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Practice Management

Resources for getting the most out of Motivity’s all-in-one ABA practice management platform (includes organization setup, scheduling, contracts, and billing).

146 articles

The Admin Module

This module helps you set up the essential structure for your organization.

Adding Office LocationsAdding office locations in Motivity is simple, and keeps your workspace information organized and accurate.
How to Manage Your Site Checklist in MotivityLearn how to set up, customize, and use the Site Checklist to meet payor's site-specific requirements.
How to Set Up and Manage Access Levels in MotivityYour guide to controlling what users can view, edit, and manage in Motivity.
How to Add and Manage Administrative Users in MotivityOverview of adding and managing administrative users in Motivity.
Understanding and Setting Closure Days in MotivityHow to create and delete Closure Days.
Adding a Credentialing ManagerThis article explains what a Credentialing Manager is and how to add their information if applicable.
Navigating the Admin Module in MotivityThis article provides an overview of each section within the Admin module, including quick descriptions and visuals to help you understand the purpose and functionality of each area.
Managing Roles and Clearance in Motivity PMThis article walks you through what Roles are in Motivity PM, why they matter, and how to add, edit, and organize them so billing, compliance, and provider assignments run smoothly.
Setting Up Your Service Inventory in MotivityThis article walks you through how to review, add, and manage services in your inventory for accurate and consistent setup.
How to Add and Edit Standard RatesThis article explains what Standard Rates are, when to use them, and how to add or edit them in Motivity.
Setting Up Organization DetailsThe Organization Details page is a key part of the Admin module, storing essential information that appears on patient bills and claim forms.
Credentialing CategoriesCredentialing Categories let admins create and manage the inventory of credentials, certificates, and compliance items required for providers.
How to Configure Group Codes in MotivityThis article will give review how to configure a group service code in Motivity so that you can begin creating group appointments in the Scheduler.
Utilizing the Time Tracker for PayrollThis article walks you through how to manage payroll using the Time Tracker tool—from reviewing pending hours to approving and finalizing completed payroll periods.
Access Levels: DefinitionsThis is a list of Access Levels in Motivity and what they mean.
How to Create and Edit DesignationsThis article will describe what Designations are, how to use them, and how to create and edit them.
AIO - Creating Provider or Admin UserThis article provides instructions for creating new user accounts (both clinical and non-clinical users) and managing access across the Practice Management (PM) and Clinical modules.
AIO - Motivity User/Provider Termination or DeactivationThis article outlines the procedure for deactivating or terminating a user to ensure their access is correctly removed from both Motivity Practice Management (PM) and Clinical.
Unified Login Across Practice Management and Clinical ModulesThis table of contents has consolidated quick access links for relevant workflow changes for our all-in-one product users after the unification of logins.
Bulk Transfer of Billed Appointments After an Authorization ChangeThis article reviews how to use Motivity's Bulk Transfer tool when transferring appointments to a new authorization. This applies to both unbilled and billed appointments.

Patients Module

This module reviews how to add patient profiles and their authorizations.

Patient DetailsOn the patient details page, you will enter comprehensive patient information. This section is crucial for creating a detailed and organized patient profile.
Patient OverviewThis article offers a quick reference for schedulers and clinicians on patient overviews, authorization use, and hours.
How to: Adding a Patient AuthorizationThis article is most relevant to clinicians, schedulers, or administrators who will input and/or update patient authorization(s) into Motivity.
How to Access and Add New PatientsThis article will guide you through accessing your patient list, using search filters to find exactly who you need, and successfully creating a new patient profile.
Authorization WorkflowOverview of the Authorization Workflow feature in the Patient Module.
Navigating to Patient Schedule from Patient ViewThis article walks you through how to navigate to the patient's scheduler from their patient module. The patient schedule view lets you see all upcoming appointments for a patient in…
Patient LedgerOverview of the Patient Ledger in the Patient Module.
Adding a Primary and Secondary Funding SourceThis article reviews how to add a primary and secondary funding source.
AuthorizationsOverview of Authorizations in the Patient Module including adding, managing, and copying authorizations.
Patient Notes & DocumentsThis article provides you with a step by step method to add & manage patient notes and documents.
Viewing the Patient Dashboard & OverviewOverview of the Patient Dashboard in Motivity.
Workflows - AuthorizationsThis article provides a brief overview of the workflow for authorizations
AIO - Creating a Patient or LearnerThis article explains how Learner profiles are created and managed between the Motivity Practice Management (PM) and Motivity Clinical (CL) modules.
AI Patient Profile Coach (Beta)This feature audits patient profiles for missing information and organizes the data into actionable steps to bridge existing gaps.

