How to add/create a case?

Purpose:

To guide clinicians through the process of creating new patient cases in HelloNote EMR, including essential case settings configuration for accurate documentation and billing compliance.

Scope:

This article covers:

1. Basic case creation through the Patient Tab
2. Required fields for case setup
3. Explanation of all case setting checkboxes (14 key options) 
   Excludes:
4. Editing existing cases
5. Case-specific documentation requirements
6. Insurance authorization workflows

Procedure:

1. Initiate Case Creation:

• Navigate to Patient Tab > Notes
• Click Add (upper right corner)

2. Enter Case Details:

• Complete required fields:
  • Office Location
  • Case Title
  • Assigned Therapist
• Add optional relevant information

3. Configure Case Settings (Checkboxes):

• Clinical Workflow:
  • Require Cosign
  • Time In/Out
  • Allow Co-Treatment
• Documentation Controls:
  • Disable Carry-Over
  • Progress Note Min/Max
  • Daily Note CPT
• Billing Features:
  • Apply KX (therapy cap)
  • Bill Medical/Treatment DX
  • 8-Minute Rule
  • AMA Billing
  • Assistant Modifiers (CO/CQ)
  • General Modifiers

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Step 1: In order to add a case through the patient tab, select the "Notes" section of the patient tab.

Step 2: In the upper right corner, click Add. 

Step 3: Enter the required information as well as any additional information relevant to the case.

             Note: Required information includes Office Location, Case Title, and Assigned Therapist.

Step 4: Select any checkboxes applicable in the case settings. For a breakdown see below:

Require Cosign: This feature allows you to require cosign on any note that is cowritten by another physician.

Time In/Out: This feature prompts the physician to enter the time period of their visit for every note.

Check Schedule: 

Disable Carry-Over: This feature ensures that information written in one note does not carry over to another note.

Progress Note Min/Max: This feature allows you to control at what point the progress note alert will appear. 

Daily Note CPT: This feature allows you to add additional CPT codes on daily notes.

Allow Co-Treatment: This feature allows you to co-treat with another physician.

Apply KX: This feature is to be utilized when the patient reaches their therapy cap.

Bill Medical/Treatment DX: This feature is to be utilized for certain insurances that require the Medical as well as the Treatment DX to be billed.

8-Minute Rule: This feature will apply 8-minute rule guidelines to the billing, for medicare purposes.

AMA Billing: This feature will apply AMA guidelines to the billing.

Apply Assistant Modifiers: This feature will apply CO and CQ modifier if a therapy assistant completed the note.

Apply Modifier: This feature allows you to apply additional modifiers to the case.