Uprise Admin Setup Guide
Table of Contents
Accessing Uprise Help
Uprise Help is a valuable support and training resource to get familiar with. You can search for keywords or topics as well as view all articles by topic to learn more about a particular section or workflow.
1. In the upper right corner of Uprise, click the down arrow
2. Click Help
3. Uprise Knowledge Base will open.
4. You can utilize the search bar or select any of the sections to view the Knowledge Base articles for that section.
Submitting a Case to Support
If you encounter any error messages or technical issues during your implementation or post go-live, you will want to submit a case to support.
1. Open Uprise Help.
2. Scroll down to the bottom of the window and click the "Submit a Support Ticket" button.
4. The Support Ticket form will open in a new window. Fill out the form with as much detail as you can, including screenshots if appropriate.
The more detailed information you provide, the quicker the support team can trouble shoot and resolve the issue.
5. Click "Submit". The support team will review the case and be in touch regarding updates and resolution.
Uploading Portal Forms
Your patients have the option to electronically sign practice forms through the patient portal.
1. Navigate to the Admin tab and then Setup -> Organization.
2. Under the section called Portal Forms, click the Upload button.
3. Select the document you want to upload and click "Open".
Documents must be in a PDF format in order to be electronically signed.
4. The document's Name, Type, Upload date, and Start Date will fill but can be edited as needed. Be sure to label the Type correctly as that is how it will be labeled in the patient's chart. Also, Location will be blank on the upload but it is required in order for the form to appear on the portal. Select either the appropriate location or ALL for the document to be accessible to patients associated with any of the practice locations.
The Types HIPAA Forms, Financial Authorization, and HIPAA/Financial Auth- combined are tied to an automated workflow that will trigger the notation in the patient's chart these signed forms are on file.
5. Repeat these steps to add any additional practice forms you want accessible through the portal.
Setting Location Details
1. Navigate to the Admin tab and then Setup -> Locations. Select the Location you want to edit. The Location Details page will open.
2. The setup taxes, select the button 'Configure Tax Rates'.
3. Fill in the Tax Authority as well as the percentages that are applicable to each group of products. You can use the plus button if you want to add multiple tax authorities. Once complete, select 'Save'.
You can easily remove taxes on the invoice if needed.
4. Next, scroll down to the Logo area. If your practice has a logo, select 'Upload Image'.
The logo will print on the exam print out as well as prescriptions. If you do not have a logo, you can skip this step.
5. Locate the logo on your computer in one of the allowed formats (jpg, png, gif, pdf) and select 'Open'.
6. The logo will the appear in the preview pane. The Location Details page might need to be refreshed in order for the logo to preview correctly.
The logo space is ideal for a square or circular logo. If your logo is rectangular or elongated, it might need to be cropped in order to fit the allotted space.
7. Next, scroll to the Office Hours area. Select 'Edit'.
8. Set your office hours for each day. No Split means that you do not close and lock the doors for lunch, Split Day means that you do. Once the hours are set, select 'Save'.
9. Scroll down to Observed Holidays and select 'Edit'.
10. Check the days that you are closed the full day for to remove them from your scheduler. Once complete, select 'Save'.
Do not check any days that you obverse with a half day. Those will be blocked on the scheduler.
11. Once the Location Details are set, select 'Save' at the top of the page.
Make sure to repeat these setup steps for each of the practice locations.
Resource Availability and Scheduler Templates
1. Navigate to the Admin tab and then Setup -> Resources.
2. Clicking on a provider's name will open their details and availability. Under the details, you can edit the schedule display order (the order in which the columns appear in the scheduler from left to right) and the color (on the dashboard).
As a default, all resources will be defaulted to a schedule display order of 0 and will appear alphabetically on the scheduler.
3. Scroll down to Default Availability. Select Available on the days the provider is available at that particular location. Fill in the hours of their availability.
Extend the providers end time slightly past when the provider prefers to have their last appointment scheduled in an increment that aligns with their typical appointment duration. For example, if your appointments typically last a duration of 15, 30, or 45 minutes, push the end time out 15 minutes. If your appointments typically last a duration of 20, 40, or 60 minutes, push the end time out 20 minutes.
4. Once availability is set for each day, select Save.
5. If you want to add an additional scheduler column, select Add Resource.
Additional resources can be used for the optical, a technician, a piece of equipment, among other things. You cannot add another provider as a resource. If you need to add an additional provider to your system, please contact your Customer Success Manager.
