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Kareo Help Center

Add a New Provider

A Kareo PM administrator can activate a new provider within an existing practice, or when creating a new practice via the Practice Setup Wizard.

arrow_orange.jpgTo activate a new provider

  1. Click Settings >Providers.
  2. To avoid duplication, a best practice is to first search the database to see if the provider already exists within the practice. If not, click New at the bottom of the window.
  3. On the General tab of the New Provider record, enter the information for the provider. See below.
  4. If this is your first time entering a provider, we recommend reviewing Data Entry Tips.
  5. Click Continue; or to adjust claim settings, click the Claim Settings tab to complete claims settings information for this provider.

  1. Provider Identification
  • Full Name: Enter the provider's name.
  • Individual NPI: Enter the provider's individual National Provider Identifier (NPI) number (not the group National Provider Identifier (NPI) number).
  • SSN: Enter the provider's 9-digit Social Security number (not the Employer's Identification Number (EIN)).
  • Specialty: Click the Specialty button and select the provider's main specialty from the list of Provider Taxonomy Codes.
  • Note: The Taxonomy Codes are defined by the American Medical Association and the Department of Health and Human Services, Centers for Medicare and Medicaid Services. The list of Taxonomy Codes are updated and maintained by Kareo PM.
  • Degree: Enter the provider's degree (e.g., MD, DO, PhD, MET).
  • Type: The information in this field will be set by Kareo PM and indicates the status of the provider as it relates to the contractual agreement with Kareo PM. When creating a new provider record, this field will be blank, but will be completed by a Kareo PM staff member once the provider is set up in the practice and verified by Kareo PM.
  • Date of Birth: Enter the provider's date of birth using the formation "MM/DD/YYYY" (e.g., 05/25/1960).
  1. User: Required. A provider must be associated with a user account; select from the list of existing users. If the provider is also a new user, click New to enter an email address; this creates a new user account for the provider with limited permissions. You will then need to update the user account permissions accordingly.
  2. Encounter Form: Select the encounter form that will be used by this provider from the drop-down list. If none has been set up for this provider, leave this box set to "None." Note: If an encounter form is later set up for the provider, return to this task and select the applicable encounter form.
  3. Department: If separate departments have been set up for the practice through the settings menu, then select the provider's department from the drop-down list. Otherwise, leave this box set to "None."​
  4. Contact Information
  • Address: Enter the provider's complete office address; it must be a physical location (not a PO Box) and include a 9 digit zip code. If the provider's pay-to address is a PO Box or Lockbox, see section Claim Settings to enter a separate Pay-To Address.
  • Home: Enter phone numbers in the format “(xxx) xxx-xxxx” (e.g., (714) 555-1234).
  • Work: Enter the provider's work phone number.
  • Mobile: Enter the provider's mobile phone number.
  • Pager: Enter the provider's pager number.
  • Fax: Enter the provider's fax number.
  1. Notes: Enter any notes to store with the provider record.
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