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Kareo Help Center

Add a New Provider

A System Administrator can activate a new provider within an existing practice or when creating a new practice via the Practice Setup Wizard.

 

Add a New Provider

  1. Click Settings > Providers. The Find Provider window opens.
  2. Search for the provider to prevent duplication.
  3. If the provider does not appear in the results, click New. The New Provider window opens.
Provider_New.png
  1. Under the General tab, populate the following information:
    1. Full Name: Enter the provider's full name.
    2. User: A provider must be associated with a user account. 
      Note: Do not use a staff member's email address for providers. Enter the provider's email address or create a temporary user. 
      1. If the provider has an existing user account, click the drop-down arrow to select the user account.
      2. If the provider is also a new user, click New to enter the provider's email address. You will then need to update the user account permissions accordingly.
    3. Individual NPI: Enter the provider's individual National Provider Identifier (NPI) number.
    4. SSN: Enter the provider's 9-digit Social Security number.
    5. Specialty: Click Specialty to search and select the provider's main specialty from the list of taxonomy codes.
    6. Degree: Enter the provider's degree (e.g., MD, DO, PhD, MET).
    7. Date of Birth: Enter the provider's date of birth using the format "MM/DD/YYYY" (e.g., 05/25/1960).
    8. Department: Optional. If separate departments have been set up for the practice through the settings menu,  select the provider's department from the drop-down list. Otherwise, leave this box set to "None."​
    9. 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.
    10. 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.
    11. Enter at least one phone number for the provider under Home, Work, or Mobile.
    12. Notes: Enter any notes to store with the provider record.
  1. Click the Claim Settings tab to configure the provider's claim settings.
  2. Click the Provider Performance Report tab to configure the reports settings.
  3. Once all settings are configured, click Continue.
    • If a new user account was created, a Confirmation pop-up will appear. Click Yes to confirm the user account creation. The Activate Provider window opens.
  1. Click to select an option:
    • If the provider does not qualify for the non-physician provider discount, click to select "No, my provider does not qualify for the discount".
    • If the provider qualifies for a non-physician provider discount, click to select "Yes, check to see if my provider qualifies".
      • If your provider has not been assigned an individual National Identifier Number, click to select "No".
      • If your provider has been assigned an individual National Identifier Number, click to select "Yes".
      • The Individual NPI field will auto-populate from the General tab.
  2. Click Yes, Activate Provider Now to continue.
    • If "Yes, check to see if my provider qualifies" was selected, Kareo will check for a non-physician provider discount.
      • If the provider does not qualify or Kareo was unable to validate the NPI, a pop-up will appear directing you to email accounting@kareo.com for further assistance. Click OK.
        • "No, my provider does not qualify for the discount" will automatically be selected. Click Yes, Activate Provider Now to create and activate the provider. Be sure to email accounting@kareo.com for further assistance.
  1. The Confirmation pop-up will appear. Click Yes. The provider will now be successfully created and activated.

 

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