Knowledge Base

General

This is Parent*

Check to indicate as the Bill To or Parent account, which will imply associated services will be billed based on set rates.  Uncheck to indicate account as a child account, which then must be associated with a Parent account.

Client/Location Name*

Name of Client or Location as it should appear on invoices and/or drop down for job submission.

Customer Filter

Allows Customer accounts to be identified to allow Administrators to quickly identify sensitive accounts (i.e., Preferred, Top 10, etc.), which is visible from the job grid.

QuickBooks Name

If QB integration is enabled, indicate the Client’s name as it appears in QuickBooks to allow transfer of data.

Parent Client*

Indicate the Bill To or Parent account associated for billing purposes.

PO Number

If applicable, indicate the purchase order number which will appear on invoices.

Provider NPI

If insurance validation feature is enabled, provide the National Provider Identification number.  This can be obtained from the Provider (healthcare provider) or you may review https://npiregistry.cms.hhs.gov/search.

Is Active*

Check to indicate account is active.

Consolidated QB Invoice

Check to send single line-item data to QuickBooks.  Leave unchecked to send detailed line-items to QuickBooks.

Address

Address*

Street address, city, state, and zip code.

Latitude/Longitude

Automatically populates upon save.

Billing Contact Information

Contact info*

Main billing contact’s name, email (primary, cc, and/or bcc), and primary/secondary phone number(s).

Other

Is insurance company

Check if client is an insurance company.  Requires custom development.

Client Portal Access               

Hours before client is allowed to make changes

Hours before client is allowed to void a job

Client users can add/adjust requests.  To avoid last-minute submissions, indicate how many hours prior to a scheduled start time the system should block a submission.

NOTE:  When blocked, the system will generate a message to the user indicating they should call the Scheduling Team for assistance.

Excludes weekends

Yes implies if a user submits a change on Friday, the pre-determined hours will not count the weekend.

No implies if a user submits a change on Friday, the pre-determined hours will count the weekend.

NOTE:  If your staff do not monitor the system on weekends, it is recommended to select No to block users from submitting an update on Friday for Monday.

Hide the visit notes from client

Check to disable the Client user’s ability to see visit notes.

LEP database access

Check to provide the Client user access to the Consumer (LEP) database.

Compliance qualifications access

Check to provide the Client user access to interpreter qualification (credentials).

NOTE: Each credential requires authorization to be made visible to clients with this access.

Access to client notes

Check to provide the Client user access to client notes.

Show tags on the job

Check to provide the Client user visibility to assigned job tags.

VRI/OPI Access

Send reminder for video/phone appointment before

Indicate the number of minutes, if any, a reminder should be sent to participants, as indicated within the participant panel of the job request, of a scheduled video/phone job.

Contacts

List of Client users that automatically populate as they submit scheduled requests.

Defaults*

Show e-timesheet

Check to allow Client to have access to see e-timesheet.

Invoice report

Select invoice template for Client invoicing.

Invoice will be emailed in the default format.  Additionally, email in one or more of the following format(s):

Select all that apply to include additional financial reports with Client invoice delivery.

Default interpretation type

Select the default interpretation type (content).

Gender must be specified for a job

Check to require gender preference.

Consumer must be specified for a job

Check to require consumer name.

Is consumer DOB mandatory

Check to require consumer date of birth.

Client MR# required

Check to require consumer medical record number.

Notify requestor about request entered by an admin or scheduler

Check to initiate notification to requestor upon submission of job.  This requires email template, Request Created by Admin, to be enabled.

Is provider mandatory

Check if provider is required for submission.

Is contact mandatory

Is contact code required

Check if contact is required for submission.

Check if contact code is required for submission.

Auto calculate mileage

Automatically calculates the mileage from interpreter’s physical address to client location physical address.  Default is set to YES.

Remind consumer of appointments

Before [  ] hours

Check if the consumer appointment reminder should be sent.

Indicate number of hours prior to scheduled start time, reminder should be sent.

Job Department

Department must be specified

Check if department is required for submission.

List of departments

Add dropdown

Lists departments previously entered as a drop down.

Enter department(s) to the drop down and select +.

Default department

Select a department from the drop down to serve as default.

Confirmation Emails

Each job defaults to auto send

Check to auto send emails as indicated with Maintain Email Templates.

Send email 1-5

Check to activate custom messages within the Scheduled email templates under Maintain Email Templates, Reminder tab.

Hours in advance of job

Indicate the number of hours, prior to scheduled start time, the custom confirmation email should be delivered.

Custom message for email 1-5

Enter custom message.

Notes/Comments

Notes/Comments

Notes about the Client, visible from this screen only.

Default location notes

Default location notes, visible on every job by all users within the Request Location Address panel.

Survey Emails

Send email if job rating is 1-5

Select the lowest star rating that a notification should be delivered.  NOTE: Emails are sent per job rating.

Email survey results to

Indicate the email address for survey emails to be delivered to.

Custom Fields

Field name

Indicate the data to be collected (i.e., Case number)

Field type

Indicate the type of field as appropriate for the response.

Appointment type

Indicate the appointment type(s) where data should be collected.

Required

Check if data collection is required for job submission.

Job Settings*

Appointment type

Select each service type Client should have access to.

Default appointment type

Select which service type should be set as default.

Color tags

If applicable, enter color tag assignment.

Tags

If applicable, enter tag assignment(s).

Preferred qualifications

If applicable, enter preferred qualification(s).  The intent is to allow the Scheduler to know qualifications are preferred but not required; therefore, can be removed to source.

Required qualifications

If applicable, enter required qualification(s).  The intent is to notify the Scheduler the qualification must be met to provide services.

Banned interpreters (from this & all child locations)

If applicable, enter the name of interpreter(s) banned from this (and all associated child locations) account. 

NOTE:  If interpreter is banned from Interpreter’s profile, it will automatically populate in Client’s profile.

Sending e-receipt emails

Automatic notification to designated email, when Admin approvals have been completed (i.e., preview of what is to be invoiced).

In case of dispute on a job, send email to

Indicate the Company email, which dispute correspondence will be delivered to.