Purpose Statement –
The below information serves to help you transition out of Counseling Professionals and into your new practice endeavors.
It is good to see you grow and take this next step. It can be scary, but it is a great growth opportunity! There are a few things Counseling Professionals would like you to know as you close out with CP and into your new practice.
You are completely able to transition your clients over to your own practice. A few things need to happen:
1) Let clients know they have the right to transition over with you, terminate services, continue with another CP provider, or seek a new provider all together.
2) After each client’s last session, create a termination note in Therapy Notes each client’s decision and transition plan, if applicable, and state that CP is no longer responsible for their care.
3) For clients who want to transition over with you.
- get an ROI signed identifying the release of information for the client from our practice to yours. Put that in the clients record.
- you can transfer medical records after that is signed and on file
On Your Last Day
1) Put on your CP Outlook an out of office message directing communication to either Counseling Professionals PLLC (my email or the general phone line) or you at your new practice contact points.
2) Move all email, text, or phone communications to client records in Therapy Notes (and your new practice EHR if clients are transferring)
After Your Last Day- three month transition period
· CP will leave your Therapy Notes open for 3 months from your last day to process claims and aid in the transition.
· As stated above, you would need to transfer records yourself if you want them transferred. If you request records after you leave, there will be a $15 an hour administration fee to get someone to transfer those to you as this is something you could have done before leaving. This would be deducted from any remaining collections.
· We will continue to process claims for 3 months after you leave and then will reconcile the account in some way to close the books.
· In those three months after you officially leave, you may be asked to help follow through with those collections.
· We will continue to provide you accounting for those three months.
After three months from your last day
· Your CP email will be closed.
· Data from your email will be lost if not moved to our medical record system (TN for us, your medical record system for you)
Keeping your Psychology Today profile
1) Log on, update the payment information.
2) Keep your user name and password the same.
3) Then let CJ know the update has happened.
4) CJ will then log on to confirm.
5) Then once that happens, CJ will let you know you are good to go and update your password.
Once you leave, no CP resources are responsible to help with insurance (panels or liability), CAQH, LexisNexis, Navinet, Availity, any medical record system, NC Health Connex, Provider/Practice Enumeration, your practice’s accounting, your practices taxes, clearing houses, NCSEC filings, State filings, board filings, DandB reporting, your business’s web administration, your HIPAA email systems, your practices data security, future litigation unless reference for the time with CP, supervision of any sort, or specific operations advice due to liability issues. You are welcome to consult with CJ before you leave if you have any general questions. Also, people are usually surprised if they are rejected on claims filing or rates of reimbursement. They may not be the same as our rates. Your ability to get your practice credentialed is up to the insurance company. It is tough, but worth doing for clients, but that is up to you. On CP’s end, it will take a few months for all the insurance panels to be updated, but we cannot do that until your official last day. Once we record your last day of work we will log in one last time to the reporting databases to remove you group our group.
Other Next Steps Needed from You
1) If you haven’t already, notify CJ of your last day.
2) For CAQH, you will need to log on and put your end date in with CP, load your practice information in, and do a thorough update of that platform. Any billing errors for that being wrong may result in delay of your future claims and CP has no responsibility for that. If CP is left in there and it negatively impacts CP, there will be request for compensation by you of the costs of impact.
From our end without opening any risks for CP, CJ is happy to help and be supportive in any way that he can. CP is happy to have you as a referral source in the community and we appreciate our time together. Our doors are always open if you want to collaborate again in the future!