Settings access should be managed by the Admin on the account.  Whether settings are being customized for the first time or adjustments are being made, start with the  icon on the menu bar.

Settings

Appointment Status

1. Select to create a new appointment status.
   
2. Name the status (e.g., Last Minute Client Cancellation/No Show)
   

Custom List

General

Custom lists help manage the drop-down menus throughout the site.  These lists can be edited to create or remove additional values.  Use the  

at the top of the screen to search for "Job Title" and "Contact Relationship" to ensure these lists encompass the organization's needs.  For example, the job title of "Biller" might need to be added as a job title. 

For organizations using Forms as Aloha's internal session note template, custom lists can be created to populate as drop-downs or check boxes within the templates.  An example might be "Treatment Areas Addressed."

To create a new Custom List, click and give a name ("Treatment Areas Addressed") to the list.  Then add values (e.g., Communication, Social Skills, Adaptive Skills, Behavior Reduction) to the list using the .

Service Type

Ignore this tab.

Custom Fields

1. Go to Settings > Custom Fields
   
2. Click the in the lower righthand corner and the add Custom Field Window will appear
   
3. Field Name:  Title for this field (e.g., Allergies)
   
4. Field Controller:  How should it be entered? (e.g., Single line of text, drop-down menu)
   
5. Status:  Leave as "active"
   
6. Toggle to where the custom field will populate (e.g., Client Profile) and Save

Data Import

Organization

Editing the Organization

1. Select on the top right of the screen.
   
2. Make sure to double check your address, time zone and EIN number.  
3. Complete and click Save.
   

Adding additional offices

1. Select on the bottom right of the screen.
   
2. Enter the new office information.  Make sure each office has a unique name to better distinguish throughout the site.
   
3. Click Save
   

After adding a new office, make sure to add the overtime rules in Settings > Payroll > Overtime Rules

Payroll

General

For sole providers, this section can be skipped until establishing a payroll processor.

1. Click  on the top right of the card.
   
2. Current Payroll Start Date - What's the start date of the payroll cycle?
   
3. Payroll Frequency - How often do are staff paid?
   
4. Payroll Mapping is only necessary if you have more than 30 employees.  Please contact your Customer Success Manager if that is the case and select your Payroll Processor and enter your Identification # provided by the Payroll Processor.
   
5. Add a Mileage reimbursement rate if the organization reimburses for mileage.
   
6. It is recommended to toggle ON all Payroll Wizard items to provide further checks and balances when running payroll.
   

7.  Click Save

Earning Code

1. Click the at the bottom right of the screen.
   
   
   
   
2. Enter the desired Earning Code Name (e.g., Billable Hourly, Admin Hourly, Salaried, Sick, PTO, Holiday)
   
3. Select the Paid Time Off checkbox if this Earning Code will not be considered in overtime calculations. For example, a vacation, holiday, or sick earning code should have the Paid Time Off checkbox checked.
   
4. Mapping/Overtime/Mileage/Double Time fields - Used for Payroll Mapping reports to a 3rd Party Payroll Processor (only recommended for organizations with more than 30 employees.
   
5. Click Save.
   

Overtime Rules

Once you've added a new office, make sure to set overtime rules for the new office as well!

Qualifications

Some services will require a level of expertise or experience.  In Aloha, this is managed through Qualifications.  Each Qualification added in this section will show as part of a drop-down list connected to the staff profiles.    

When a staff has multiple credentials (e.g, Bachelor's and Master's), you will only need to add their highest credential.  The system understands which credentials "cover" each other (e.g., a BCBA covers an RBT) 

1. Select the  on the bottom right of the screen.
   
2. Select the Qualification type (Certification/License/Other)
   
3. Add the Qualification Name
   
4. Select the Life Time checkbox if the qualification will not expire. 
   
5. Covers & Covered by: Ex. A Bachelors Degree covers High School Diploma/Associate Degree but is covered by a Masters degree/PHD. 
   
6. Click Save

Services 

Services are used for linking the billing codes to the services that you provide.  Add a new service by selecting the  in the bottom righthand corner.  You can review the codes that you are authorized for, but it is recommended that you do not name the service after the billing code, but rather the type of service.  Then, give it a nickname, select a category (typically ABA) and a default earning code (e.g., Hourly or Billable).  Make sure the code is active. 

Recommendation: Use simple service names such as Direct Intervention, Supervision, Social Skills etc.

Security 

User Accounts

User Roles

Clinical Integrations

1. Hi Rasmus Integration Set-up
   
2. Motivity Integration Set-up
   
3. Ensora (Catalyst) Integration Set-up

Welina users should contact their customer success manager for integration questions.

Text Messaging Services

System Settings

1. For those billing secondary, Auto-Transfer to Secondary should be on
   

1. Do not enable clock-in/clock-out; this should be done with your payroll processor
   
2. Enable Sync Verification Time to Appointment Time to prevent mismatched appointments (e.g., a session was scheduled 4-6pm but the RBT was late and it was actually 415-6pm)
   

1. Enable Qualification notification Two Months, One Month and Upon Expiration for staff to receive a notification when their qualification (e.g., RBT) is going to expire
   
2. Enable Client Assignment to notify staff when they are assigned a new client.

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