Welcome to Fusion!
You can use this onboarding success guide to help you set up your clinic and clients in Fusion. Each section of this guide contains information, videos and links to articles with step-by-step instructions for every part of the onboarding process. You can also save or print the the onboarding checklist for your Fusion plan to keep track of your progress along the way.
- Onboarding Checklist: General
- Onboarding Checklist: Billing Plan
- Onboarding Checklist: Enhanced Plan
Before you begin setting up your clinic, make sure you or someone with management/administration permissions at your clinic has completed the following initial set-up tasks:
- Complete the Fusion Onboarding Course in Therapy Brands Academy.
- Complete the Patient Data Import Form and send it to the Product Expert (Applicable for clinics that are importing existing patient data into Fusion).
- Complete the Payer Enrollment Template and send it the Product Expert.
Learn more about Fusion Onboarding Forms and Templates.
Ready to get started? Scroll down to each section for detailed information about each part of the onboarding process.
Administration & Configuration
Start by setting up basic clinic and location information. We recommend you go through the set up tasks in the order that they are presented in this guide, as many of these initial settings will determine how Fusion is configured for your clinic.
Administration & Configuration Tasks To Complete:
- Set Clinic Options: Configure General Settings, Document Settings, Reminder Settings and Patient Portal Settings. You can also set Billing & Claim and Invoice Settings if you are billing patients in Fusion.
- Add Clinic Locations: Add every location where you will be providing therapy.
- Add Roles: Roles are assigned to each Fusion user and control what Fusion users can access.
- Add Users: Employees in your clinic who have access to Fusion are known as Users. Everyone who will be using Fusion should be added as a User, then assigned a role.
- Add Payers: When you set up your payers, you enter basic information, along with reminders, billing settings, notes, and document settings. After you add your payers, you will assign them to your patients to record coverage information, create claims for billing, and keep track of payments on claims.
- Add Patients: Add patients and indicate the location where they will receive therapy. More information on documenting patient information is covered in the next section.
- Add Physicians: Add Physicians that will be associated with your patients.
- Add Reserved NPIs: Add Reserved NPIs before submitting electronic claims.
- Add Billing Codes and set Charge Amounts: Add the billing codes used to calculate and submit charges for different services if you are billing patients within Fusion.
- Create Document Headers: Manage the headers that appear at the top of patient documents.
Working with Patient Records
The patient chart is organized into tabs that contain the patient's basic information, contacts, therapy details, payers & guarantors, case notes and files. Remember that information entered here pulls into claims for patient billing, so make sure your patient chart is up to date and accurate to avoid claim errors.
Before your begin, watch these two short videos for an introduction to working in the patient chart. The first video, Adding Your Patients, has quick tips on navigating and documenting in the patient chart. The second video, Patient Chart, explains how information from the patient chart pulls into the CMS-1500 claim form.
Training Video: Adding Your Patients
Fusion Education: Patient Chart
Working In the Patient Chart:
- Add Patient Information: Access patient charts using the Search field in the upper left. Once you have created a patient appointments, you can also access the patient chart from the schedule by clicking into the appointment. If you have Administrator permissions, you can access all Patient Charts from the Patient list. Scroll down through the chart or click the tabs on the left side to access or complete the sections as needed.
- Patient: The Patient section includes basic information about the patient, their therapy and medical details, occupation or school, general notes, and patient alerts that will appear in red on all of the patient's appointments.
- Contacts: Fusion will automatically default the Primary contact as the Patient, or Self. If there are Alternate Contacts, you will add them here. You can also set a different person such as a parent or caregiver as the Primary Contact for your Patient. If you set up your Patient Portal curing the Basic Setup, you can also Invite Contacts to use the Patient Portal.
- Therapy: Information entered on the Therapy tab pulls into provider notes under the Details section for that therapy type. The Diagnosis entered for the Therapy pulls into the patient's claims.
- 1st Payer: The patient's Payer information is used to generate claims. Fusion will automatically populate the Guarantor as the Patient, or Self. If the Guarantor is someone other than the patient, such as a spouse, you can edit that information here.
- 2nd Payer: The patient's secondary payer information.
- 3rd Payer: The patient's tertiary payer information.
- Case Notes: The ten most recent case notes for the patient are displayed here.
- Files: You can upload files, such as scanned documents or insurance cards, to the patient's information. Once a PDF, JPG, or PNG file has been uploaded, it can be previewed from within Fusion.
