be present for a given procedure this may be the correct place to put it. If you separate your RT, LT, 50 charge codes this may be the correct place to put those modifier codes. When in doubt leave these values blank to minimize the risk of billing errors.

Insurance Set Up

Step 1: Access the Insurance Menu
Now that our fee schedule is set up, you may now add your insurances to the database.

1. This can be done under List->Insurance Companies
2. Click Create to add an insurance

Step 2: Fee Schedule Group on insurance

When adding the insurance, you will be prompted to enter the fee schedule group.
This will link the charges you have entered from the associated fee schedule to the insurance.
While on this page, it is also recommended that you enter the payer ID and address.

The progress note due will also provide warning for the therapist if established.
Please visit Progress Note Due Article for additional information

Step 3: Billing Rules for Insurances

1. Upon initially saving the insurance information, a new tab will open up on the left side of the screen. 
Navigate to the billing tab.

2. You will find the billing and modifier rules. If necessary, apply the appropriate rules to the insurance.

*If a Medicare insurance is inputted, check the box for Medicare. This will apply the appropriate billing and modifier rules.
**If you accept self pay patients, you will need to create an insurance called self pay and apply the "Represents Self-Pay" field.

Adding New Users: Permission Templates

Step 1: Create a Permission Templates

Before adding a new account, it is recommended to create permission templates for each role in the company.
This will determine what each user is able to access within Quickemr.

1. Find the Settings Menu->Permission Templates

2. Click Create to add a new template

Step 2: Name the Permission Template

Input a name for the template and ensure that the template box is checked.

Once complete, press the Save button.

Step 3: Assign Permissions

1. Click on the Permission tab on the left
Apply the appropriate permissions based on the role.
      View - Users may view the corresponding page
      Add - Users may have the permission to create/add a new field or profile
      Edit - Users may update or make change to the corresponding field
      Delete - Users may delete or make a field/data inactive
      Print/Export - Users are allowed to print or export a page/report

2. The super user status will grant the account full access to your system. This should only be applied to trusted users.


Adding New Users: Creating an account

Step 1: Access the User's menu

1. You will find the menu to create a new account under List->Users
2. Click Create to add a new user

Step 2: Account Information

1. Username - Create a unique identifying username that will be needed for the person to sign into their account
User Type - Select the type of user that this will be, such as Front Desk, Billing, or PT.
2. Name - Enter the user's First, Last, and Initials.  The initials must be unique and not previously used with another user.  The initials will be used as an identifier on CPT codes within the documentaiton.
3. Email - Create an Email address for the user.  This address will primarily be used for password resetting, though the user can receive emails back to this address if they wish.
4. Password - Create a password that the user can use to sign into their account. 
*Once the user attempts to log in for the first time, the system will prompt the new user to reset the password to something that only they will know.
5. Important Settings - Select if the user will be a Provider or Signing Provider.  This will dictate whether or not the user can be added to the schedule (Provider) or complete and sign documentation (Signing Provider).


Step 3: General Information
1. Find and click the general tab on the left
2. If user is a provider, their individual NPI number can be inputted into the corresponding field.
3. Implementing a start date, will not allow the user to sign in until the given date
4. Input any other information as you deem necessary and click Save


Step 4: Settings

1. Find and click the setting tab on the left.
2. If setting up a provider's account, a signature can be added to their account that will auto-populate on notes.
*The file format of the signature must be in JPEG or PNG and cropped accordingly.
Best Method:
1. Write a signature on a blank sheet of paper
2. Scan the signature as a PNG or JPEG into your computer.
3. Crop the photo and upload into QEMR
*If assistance is needed, contact our support team and we will help get the signature file uploaded to the user account.

 If setting up a provider, apply the following boxes as necessary.
First Visit- Allows the provider to mark their evaluation as complete

4. Default Facility - Select the users default facility.  This will dictate which patients and schedule they view when logged into the system.

5. Other Settings - Apply any additional settings as necessary and click save


Step 5: Permission

The permissions will determine what the user is allowed to access within your QuickEMR
1. Navigate to the Permissions tab on the left
2. If applicable, Select the related permission template to the user that you created.
3. You may customize the user's permission based on the individual by pressing Customize.
4. Once complete, click the Save button.

Schedule Template

Step 1: Create a Template

YOu will first need to navigate to Schedule --> Templates, and press View All Templates.