6. Name the resource and select a type. Set the schedule display order, color, and default availability the same as the resource we previously looked at. Select Save.
7. To create a template for any of the resources, select Manage Templates.
8. Select Add New Template.
9. Give the template a name. Select Save.
You can have multiple templates for different providers and different days of the week or use the same template for every day.
10. Select that template from the second drop down.
11. You can block out large blocks of time by clicking and dragging the cursor.
You can also double click on the timeline manually edit the start and end times on the next screen if needed.
12. Select a color from the drop down.
The color you choose here will be an indicator on the schedule that period of time is reserved for particular appointment types. This color does not necessarily need to match the color assigned to those appointment types.
13. Add one or multiple appointment times to the time block by selecting them from the drop down.
14. Once you have added all of the appointment types, select Save.
15. To block for a lunch hour on the template, select the times you want to block.
16. Check No Appointments. Select Save.
17. You can create a more rigid template by shortening the time blocks and assigning fewer appointments. This will provide more structure to your scheduler.
18. If you are creating additional templates for different providers or days, start again on step 8. If not, select Close.
19. To apply a template, select the provider to open the details and availability. In the drop down labeled Select Day Template, choose the appropriate template.
20. Select Save.
Make sure to repeat these steps for all providers across all locations.
Uploading a Provider Signature
Before completing the steps below, each provider should sign and scan a signature card to be saved on the computer you will be uploading from. The recommended image size is 3.5 inches x 1 inch and should be in an image format (JPG, PNG, GIF).
1. Navigate to the Admin tab and then Setup -> Providers.
2. Click on the providers name.
3. Select Add Signature.
4. Locate the saved file on your computer. Select it and choose Open.
5. You will see the signature preview in the window. You can remove or edit if needed. Select Save.
This signature will print on prescriptions and exam printouts.
Repeat these steps for all providers.
Importing Insurances
You are only responsible for importing your vision payers during the initial setup. Our insurance team will import your medical payers based on the Provider Setup Worksheet you provided.
1. Navigate to the Admin tab and then Setup -> Insurances.
2. Select 'Import Insurance' on the right hand side. Policy Type: Vision. Either search in the name box or scroll to find the insurance you want to import. Double click the insurance or select it and choose Add in the top right corner.
If the payer you are looking for is not listed, use the 'Create Custom Insurance' option at the top of the screen.
Repeat this process until you have entered all of your vision payers.
Importing and Adding Suppliers
1. Navigate to the Admin tab and then Setup -> Suppliers.
2. Select 'Import Supplier' on the right hand side.
3. For spectacle lens suppliers, choose lenses. In the supplier drop down, choose the lab you wish to add as well as the location. Select Add in the right corner.
Selecting Lenses automatically changes the import to Electronica. If your lab is not listed in the supplier drop down, you can add it by selecting Manual and then following the steps below.
4. For contacts, custom contacts, or frames, select Add. On the next screen, enter the supplier name and address and then select Save.
5. Once you have added the supplier either electronically or manually, you will then need to enter the account details by selecting Create New.
6. Fill in all of the required information. This is the information for the practice, not the supplier.
For lab suppliers, it is important that you enter the information that the lab has on file associated with the account. This will help expedite the approval process for electronic order.
Double check the details before hitting save.
7. Once you have entered the account details, the manual imports will show as Active on your supplier list. The electronically imported frame suppliers will show as pending until they are approved by the lab.
Editing the Electronic Intake Questionnaire
1. Navigate to the Admin tab and then Setup -> Intake Questionnaire.
2. As a default, Send Email will be set to ON. What that means is three days prior to the patients appointment, if they have an email address on file, the system will automatically send them an email with the questionnaire. If you do not want that to happen, select the toggle to OFF.
3. You can remove items from any of the four main sections of the questionnaire by unchecking them on the left hand side. If the check mark is grayed out, that field is locked and you cannot remove it from the questionnaire.
Removing a question from the questionnaire does not remove the area where that response is intended to be documented in the EHR. Removing questions from Medical History, Eyecare History, or Glasses & Contact Lens can lead to blanks in the EHR once the questionnaire responses are imported in. Keep this in mind when removing questions.