Providers Module

This module reviews how to add provider profiles and how to address payer compliance and credentialing.

Provider DocumentsHow to access and upload provider documents in the Provider Module.
Enrollment Requirements (Credentialing)Enrollment and credentialing compliance items required by each payer.
Provider Basic InformationBasic provider information used in enrollment forms.
Provider SchedulerOverview of the Provider Scheduler in Motivity.
Employment InfoOverview of employment info and service locations for providers.
EnrollmentsOverview of the Enrollments page for providers including enrollment workflow and application forms.
How to Add a ProviderThis article provides step-by-step instructions on how to manually add a new provider to your system.
How to: Assigning Expiration Dates to Credentials, Trainings and CertificationsHow to assign expiration dates to provider credentials, trainings and certifications.
Enrollments WorkflowThe Enrollment/Credentialing Workflow
Enrolling ProvidersThis article will show you how to enroll a provider that is already credentialed with a funder.
Provider NotesHow to access and use the Notes section in the Provider Module.
Status Overrides - Enrolling a Provider Who is Already Seeing Clients/PatientsStatus override workflow for enrolling providers already seeing clients.
Managing Provider Status: Deactivation & ReactivationThis article provides a step-by-step guide on how to deactivate or reactivate a Provider within the system.
AIO - Creating a Caregiver Clinical MemberThis article explains how Caregiver Member profiles are created and managed only in the Motivity Clinical module.
School Enrollment WorkflowThis article reviews how to create a school enrollment workflow and how to manage it.

Scheduling Module

This module reviews how to create schedules in Motivity.

Linking Multiple Make-Up AppointmentsThis article outlines how to link several make-up or fill-in sessions to a single original cancelled appointment.
Viewing Overlapping Availability for Schedulers and ProvidersThis knowledge base article outlines the steps for schedulers to view overlapping availability between a selected provider and a patient within the scheduling system. This feature helps ensure efficient booking…
Patient Schedule ManagementOverview of the Patient Schedule management view in Motivity.
Accessing Patient Quick Links in the SchedulerThis document outlines the steps and available options when accessing the Quick Links section from the scheduler and patient view.
Blocking Provider Time on the SchedulerThis article outlines how to block a provider's time on the scheduling tool. This feature may be used to indicate when a provider is unavailable, out-of-office, etc.
Provider Schedule ManagementOverview of the Provider Schedule management view in Motivity.
Introduction to the Scheduling ModuleIntroduction to the Scheduling Module in Motivity.
Creating a Billable Patient Appointment: A Step-by-Step GuideThis article provides a simple guide for adding a billable patient appointment within the system's scheduler.
Accessing Provider Quick Links in the SchedulerOverview of the Provider Quick Links in the Scheduler.
Understanding Compliance Alerts & Updates in Motivity SchedulerOverview of Compliance Alerts and Updates in the Motivity Scheduler.
How to Edit Rendered Appointments on Practice ManagementHow to edit rendered appointments in Motivity Practice Management.
Creating a Non-Billable Appointment Associated with a PatientThis knowledge article outlines the steps to create a non-billable appointment and link it to a specific patient.
How to Create a Nonbillable Appointment for a Provider Not Linked to a PatientThis knowledge article outlines the steps to create a nonbillable appointment for a provider for internal activities, such as training, without linking it to a specific patient record.
Adding and Editing Provider AvailabilityThis article provides instructions for accessing the provider schedule and managing general availability for providers.
Adding and Editing Patient AvailabilityThis article provides instructions on how to add and edit a patient's general availability within the scheduling system.
How to Schedule a Group AppointmentThis article will review how to create a group appointment (multiple patients to a single provider) within Motivity.
Using Scheduling and Appointment Issue NotesThis article reviews how to add a Scheduling Note and how to view Appointment Issue Notes submitted by staff members.
How to Add and Manage Drive Time/MileageThis article reviews how to add Drive Time/Mileage to an appointment and how to edit or manage it.
Rescheduling or Canceling an AppointmentThis article reviews how to cancel, reschedule, and uncancel an appointment.
How to Create and Edit Recurring AppointmentsThis article reviews how to create a recurring series of appointments, how the system checks for compliance errors, and how to make edits if needed.
Navigating the AI Scheduling Optimizer (Beta)This article serves as a training guide for the Motivity AI Optimizer, a tool designed to automate and refine the complex process of scheduling in an ABA clinic setting.
AI Coach for Scheduler — Patient-Level Insights (Beta)This article explains how the AI Coach in the Patient Scheduler surfaces insights the moment you select a patient.

