Onboarding for New Providers

Onboarding Section Links are being updated*

Before you start (You should have received this document, but if you did not and you have a printer), download this document and gather the appropriate documents to make onboarding easier.

Getting Started: The Basics

1. Provider Profile Data 

2. Independent Contractor Agreement

   • https://youtu.be/neWi8mJLP8A

3. Email Setup

4. Phone System Setup

5. Emergency Contact Setup

6. Supervisor Information, Lists, and Contract

7. QuickBooks Setup

8. Complete any documents required by your board. For LCSWAs, please note that CJ will complete your board forms that require employer signatures. 

   • LCSWAs: Please note that you are required to complete documents for your board including:

     1. Employment Verification

     2. Job Description for Board

     3. Private Practice Approval Request (including supervisor form, crisis plan, supervision in private practice, and emergency consultation)

9. Office Locations and Hour Information

   • We do not allow providers to reserve space until they have completed onboarding. In your confirmation email, you will receive a link to access the current schedules for each location.

   • Cary, NC - 7406 Chapel Hill Rd Ste J, Raleigh, NC 27607-5039 

   • Cary, NC  Downstairs- 7406 Chapel Hill Rd Ste J, Raleigh, NC 27607-5039 

   • Cary, NC - 7330 Chapel Hill Rd Ste 203, Raleigh, NC 27607

   • North Raleigh, NC - 911 PaverStone Dr Ste E, Raleigh NC 27615

   • Downtown Raleigh, NC -302 Jefferson St Ste 180, Raleigh, NC 27605

   • Durham, NC -2828 Pickett Dr Ste 240 Durham NC 27705

   • Greensboro and Colorado hours will be added soon!

Insurance Panels, NPI, Liability, and CAQH (NOT FOR INTERNS)

1. Insurance Panels

2. Insurance Panel Attestation Documentation

a. ONLY FOR FULLY LICENSED - Beacon EAP Attestation Documentation and Training

3. National Provider Identification (NPI)

4. Counsel for Affordable Quality Healthcare (CAQH) Setup and Walk-Through

5. Professional Liability Insurance

Getting Your Name Out: Marketing

1. Psychology Today Setup and Walk-Through

2. System Maintenance Access and Agreement: You will need your CAQH and Psychology Today information to complete this form. Please wait until you have completed those two forms to complete this.

3. Marketing Walk Through

   • INTERNS: Please note that not all of these opportunities allow interns to sign up.

   • Colleges

     • Shrink Space: Follow the walkthrough here: https://forms.gle/3wudQAePBTeE3i496

   • Groups/Lists

     • Networks

       • Leadership Triangle: https://leadershiptriangle.com

         • 1. • 1. • Contact: Kristine Sloan, Executive Director

       • Raleigh Founded // www.raleighfounded.com

         • 1. • 1. • Contact: Jessica Porta, Executive Director

       • Durham

         • 1. • American Underground //www.americanunderground.com

                1. • Contact: Tim Scales, Director of Growth

   • 4. Specific Networks

     • • • Secular Therapists

Work Life Balance (NOT FOR INTERNS)

Work Life Progress Options Sign Up

1. 1. CE's

   2. Wellness Programs

• YMCA Presentation on Company Plan

• YMCA Membership Form For Sign Up 

  • • CJLeach@CounselingProfessionalsPLLC.com 

  • Child Care on YMCA Website

  • Classes on YMCA Website

Communicating With Clients

1. 1. New Client Communication Script and Process

   2. First Client Email Generator

      • Couple of Notes on things:

        • Your Professional Disclosure Statement must be completed first for this to be generated properly.

        • This link to our website to help clients manage their portal https://www.cpdelphi.com/for-clients/new-clients/setting-up-profile

   3. For New Providers Professional Disclosure Statement Generator

      • New Providers need to submit the above generator for the data to be reviewed and validated

      • These PDS will be autogenerated and will come directly to you and you can make updates as needed.  PLEASE REVIEW YOUR PDS ONCE IT HAS BEEN COMPLETED. 

Therapy Notes: Provider Side

1. Therapy Notes Set Up

   • Your CP will have your email invite to the portal. This is time-sensitive.

