Ezhcrm Organization set up FAQs

EZHCRM Organization set up FAQs. Use this guide to set up your organization, add members, locations, favorite status, urgencies, CPT, ICDs etc.

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How to edit organization setup in EZHCRM

You can edit your organization settings at any time. Click on the top right hand corner gear icon, then click on My Organization. From there, you have various options to select.

On the organization set up screen, you can edit what you had selected before (when you set up the organization).

Phone

You have multiple options here. The phone and the fax number you see are the ones that are listed on CMS NPPES website (i.e. public record). You can change this information if you’d prefer to do so.

You also have the option of getting a VOIP phone number from EZHCRM at no charge. This allows you to make calls directly from the web browser, rather than having to look up information on the website and dial from your desk phone. This also allows you to work from anywhere and not have to share your personal cell phone details when you call people.

Fax

You also have the option of getting a VOIP fax number from EZHCRM at no charge. This allows you to send and receive faxes directly from the web browser, rather than having to look up information on the website and fax from your landline.

Most people use fax numbers from EZHCRM to get a separate dedicated fax line for prior authorizations, surgeries, test results etc.

SMS

You also have the option of getting a VOIP text messaging number from EZHCRM at no charge. This allows you to send and receive text messages (SMS) directly from the web browser, rather than having to look up information on the website and send SMS from your cell phone. This allows you to keep your cell phone number private and use the organization SMS number to communicate with others.

Most people use SMS numbers from EZHCRM to get a separate dedicated line for text messaging with patients and others.

Why are these numbers different and not the same

To avoid unintentional SPAM flagging by people that you communicate with.

These days, phone companies and phones themselves are over-zealous about reporting SPAM. This is detrimental any medical practice or business as they have to send text messages, voice messages, call patients, send faxes all day long.

If you use the same phone number for more than one purpose (e.g. SMS and phone calls or SMS and fax etc), and people (even if they do so erroneously) report one number as SPAM, that ruins the caller ID reputation of the number.

This means that your phone calls, voice messages, text messages and faxes will all get SPAM blocked at the same time.

We do not allow having the same number for all 3 purposes. That’s why we allocate separate local numbers for you for each purpose (channel).

How to add / invite team members

After you have set up your organization and account, you can invite as many people as you want to your team.

We define a team as a group of people working together. They could belong to the same organization or collaborating organizations.

When you invite someone from your organization, select “My Team” in the “Invited as” drop down. This allows this team member to see all the surgeries your organization is working on.

When you invite someone from outside your organization, select “Partner Team” in the “Invited as” drop down. This allows this team member to see all the surgeries your organization is working on, at their organization.

A good way to think about this is

  1. You are a medical practice that does surgeries at 2 ASCs.
  2. You invited the surgery scheduler from each one of these 2 ASCs to your partner team. They accepted the invitations.
  3. When you schedule a surgery at one ASC, the surgery scheduler team member from the other ASC cannot see this surgery. However, the surgery scheduler team member from this ASC can see the surgery.
  4. You can see / work with both surgeries as your providers are doing these surgeries. However, the surgery schedulers at each ASC can only see/work with the surgeries scheduled at their location.

Make sure that when you are inviting a partner team member, you choose the drop down option “Partner team”. Otherwise, they will be able to see all the surgeries that you are working on.

Upon entering the correct information, you will see an alert that tells you about the success/failure status.

Once someone accepts the invitation, they will no longer show up on the invitations screen – they will show up in your organization members screen instead (accepted invitations).

If the person you invited has not yet accepted their invitation, you can click on the Resend invite button to remind them. You can also change their contact details and then send them an invite again.

How to add / remove practice locations

When you set up your account for the first time, we add the primary location as the one listed on CMS website for the NPI you entered during sign up.

You can edit this location and you can add more locations as well.

To add more locations, click on the button “Add another location”. Here, you can enter the address you desire by typing in the address. We use Google maps to find the correct address for you.

You can have as many locations as you want and designate one of those locations as a primary location for your records.

How to add business partners

You can add as many business partners as you would like to. Business partners can be referral partners or surgery partners.

Surgery partners are ones that you collaborate on surgeries with. This could be an ASC that your providers are performing surgeries at. This could also be an ASC adding their partner medical practices as their business partners.

Surgery partner 

To add a surgery partner, click on My organization -> Partners.

Next, click on Add Record. Here you can enter your partner’s NPI number to fill out the details automatically from public CMS data. Note, that sometimes the organization might not be called exactly as you know their name to be 🙂

There are 2 tabs – make sure that the Surgery Partners tab shows up highlighted.

Referral partner

Referral partners are ones that you receive referrals from or collaborate on surgeries with (e.g. surgery co-management). This could be an ASC that your providers are performing surgeries at or another medical practice that you work with (joint patient care).

Make sure that the Referral Partners tab is highlighted before you add a referral partner.

Then, enter the NPI of the referring partner and you’re done. We fill out the details automatically for you.

How to add Providers

At any point you can add / remove providers that work at your practice. Click on My Organization->Providers menu link to get to the providers page.

Once on the providers page, click on add record to add a new provider. Enter your provider’s NPI and we will pre-fill the information we find with CMS. You can, of course, override this information.

How to add custom Urgencies 

While you are working on EZHCRM surgeries or other available features, you will have the need to specify the priority or urgency for cases.

We have already defined several urgencies for you to work with. 99% of the time, you will not need to create any custom urgency labels.

In case you want to create an urgency label that makes sense to your organization alone, you can do so by clicking on the gear icon, then clicking on urgencies.

Here, you will see all the system defined urgencies that are already in place, ready for you to use. You cannot edit or delete these urgency labels.