Billing Module

This module reviews how to scrub claim data before submission and how to post claims.

How to Repost an InvoiceWhat to do when you need to repost an invoice
Secondary Claims GenerationOverview of secondary claims generation in Motivity.
How To Generate a BatchHow-to steps for generating a batch
Introduction to the Billing ModuleOverview of the Billing Module
Un-Posted Batches OverviewHow to navigate the "Un-Posted Batches" section
How to Utilize Notes & Comments Related to a ClaimHow to utilize the comments feature to communicate about claims
Posted Invoices OverviewThis article explains how the Posted Invoices page helps billers track, filter, prioritize, and manage open claims through clearinghouse, payor, and denial statuses with full lifecycle visibility.
How to Print/Download an InvoiceWhat to do if you need to print or download an invoice
Unbilled Services OverviewHow to navigate the "Unbilled Services" section
How Do You Reverse a Billed Claim?What to do if you need to reverse a billed claim.
Emailing Patient Responsibility StatementsThis article reviews how to email a HIPAA compliant patient responsibility statement directly to the patient.
Unified EDI Payment PostingThis article reviews how to group payers for unified EDI payment posting, how to post said payments, and describes under what scenarios you would use this tool.
Motivity Billing 101: Submitting ClaimsThis article reviews how to generate a batch of claims, Motivity's data scrubbing process, how to check for errors and correct them, and how to post claims internally or to…
Motivity Billing 101: Pre-RequisitesThis article provides you with a list of required pre-requisites that must be completed prior to billing.
Motivity Billing 101: Reverse vs. Regenerate vs. ResubmitThis article reviews when it is most appropriate to reverse, regenerate or resubmit a claim and how to use Motivity to complete all of these workflows.
How to Resolve the "Missing Rates" ErrorThis article explains what the "Missing Rates" error means, how to read it, and how to resolve it step by step.
Editing the CMS-1500 Claim Form for Primary Submissions and ResubmissionsThis article explains how to edit CMS-1500 claim fields directly within PM before posting or during resubmission.

Contracts Module

Manage insurance contracts, rates, and compliance requirements.

Dashboard (Contracts)Users with access to the Contracts Dashboard tile can view, manage, and edit alerts and notifications for all contracts.
Billing Requirements (Checklist)
Manage and View Contract List
Rates & Modifiers
ComplianceThis section drives the tiles which are populated in provider's accounts under enrollment requirement section. This defines the requirements to be fulfilled by any clinician for specific roles.
Audit Requirements (Checklist)
Training Requirements (Checklist)
Providers (under Contracts Module)
Clinical Requirements (Checklist)
Contract Resources
Adding Account InformationThis article is applicable to billing administrators, contract managers, and users responsible for creating, negotiating, or maintaining contracts.
Telehealth Requirements (Checklist)
Other Requirements (Checklist)
Key Contacts (Checklist)This article is most relevant to billing administrators, contract managers, and users responsible for creating, managing, or maintaining contracts within the Contracts module.
Adding Documents via the Contract ModuleThis article is most relevant to billing administrators, contract managers, and users responsible for creating, managing, or maintaining contracts within the Contracts module.
Credentialing Requirements (Checklist)
Adding Overlapping RestrictionsThis section is most relevant to billing administrators, schedulers, and contract managers who need to enforce service-level or authorization-level rules to prevent overlapping sessions and ensure compliance with contract and…
Patients (under Contracts)
Contract OverviewThis page summarizes all the alerts and activities within the contract.
Contract: Blackout DatesThis article is most relevant to billing administrators, contract managers, and users responsible for creating, managing, or maintaining contracts within the Contracts module.
Setting Up Contracts in Motivity: FAQAnswers to frequently asked questions in setting up contracts in Motivity.
How to Use the Notes Section in the Contracts ModuleApplies to: Billing administrators, contract managers, and users responsible for building or maintaining insurance contracts.
Contract Configuration Setup GuideA deep dive to contract configurations
Contract Details