Scheduling & Documentation
Use the calendar under the Schedule tab to add and manage patient appointments. You can set up calendar filters, schedule availability and patient appointment presets to make scheduling easier. Once a patient is checked in, therapists can begin patient documentation for that appointment. Checking in a patient automatically creates a Daily Note for that patient, which includes a section to enter charges and billing codes for the appointment. In Fusion, everything is billed off of the charges entered in the patient's daily note. Before you begin scheduling patient appointment, watch the video below for an introduction to the Schedule tab in Fusion.
Training Video: The Schedule Tab
Scheduling and Documentation Workflows:
- Use Calendar Filters and Navigation: Learn how to navigate in the calendar and create filters to customize your calendar view.
- Add, Edit & Delete Appointments: Use the Calendar to add, edit and delete appointments for patients and other meetings.
- View Appointment Details: Hover over any appointment on the schedule to view appointment details, check the status of an appointment, and quickly link to more information about the patient.
- Set Patient Appointment Presets: Patient Appointment Presets help you save time when scheduling patient appointments by automatically filling in certain appointment information, including services, appointment type, duration and billing codes.
- Set Schedule Availability: Add unavailable time to the calendar for users and locations.
- Check in a Patient or Change Appointment Status: Check in a patient who has arrived for their appointment, or indicate that the appointment is cancelled or a no-show.
- Check Out a Patient and Process Payment: When you check out a patient after they have completed their appointment, you have the option to document a co-payment as well as the amount the patient has paid for their appointment. If you have Enrolled in Payment Processing, you can also Process a Payment within Fusion. Clinics not enrolled in payment processing can Check Out a Patient without processing a payment.
- Create a Daily Note: Daily notes are created for every checked-in appointment. If you are enrolled in payment processing with Fusion, Daily Notes are used to submit charges.
Before you begin submitting claims, it's important to understand how claims are organized and processed in Fusion, how to create and review claims, and how to troubleshoot claim rejections.
- Understand how to Navigate and Filter the Claim List: The Claim List is where all clinic claims are located and organized according to where they are in the claim process.
- Review the Claim Lifecycle: Claims are submitted, received by insurance, paid and finalized to a patient account.
- Create a Claim: Claims can either be created automatically when charges are submitted from a daily note or manually after a daily note has been signed.
- Review a Claim: Always review your claims before printing or sending them electronically to a payer to make sure the information is correct.
- Revise a Claim: If you need to make changes to a claim that's already been finalized, you must revise the claim first.
- Return a Claim to the Therapist: If you need to change something about a claim that appears on the daily note, such as billing codes or units, you can return the claim to the therapist, which allows the therapist to update the daily note.
- Correct a Rejected Claim: When you submit a claim electronically through Fusion, the clearinghouse or payer may reject the claim, indicating that something about the claim was invalid and could not be processed. If this happens, you can correct the claim's information and resubmit it through Fusion.
- Refresh a Claim: Refreshing a claim resets any fields you've made changes to, copies current information into each field, and runs claim rules again.
- Set up Claim Rules: Claim rules provide a way to automatically change the information that appears on a claim.
- Contact the Enrollments Team to start the ERA Enrollment Process: You can check the status of the ticket that was created when you competed the New Payer Enrollment form, or email email@example.com.
Billing: Claim Reconciliation & Account Management
Most of the time, Fusion receives remittances electronically. It's also important to understand this process and know how to manually create and balance EOBs in Fusion.
- Process Electronic Remits: When you receive electronic remits from a payer through Fusion, you can review the payments that were made and then finalize each claim to the next payer or to the billing account.
- Post a Manual Remit: When you receive remittance advice from a payer outside of Fusion, you'll need to record that information in Fusion so you can finalize its claims to the next payer or to the billing account.
- Navigate and Manage a Patient's Billing Account: Billing Accounts are where you will track and manage what patients or a third party owe.
- Add a Non-Patient Billing Account: If a third party will be paying the amount owed by a patient after the claim process, you can create a non-patient billing account to record those payments and keep track of how much is still owed.
- Transfer a Line to Another Account: Transfer a charge or credit from one billing account to another.
- Redirect a Billing Account's Charges: Set up a patient's billing account to automatically redirect to another billing account.
- Crossover Claims: Handle crossover claims within Fusion.
- Create an Invoice: Use an invoice to create a list of charges owed by a client and the payments the client has made toward those charges.
- Email an Invoice: Email an invoice through Fusion. The email recipient will see a summary of the invoice and have a link to view the full invoice online. Clinics enrolled in payment processing can also allow clients to pay the invoice online.
- Fax an Invoice: Fax an invoice through Fusion.
- Print an Invoice: Print an invoice from Fusion.
- Print a Statement: Print a statement for a client with a list of their charges and credits for a period of time and their account balance as of the end of that period.