System defined urgencies

Custom urgencies 

In case you want to define a custom urgency, click on the Add Record button. After that, enter the urgency name / label and hit Save.

How to add custom statuses

While you are working on EZHCRM surgeries or other available features, you will have the need to specify the status for cases.

We have already defined several statuses for you to work with. 99% of the time, you will not need to create any custom status labels.

In case you want to create a status label that makes sense to your organization alone, you can do so by clicking on the gear icon, then clicking on Status.

System defined statuses

Here, you will see all the system defined statuses that are already in place, ready for you to use. You cannot edit or delete these status labels.

Custom statuses

In case you want to define a custom status, click on the Add Record button. After that, enter the status name / label, choose what you are going to use that Status for and hit Save.

The various types of statuses can be selected from the Status type drop down.

How to add favorites

You don’t always have to scroll through multiple options and can easily create favorites for various options that you usually work with.

All your favorites are shown on a single page so you can manage them all in one place.

Adding favorite CPTs / procedure codes

Most practices work with a limited number of CPTs or procedure codes. To add favorite CPTs, simply click on the Add Another button.

Here, enter the CPT number, then enter the procedure name (if you are not using the CPT license option). If you have added your CPT license (from AMA), you will just type the CPT code and the rest will be pre-filled for you.

You can add as many CPTs as favorites as you’d like. When you are creating surgeries or other cases, these CPTs will show up first in the dropdown.

Adding favorite ICDs / diagnoses

Most practices work with a limited number of ICDs or diagnosis codes. To add favorite ICDs, simply click on the Add Another button.

Here, enter the ICD (or part of the ICD). We will show you the matched ICDs. Here, select the diagnosis name/description and that’s it.

You can add as many ICDs as favorites as you’d like. When you are creating surgeries or other cases, these ICDs will show up first in the dropdown.

Adding favorite Payers / insurances 

Most practices work with a limited number of payers or insurance companies. To add favorite payers, simply click on the Add Another button.

Here, enter the payer name (or part of the payer name). We will show you the matched payer names. Here, select the payer name/description and that’s it.

You can add as many payers as favorites as you’d like. When you are creating surgeries or other cases, these payer names will show up first in the dropdown.

Surgery equipments 

Most practices work with limited kinds of surgery equipments. To add favorite surgery equipments, simply click on the Add Another button.

Here, enter the surgery equipment name (or part of the surgery equipment name). We will show you the matched equipment names. Here, select the equipment name/description and that’s it.

You can add as many surgery equipments as favorites as you’d like. When you are creating surgeries or other cases, these surgery equipments will show up first in the dropdown.

Surgery materials (implants, lenses, etc)

Whenever you send over completed surgery papers/packages to the ASC or the hospitals, you are required to submit the requisition form for surgery materials. You can add those as favorites here.

When you add those as favorites, these show up in the drop down while you are planning a surgery. You can, still, add a new material while planning surgeries.

Surgery equipment device representatives

Many surgeons like to have representatives from the medical device manufacturers present during the surgery. You can add the equipment representative names and contact numbers as favorites.

Simply click on Add another button, choose the manufacturer, then type in the representative name, phone number.

You can add as many representatives as you’d like. This doesn’t stop you from using a brand new representative while planning surgeries. You can still add a new representative while planning the surgery.

Diagnostics orders – labs, radiology, non-invasive 

Many surgeons, ASCs, hospitals like to have specific recommended diagnostic orders for each surgery, based on the patient’s past diagnoses or possible co-morbidities. You can add the diagnostic orders for labs, radiology, non-invasive diagnostics here as favorites.

Simply click on Add another button, enter the diagnostic orders for labs, radiology, non-invasive diagnostics and hit Save. That’s it.

You can add as many favorite diagnostic orders as you’d like. This doesn’t stop you from using a brand new diagnostic order while planning surgeries.

Therapeutic orders –  fluids, medications 

Many surgeons, ASCs, hospitals like to have specific recommended therapeutic orders for each surgery, based on the patient’s past diagnoses or possible co-morbidities. You can add the therapeutic orders for fluids, medications as favorites.

Simply click on Add another button, enter the therapeutic orders for fluids, medications etc. and hit Save. That’s it.

You can add as many favorite therapeutic order favorites as you’d like. Please note that this doesn’t stop you from using a brand new therapeutic order while planning surgeries.

COVID clearance sites

While there are many COVID testing sites across the country now, not many behave as partners to your practice – do they?

You need the COVID clearance faxes in hand before your patient gets to the ASC / hospital. You cannot depend on most COVID testing sites to fax over a COVID clearance fax / results to you on time for your surgery.

This is why most people tend to send their patients to only a handful of COVID testing sites/labs that are responsive and true partners.

You can add those as favorites here. When you do so, the COVID testing site will show up first in the dropdown while you are planning the surgery.

In some cases, your patient might live far away from any of your favorite testing sites. In such cases, you can still type a practice name / lab for COVID testing and we will show you suggested matches to choose from.

Forms

Over time and for most practices, there are a list of various forms that they use. These could be their forms for referrals, HIPAA consent, communication consent, surgery consent, ASC surgery form, payment responsibility forms etc.

We convert all your PDF forms into electronic format so you can continue to print those forms without having to manually enter any information at all.

Contact support to send us the PDF forms. We will convert those to electronic format and make them available to you for adding as favorites.

How to add CPT License

If you do not want to manually enter CPT information, you can choose to add your CPT license code to EZHCRM.

Once you have done so, each time you type in the CPT, we will be able to display CPT code, descriptions as is available from AMA.