Navigating Valant
Where in Valant can you find the Knowledge Base and what is it used for?
The Knowledge Base can be found on the left hand menu under "Help"
This is Valant's Intranet for users to find a variety of workflows, guides and training materials.
Should you build a test client in the live environment?
No- test clients should only be created within the sandbox
What should be completed prior to recording an appointment?
Documentation should be completed and payment (self-pay, copay, coinsurance, etc) collected.
What color are intake blocks?
What are the two options to submit a request for support to Valant?
You can submit a support ticket or call the support help desk. The link for this can be found on the left hand menu under Help > Contact Support
Where can you find Valant's training webinars?
The webinars are located within the Knowledge Base. Keyword search Webinars.
BONUS Points: What is the difference between an active client and inactive client and how do you change the status?
After a client is discharged, they can be switched to an inactive client status. In the patient demo tab, the bottom right corner has an inactive button that you can select and save to turn someone inactive.
1. Do not inactivate someone if there are still payments needed or claims pending
2. You can always reactivate a client if needed
What are two ways to accept a payment?
Accept Payment
Accept Payments from the client's appointment on the Calendar if your client is paying equal to or less than their balance or use the Accept Standalone Payment option for clients paying over their balance.
Don’t use Apply Patient Payment found under Billing in Valant
Don’t touch anything under Biller Tools: This will create workflow issues for The Billery!
Don’t: Choose any Primary Code that has a zero-dollar fee
Standalone Payment
Billing > Accept Standalone Appointment
To be used when taking a payment for more than just one session, or outside of an appointment time
Do I need to use Mobile Notes?
Yes, Mobile Notes must be used for client documentation.
How does the Clinic Director initiate access to Valant for their onboarding clinicians?
Under Persons & Institutions > Providers > Select The Provider Who Needs Access
And select “Initialize Account Setup”
Where can I find more. information about our Patient Communications (Reminders)?
We have an Ellie Standard that is set when your clinic’s Valant account is created, however the Owner/CD can determine if they would like to schedule reminders differently than the standard.
To edit reminders (Tools > Patient Communications)
Does Valant Offer Secure Messaging with a Client?
The Valant EHR contains a HIPAA compliant way for Providers, Administrative Staff, and Patients to communicate, Secure Messaging, which works similarly to an email client within Valant, and allows practices to send messages and attachments.
What is the workflow if we receive a physical check on site?
If an owner of Clinic Director receives a physical check from an insurance company, scan the check and any enclosed documentation into Valant under Practice Documents before depositing the check or discarding the attachments
What are my options for having a client sign a treatment plan?
1. Treatment plan can be emailed to the client (They will complete within their portal once they open the email) or it can be signed in session on your device/tablet.
Where can you find the Group Scheduling Workflow?
Fran Connect : Franchise Operations » Operations Manual » Operational Policy and Procedures » Group Therapy Policy and Procedure
What can be found on the dashboard?
The dashboard is the default page of the Valant EHR. It provides an overview of the day-to-day activities within an organization. Clinic Directors and Clinicians should check their Dashboard in Valant daily for unsigned documents, and complete/troubleshoot as needed. It is broken up into 4 categories:
1. Action Items
2. To Do's
3. Today's Appointments
4. Documentation Status
If a clinician schedules an intake appointment themselves, what workflow do they need to be comfortable with?
Building A Client Profile (CAT team can assist with further training if needed)
What is important to know for Self-Pay Clients?
Use codes starting in SP for Self Pay clients, also look for the ending of the code to choose the correct one! Ex: SP90791 PreL indicates a self-pay client for a pre-licensed provider.
Don’t choose insurance codes such as 90791 for self-pay clients. Codes with no SP starting them off are for insured clients only!
Don’t Use the Pending Transactions Queue. This tool in Valant should only be accessed by The Billery. Accessing this tool will negatively impact cash flow and reporting.
What should the appointment duration be?
DO: Make sure under System>Preferences, the Appointment Duration default is set as 60 minutes.
DON’T: Allow 53-60 minute sessions to be billed under Valant’s default setting of 45 minutes, this could cause problems if audited!
What is the Patient Portal called?
MYIO - Reminder to watch the MYIO Webinars within the Knowledge base to become more familiar with the platform!
What is the EasyNAV button used for?
The Easy Nav button will appear throughout the Valant EMR. It is used to quickly create, view, or print items such as charges.
New: used to add new entries into the Valant EMR
Create Charge: used to create additional charges to the patient's account that fall outside of the regular appointment
Create Add-on Charge: used to create additional add on charges to the patient account
View/Edit Charges: this will display all patient transactions (For Viewing Purposes Only)
View/Edit Charges (Patient Ledger): this will display all patient transactions
Transfer Patient payment: this allows for the transfer of patient payment information (Billery Only)
Print Patient Statement: this will display a dialog used to produce Patient Statements
Patients: Will navigate to Persons and Institutions | Patients for patient ID for editing this is used to add a patient or filter for a patient or group of patients on criteria other than just the name or
Open Patient Chart: this is used to open a patient's chart
What can be found within the client's chart?
Overview: summary of the patient's chart
Diagnosis: access to all active diagnosis
Documents: access to all documents associated with the patient. Note: The maximum file size is 50 MB, and the total maximum upload size is 500MB.
Medications: list of all active / discontinued allergies
Lab Requests: list of all tasks and goals
Measurements: preview of all measurements
Family History: List of family members / associated psychiatric problems
Lab Panels: list of all lab results
Codes: list of each charge and associated CPT code
Image Results: list of all image results
Transfer of Care: list of incoming summary of care / outgoing transfer of care
Measures: list of all scheduled and on-time measures issued
History: audit log of all activity in patient chart
What is a Superbill?
Superbills are detailed statements that are given to a patient to submit billing information to their insurance company. This can be done in Valant by configuring patient statement preferences to include detailed information about the provider, patient and appointment details.
To configure statement preferences in Valant select Persons and Institutions | Practice | Statement Preferences. On the Statement Preferences tab practices can configure a statements that can be submitted to an insurance company for reimbursement.
What a specific insurance company requires on their superbill can vary. It is always best to contact them directly for specific requirements.
What should I enter in for a diagnosis if it has not been determined yet?
000.00 - Deferred Diagnosis (Make sure to unselect DSM-5 before searching 000.00)
What is an "On-The-Fly" Measure?
An On-The-Fly measure means sending a measure while your note is in progress.
You can also set up one time and recurring measures.