Onboarding runs in a fixed order because each step unlocks the next. Your practice details drive the billing configuration, the workbook tells us which payers to work with, and workspace access lets us see the appointments we are billing from. Most practices complete all four steps in under an hour.
This article is for practice owners and practice administrators. Some steps need workspace admin access. If you cannot see the settings described here, contact your workspace admin.
Topics covered:
Submit your practice information form
This form drives every billing profile we create for you, so the details need to match what the payers already hold.
Open the RCM Onboarding Practice Information Form linked in your welcome email.
Enter your EIN, Individual NPI and Group NPI if you bill as a group.
Enter your billing address exactly as it appears in NPPES.
Submit the form.
Important: A billing address that does not match NPPES is the most common cause of enrollment rejection. Check it against your NPPES record before submitting, not after.
Complete your RCM onboarding workbook
The workbook tells us which payers to pursue and how each provider should be billed. All three tabs are needed before we can configure anything.
Open the workbook attached to your welcome email.
Complete the Payer List and Insurance Contracts tab.
Complete the Portal Access tab.
Complete the Provider Billing Information tab.
Save the workbook and upload it in the next step.
Important: Do not email the completed workbook. The Portal Access tab contains payer portal logins, and those must travel through secure messaging. If you would rather not share a password at all, tell us, and we will request delegated access from the payer instead.
Upload your documents through secure messaging
Everything arrives in one place, so there is no need to confirm receipt separately.
In Carepatron, open Messages.
Start a new message to the Carepatron RCM channel.
Attach your completed workbook, your payer contracts and fee schedules, your provider licences and your Certificate of Insurance.
Send. Uploaded files appear in the thread.
Note: If the RCM team is not listed in your team members, complete the next step first. Secure messaging can only reach people who have workspace access.
Grant workspace access to the RCM team
This step is for workspace admins. It must be done before your kickoff call, because we cannot review your configuration without it.
In Carepatron, go to Invite Member.
Invite rcm@carepatron.com, and credentialing@carepatron.com if you are also being credentialed.
Open Edit Permissions and enable all access, including workspace settings.
Save the invitation.
Note: Adding the RCM team does not consume one of your paid seats.
For practices that also need credentialing
Credentialing runs in parallel with billing setup, so starting it now does not delay your go-live date.
Complete a Provider Credentialing Form for each provider.
Gather each provider's state licence, CV, board certification, and malpractice certificate.
Upload them through secure messaging alongside your other documents.
Frequently asked questions
Do I need to buy an extra seat for the RCM team?
No. Add rcm@carepatron.com as a member with full access. It does not consume a paid seat.
Some workbook fields do not apply to my practice. What should I do?
Enter N/A on any group-only field. Complete the individual provider fields in full.
Can I start billing before credentialing finishes?
Yes, for self-pay and for payers you are already contracted with. Claims can only be submitted to payers you are credentialed with.
A new clinician is starting soon. What should I do?
Send us their name and start date and we will issue a Provider Credentialing Form. Do not wait for your next status update.