Preparing for your Kickoff Call (New Customers)

Preparing for your Kickoff Call (New Customers)



Welcome to the Aloha family! Once you get your welcome email from your assigned Customer Success Manager, you will schedule a kickoff call to get you started with Aloha and set up your organization for success. With the help of your CSM, you will learn how to set up your site settings and complete data entry. The goal is to get you up and running so you can see the power that AlohaABA brings to your organization. Let's get started! 

Things to have ready before your first meeting: 

  1. Organization info (Tax ID number, payroll information, earning codes, and pay period dates/frequency) 
  2. Staff records (contact info, qualifications, pay rates, job titles) 
  3. Payer information and master contracts (service & rates)
  4. Client records (contact info, authorizations, insurance information)
  5. Services provided (e.g. Assessment, Direct Service, Supervision, Parent Training, etc.) 
Your CSM will also ask you about how your organization currently does data collection and how you plan to bill for services.

Things to consider are:
  1. Billing - e.g. Using a clearinghouse (Office Ally or Availity), a third party or in house biller, or manually billing through each payer portal. 
  2. Data Collection - e.g. Pen/paper notes, Aloha's "Forms", or a data collection platform (Motivity or Hi Rasmus), etc. 
Below are the sections you will go over during your kickoff call. There is no need to finish this before your kickoff call, but if you'd like to see a general overview of what you will begin entering with your CSM's assistance, feel free to browse the following sections. 

Settings

Before you get started with the fun stuff, you'll first need to configure your settings. Your CSM will assist you with adding in your site settings during your kickoff call, but below is a list of what you'll want to have ready: 
  1. Appointment Status/Cancellation Types (e.g., No Show, Client Cancel, Less than 24 hours cancel)
  2. Job titles (e.g, Owner, RBT, BCBA, Clinical Supervisor)
  3. Contact titles for your clients (e.g, SLP, Foster Parent, Caregiver)
  4. Earning codes (e.g., Hourly- Billable, Hourly- Non-billable, Salaried, PTO)
  5. List of qualifications (e.g, HIPAA, Mandated Reporter, State Licensure)
  6. Organization information (e.g, Address, Phone number, Fax, EIN)
  7. List of services (e.g, Direct, Supervision, Caregiver Training, Assessment)

Setting up Payers

Pay close attention to this section, this will determine the methods and rates to bill each payer. You will have a few choices when adding a new payer and they are Insurance, Regional Center, School and other payers. Please make sure you have your master payer contracts or fee schedule available since you will need to add your rates.

Setting up Staff

There are a few steps that we need to take when adding staff, and we'll walk you though every step.

Items needed:
  1. Basic staff information (e.g, name, email)
  2. Qualifications
  3. Payroll information

Adding Provider Identifiers (NPI/Tricare/Medicaid/Referring Provider)

A NPI (National Provider Identifier) is a unique ID for covered health care providers. These numbers are used on the CMS 1500 form as a way to identify the health care provider(s) for HIPPA standard transactions. 


Setting up Clients

This is where you'll be setting up client authorizations, adding contacts, and setting up staff assignments.

Items Needed:
  1. Basic client information
  2. Client Contacts
  3. Client insurance information
  4. Client authorizations


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