Once there, press the Create button to begin creating a new schedule template, where you can add providers, select operating times, and position recurring blocked times.


Step 2: Input Template Information

1. Create a nickname for the template, this is an internal name for the template to help distinguish between templates if more than one template is created. 
2. If more than one Facility, select the Facility for this Schedule Template. Otherwise it will default to the main facility.
3. Input a start and end date of when this template is to remain active, such as from the beginning of the year to the end of the year.
* Template dates can not overlap.  If you have another template post-dated with changes, it must start the day after the previous template ends.
4. If you have enabled the Scheduling Portal, this is where you would set up your available time slots.  
More information on the Scheduling Portal can be found here.
5. Once complete, press the Save button.


Step 3: Adding information to the template

1. Select the day of the week you would like to edit.
2. Establish the office hours on the bottom right corner (Start and End Time)
If office is closed for that day of the week (input office hours as the same time for both start and end time
(For example Start Time: 08:00 AM / End Time: 08:00 AM)
3. Add Provider who would typically work on that day of the week.
4. Apply Blocked times as necessary for each Provider.
(Blocked Reason can be customized under Schedule --> List --> Blocked Reason)
More information on creating block reasons can be found here.

Documentation Settings


1. Find the Settings --> Documentation.
2. Ability to lock notes after being complete - If checked, the provider will not be able to make any changes to their note after it's been marked complete
*Users who have the appropriate permission or given super user status is able to bypass this setting
3. If default billing rule is set, the billing rule will be applied if one was not give under the insurance setting.
4. Set Medicare Cap for the year, this will track the cap for each Medicare case for the given year.

Default Values


Default Values will be automatically applied upon creating a new record for a patient.


Email Integration


1. This can be found by navigating to Settings --> Email/Fax.
2. Add your Email account with the associated email provider.
more information on setting up E-Mail can be found here.

Ensure that SMTP is allowed for your email, please contact your service provider if you do not know where this setting is.
This typically should be a global business email that every user is able to use, but individual emails can be added.
**(Personal emails should not be added)

Integrating your email simply gives users the ability to send emails directly from QuickEMR.
This includes patient appointments, email reminders, or notes to a physician.
(This does not give Quickemr or any user access to your direct email account)

3. Set up other settings as needed within this page, such as E-Mail and Fax Confidential Statements (what prints at the bottom of the email or fax), and E-Mail templates for reminder emails.  More on email reminders can be found within our Knowledge Base here.

Billing Provider

You will also need to set up a new Billing Provider within the system.  This is an essential step in the set up process, as this information will flow over to your billing software with important information, such as your Group NPI and Tax ID.
1. First, navigate to Settings --> Billig --> Billing Provider.
2. Press the Create button.
3. Add all relevant information for your practice, most importantly your Group NPI number and Tax ID.
**The billing provider in QuickEMR is mapped to EZClaim using the billing provider name in QuickEMR and the facility's display name in EZClaim.

Understanding the Implementation of Billing Providers on Professional (1500) and Institutional Claims (UB04, 1450)

Medical billing in the United States typically involves two primary types of claim forms: the CMS-1500 and the UB-04. Each form caters to different types of healthcare providers and services. Here's how the "Billing Provider" is implemented in these forms:

Professional Claims (CMS-1500)

For professional claims, the CMS-1500 form is utilized. This form is designed for healthcare providers who bill for professional services, including physicians, nurse practitioners, and physical therapists. The billing provider's information on the CMS-1500 includes:

  • Box 33: This box is designated for the billing provider’s name, address, and phone number. It’s essential for ensuring that payments and correspondence from the payer are directed to the correct location.
  • Box 33a: This includes the National Provider Identifier (NPI) of the billing provider. The NPI is a unique identification number for covered health care providers.

The information must accurately represent the legal entity or individual entitled to receive payment for the services rendered.

Institutional Claims (UB-04, CMS-1450)

The UB-04 form, also known as CMS-1450, is primarily used by hospitals, nursing facilities, and other institutional providers. The implementation of the billing provider on the UB-04 includes:

  • Field 1: This field is for the name and address of the billing provider. It’s the primary identifier on the claim for where services were provided and who is billing for these services.
  • Field 56: This is where the NPI of the billing provider is entered.
  • Field 57: This field is for other identifiers, like the TIN or EIN







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