4. At the very bottom of each section, you can add custom questions. Select Add Question and then choose the type of question you want to add (Yes/No, Radio Button, CheckBox, Free Text). Add the questions in the order you want them to appear on the questionnaire. Custom questions cannot be rearranged once added.
Editable Fields
1. Navigate to the Admin tab and then Setup -> Editable Fields.
2. As a default, majority of fields are Optional. You can make certain fields in the Demographics, Insurance, or RX Order section either Required or Hidden by changing the toggle.
If you are going to have a data migration, do not make edits to the Editable Fields until post migration. If you do, those changes will be reset prior to your migration.
Customizing Lists
1. Navigate to the Admin tab and then Lists.
2. Each list is defined below but they will all function similarly. To add an entry to the list, choose Add Selection at the top. To make an edit to an existing entry, click on the display name to open the details. To inactivate an entry, choose Set To Inactive on the right hand side.
Grey entries are tied to automated workflow int he system and cannot be edited or inactivated.
Adjustment Reason: Used when making an insurance adjustment on an invoice.
Appointment Status: Utilized various places in the system, updates the status of the patient's appointment.
Appointment Type: Options available when scheduling a patient appointment. Select the display to edit the appointment name, default duration, and color that appointment block will appear on the scheduler.
Balance Transfer Reason: Options to select from when transferring responsibility on an invoice (Ins -> Patient, Patient -> Ins, Ins -> Ins, Private Pay -> Ins).
Balance Write-Off Reason: Options to select from when writing off an invoice balance.
Card Type: Options to select from when taking a patient credit card payment.
CL Disinfecting: Optional disinfecting information to add to a contact lens prescription.
Discount Reason: Options available for applying a discount to an invoice. Select the display name to edit the name, default discount, product categories, and other info.
Document Source (PM): Options to select the source of a document when adding to the patient's chart.
Document Type (PM): Options to select the type of document in a patient's chart as well as when uploading to the patient portal.
Inventory Adjustment Reason: Used when updating inventory quantities for Frames, Standard Contact Lenses, and Retail Products.
Marketing Referrals: Options to document the referral method in the patient's chart. The Patient Demographic Report can be ran based on this field to track referral.
Optical Prescription Usage: Options to select when setting usage on prescriptions in the EHR and on a prescription order.
Order Cancellation Reason: Options to select from when documenting a cancellation reason on a prescription order.
Other Payment Type: Options to select from when documenting a payment that is not Cash, Credit Card, Debit Card, or Check.
Product Pricing Reason: Used to document a change in fee for all catalog items.
Referring Provider: Options to select from when documenting the Referring Provider in the patient's chart or on a claim.
Return Reason: Options to select from when returning items on an invoice.
Revenue Stream: Used to apply to products in the catalog, Production Report can be run based on revenue stream.
Statement Hold Reason: Options to select from when putting a patient on statement hold. This prevents the patient account from receiving statements even when they have a balance.
Suffix: Options to select from when documenting demographics in the patient's chart.
Title: Options to select from when documenting demographics in the patient's chart.
Managing Users
1. Navigate to the Admin tab and then Users.
2. To edit an existing user, click on the users name then Edit in the top right corner.
3. From here, you can edit all of the users details including Profile, Location Access, and Default Location. Click on View Details next to the profile to see what access in the system that profile allows. Set the profile based on that users role in the practice. To remove a users access to a specific location, uncheck that location box. To change the users default location, select Set To Default in the Default Location Column. Be sure to hit Save when you finish.
Do not make edits to the default Uprise Admin account that comes with your system. This account is imperative for implementation, training, and support to access your org.
Do not make edits to the provider's profile. Doing so can remove them from the EHR and create issues with documenting exams.
4. To add a new user, select New User.
5. Enter all required information and then hit Add.
6. The new user has been created. They will receive an email with log in information to the email that was entered. The user will remain highlighted yellow and in pending status until they login to the system.
7. To reset a users password, choose the action item Reset Password. They will then receive an email with a link to reset their password.
8. To inactivate a user, choose Set to Inactive on the right hand side.
9. To review the default profiles or create a custom profile, choose Profile.
10. Click on the name of each profile to view what permissions that profile has.
11. Create a custom profile by selecting New Profile.
12. Name the profile and set the permissions by using the Yes/No toggles. Then select Add to save the profile.
13. You can now apply that custom profile to any non-provider users. (Refer to step 3 in this chapter)
