Most organizations choose to elect one or two Client Admins. A par8o Client Admin has advanced administrative privileges and is typically responsible for managing provider and office staff accounts, office locations, insurance plans, and groups.
Adding and Removing Office Staff
- When you create a new user or add an office staff person to your location, par8o will send an email asking the new person to confirm his or her account. Ensure that the person confirms his or her account and creates a password. Temporary passwords expire in 2 days, and can only be reset by par8o support staff.
- Add providers to offices as soon as possible.
- When a staff person leaves the organization, deactivate his or her par8o account.
- Designate practice managers (or equivalent), ambulatory leadership, and/or technically-savvy users as Office Admins to assist with day-to-day office, staff, and provider provisioning.
Adding and Removing Providers
- Instruct office managers to use Office Admin to add new providers to offices.
- If your organization is supported by a call center, communicate provider changes to the call center's managing staff as soon as possible.
- Ensure all provider profiles are approved.
- If a provider will no longer be practicing at your organization, review the provider’s profile for existing referrals before removing the provider from your practice. Instruct the provider's managing office staff to reassign, forward or decline referrals as appropriate before you remove the provider from the organization. Once a provider is removed from your organization, the organization will no longer have access to the provider's referrals.
- Remove all offices the provider's profile before removing providers from your organization.
Adding and Removing Office Locations
- If a new office location is acquired or established or is going live with par8o for the first time, create the office location in par8o one week before the office is slated to start using par8o.
- When adding office locations in par8o, add providers to the office at the same time. Check that the staff responsible for managing the referrals at that location is accurate or make changes to staff provisioning as required.
- If removing an office location, associate the provider(s) with new locations if necessary.
Adding and Removing Groups
- If several providers practice at an office location and the providers share a specialty, consider creating a group for the office location so that sending offices can refer to your location when unsure of provider availability.
- Groups can be set up as senders when the referring provider is unimportant (such as in Emergency Departments).
- When creating groups, add office staff and office administrators as soon as possible so that par8o users can receive and/or send referrals on behalf of the group.
- Remove groups if you'd prefer to send and/or receive to/from individual providers.
- Contact par8o support if you are unable to set up a group as a sender and/or receiver.
Maintaining Insurance Plans
- Assign or work with a billing/finance manager to manage provider insurance profiles to ensure that the list of accepted insurances is accurate. This list is used by par8o to suggest providers that accept patients’ various insurance plans, so it’s important to keep this information as accurate as possible.
- Review and update insurance plans at the beginning of every calendar year and whenever the organization makes any major changes to its insurance participation.
Monitoring Office Performance
- Share the par8o best practices for sending referrals and/or best practices for receiving referrals with office staff to ensure the best patient care.
- Review the group progress referral report on a weekly basis and other reports as needed.
- If best practices are not being followed, find out why. Redefine roles and responsibilities, and offer additional training.