New Provider
A Kareo application administrator can activate a new provider and add it to the practice. If you want to activate a new provider, please make note of the following:
You will be charged a monthly subscription fee for each provider based on the subscription edition and the type of provider.
If there are no providers within your account, then you will be charged a minimum subscription fee of one provider on the edition you selected during sign up, in order to maintain your account.
Recurring subscription fees are due in advance each month, pro-rated subscription fees are due in arrears for any new providers added within a month.
If you ever decide to deactivate a provider, you must do so by the last day of the month to avoid charges for the following month.
Kareo offers a non-physician provider discount under the following terms:
The first provider in your account is always billed at the normal rate.
If you have more than one provider in your account, then you are entitled to a 50% discount off the normal subscription fee for any non-physician medical providers.
These include acupuncturists, audiologists, nurse practitioners, massage therapists, mid-wives, occupational therapists, physician assistants, physical therapists, respiratory therapists, registered dieticians, and social workers.
To request this discount, you must email billing@kareo.com by the last day of the month in which you added the provider.
Note: Kareo is a permission-driven application. Your permission level is determined by your Kareo application administrator. If you don't have access to a specific task or function described within these help topics, please contact the person in your office who is the Kareo application administrator.
To activate a new provider
Click Settings >Providers.
To avoid duplication, a best practice is to first search the database to see if the provider already exists in the system. If not, click New at the bottom.
On the General tab, enter the information for the provider. See below.
If this is your first time entering a provider, we recommend reviewing Data Entry Tips.Click Save or the Claim Settings tab to complete claims settings information for this provider.
General Tab
Provider Identification
Full Name: Enter the provider's full name.
Date of Birth: Enter the provider's date of birth using the formation "MM/DD/YYYY" (e.g., 05/25/1960).
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.
Degree: Enter the provider's degree (e.g., MD, DO, PhD, MET).
Type: The information in this field will be set by Kareo and indicates the status of the provider as it relates to the contractual agreement with Kareo. When creating a new provider record, this field will be blank, but will be completed by a Kareo staff member once the provider is set up in the practice and verified by Kareo.
Active: This checkbox defaults to "Active" when creating a new provider record.
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." See section Department Setup.
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." See section Encounter Forms Setup.
Note: If an encounter form is later set up for the provider, return to this task and select the applicable encounter form.
Provider 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. See also section City/State Auto Complete. If the provider's pay-to address is a PO Box or Lockbox, see section Claim Settings to enter a separate Pay-To Address.
Email Address: Enter the provider's email address if available.
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.
User: If the provider will be using the Kareo Practitioner software, click the User button and select the provider's user account that will be used for accessing Kareo from the mobile device.
Notes: Enter any notes to store with the provider record.
Still need help? Contact support here.