     • 1st Login (Video Walk Through)  

     • Profile Setup (Video Walk Through)

     • Setting Schedule (Video Walk Through)

     • Blocking Schedule (Video Walk Through)

2. Setting Up Sessions Overview

   • Basic Client Create on Schedule (Video Walk Through)

   • Scheduling Clients (Video Walk Through)

     • Reoccurring Session Setup (Video Walk Through)

     • CPT/Session Type Selection (Video Walk Through)

3. Provider Side – Before First Session 

   • Client Portal Invite (Video Walk Through)

   •  What Client Sees When They Sign Up (Video Walk Through) 

     • Credit Card Payment Optional Work Around (Video Walk Through) 

   • Verifying Client Information (Video Walk Through )

   • Adding and Verifying “Contacts” Information (Video Walk Through) 

     • Link Notices and Reconciling Client Data Entered (Video Walk Through) 

     • Link Notices and Reconciling Contact Date Entered (Video Walk Through) 

   • Check Schedule Before Sessions (Video Walk Through) 

4. Provider Side After First Session 

   • Client Intake Note (Video Walk Through)

   • Treatment Plan (Video Walk Through)

     • Sharing Treatment Plan Option (Video Walk Through)

   • Progress Note for 2nd session and on  (Video Walk Through)

   • Missed, Late Cancel, No Show Process (Video Walk Through)

   • Ending or Termination Note (Video Walk Through)

5. Provider Informational Videos

   • Portal or Calendar Changes by Client (Video Walk Through)

   • Setting Telehealth as Your Default (Video Walk Through)

   • Starting A Telehealth Session (Video Walk Through)

     • Remember to have Psychology Today Telehealth Room link ready as a backup

     • Have other options available

6. Administrative and Billing Side Training (In Development)

Therapy Notes: Client Side

1. Your Therapy Note Portal Invite and Setup Video Walk Through

2. Access Client Documents Video Walk Through

   • Counseling Professionals Operations Documents

     • Attendance Policy

     • Abbreviated Notice of Privacy Practice Video Walk Through

     • Consent for Recording for Supervision Video Walk Through

     • Good Faith Estimate Video Walk Through

       • Reference Billing Video for Clients: Video Walk Through – Sorry the audio is not great on this one

     • Upload License, Insurance Card Example Option Video Walk Through

       • Reference to Work Around if you have any issue Video Walk Through

     •  Online Presence and Review Policy Video Walk Through

   • Practice Required Documents

     • Client Guardian or Other Contact Information Form Video Walk Through

     •  Client History or What Brings You to Counseling Form Video Walk Through

     •  Client Contact Information Form Video Walk Through

     • Insurance Information Form Video Walk Through

     •  Payment Authorization Form Video Walk Through

     • REQUIRED CONSENT FOR COUNSELING - Video Walk Through

     • REQUIRED NOTICE OF PRIVACY PRACTICE - Video Walk Through

   • Portal Overview Video Walk Through

   • Telehealth – Joining Video Walk Through

Company Resources

1. Client Coverage Check

2. Monthly Payroll Report (In Development)

   • How to Review Video

   • Pay Expectations Calculator

3. Company Policies and Contractor Handbook

   • Note: Employee Handbook provided through Insperity Upon Employment

4. Company Roles and Structures

1-2-4 Scheduling Option

• 1.2.4 Availability Automation Training (Full Document Updated as of 2/14/2025)

Best Practices

1. Best Practices

   • Clients

   • Office Resources- How to Use an Office

   • Printers - Use, Emailable, Name, Location, and Maintenance

   • Time Management

   • Communication

     • Billing Communication Scripts

   • Counseling

     • Consultation Group

     • Social Support for Therapists

2. How to Avoid Scams (In Development)

All Done!

You Did It! Make sure to fill out this form for us to follow through with everything to get reviewed and the credentialing started.

If you have any questions, feel free to reach out to our Onboarding Liaison, Samantha Quiel: SamanthaQuiel@CounselingProfessionalsPLLC.com

For updating your information after onboarding, finding frequently used documents, or learning who to contact with specific questions, check out our Current Provider Resources page!

Next Steps

Now that you've finished onboarding, what now? 

• Review the marketing section again and connect with any additional referral sources you may be interested in.

• Bookmark the Current Provider Resources  page to refer back to if you need to review information

Additional Onboarding in Development

1. Ethics Review

2. HIPAA Training

3. Company Structure

4. PsychoEducation Development Process

   1. Process Document

   2. Medical Research Resources

      1. F1000 Research Database

      2. Medical Journals

      3. National Library of Medicine

      4. Highwire Research Database

      5. Labor, Business, and Econ Stats

      6. Kaiser Family Foundation  Medical and Social Polls

      7. Kids data statistics and Care

      8. Merck Manual for Diagnosis and Medical Data

      9. Walden Resource Index

   3. Presentation Templates

   4. Presentation Recordings

   5. Residual Income Content Development

5. Becoming an Office Lead

6. Becoming an Employee

7. Protecting Yourself From Scams

8. Reading the Monthly Payroll Training

9. Using Teams for Communicating

10. iPad training