How can I train my new front office staff to use Unified Practice in my clinic?

This article summarizes available resources for onboarding new clinic office staff.

Jump to:

1. How to use the calendar to view, book, cancel and reschedule patient appointments
2. How to navigate the patient file 
3. How to sell inventory items on or outside of an appointment/date of service
4. How to receive payments, apply credits and reconcile balances
5. How to create a super bill, statement or invoice for a patient
6. How to run reports to assist with clinic management

Click here for printable  PDF checklist for training purposes

Here are some resources on learning how to use the calendar within Unified Practice

1. The calendar webinar
2. Booking, canceling & rescheduling a singular appointment
3. Booking, canceling & rescheduling repeat appointments
4. Understanding appointment icons
5. Seeing practitioner availability on the calendar
6. Understanding & resolving matching errors
7. Overriding clinic appointment reminders for a specific appointment
8. Printing the schedule

Here are some resources on learning how to navigate and use the patient file

1. An overview of navigating the patient file
2. Printing a patient's file: demographic information, insurance information, appointment history and forms
3. Printing notes (SOAP notes) from date(s) of service
   1. If you want to download and/or print notes from 10 or more dates of service, send us a request to compile this information for you as a PDF.  Include the patient ID number and date range(s) to send.  We will follow up within two business days with a secure link. See "What can be exported from Unified Practice?" for more details.

Here are some resources on how to sell inventory items

1. Selling inventory items within a date of service:  Items may be added to the Billing Info page for a date of service under "non-billable items".  You can then check the patient out for the cost of the appointment and the inventory item simultaneously.  The invoice or super bill will show the name(s) of the items sold. 
2. Selling inventory items outside a date of service
3. Printing a product sale statement

Here are some resources on how to receive payments, apply credits and reconcile balances

1. How to receive a payment
2. How to edit a payment
3. How to edit a final payment.  A payment can be marked as "final" when receiving insurance payments.  You may need to change this designation to make changes.
4. Adding and changing copays
5.  Allocations are how Unified Practice keeps track of which payments were used towards which dates of service and inventory items.  Allocations may need to be changed to refund or void payments, or simply generate clear patient statements.  How to remove an allocation
6. How to refund a payment
7. How to refund a payment into another form
8. How to apply a credit
9. How to share credit between patient files
10. How to create and sell packages
11. Billing status definitions
12. Watch the Billing & Payments Webinar

Here are some resources on creating an invoice, superbill, statement, or claim form for a patient, insurance company or other party

1. How to generate a superbill, invoice or patient statement
2. How to generate a claim form/HCFA/CMS1500

Running reports to assist with clinic management

1. Reports available within Unified Practice
2. Balance due report
3. Notifications reports