Using BestNotes' third-party billing functionality, billing companies are able to register with the BestNotes system and use it as a gateway to provide billing services to other companies using BestNotes. This functionality gives traditional BestNotes customers the option of configuring third-party billing access to their BestNotes system in a restricted and HIPAA-compliant way.
A two-part authentication mechanism is used which combines initial authentication against a shared key defined as a "Billing" user on the endpoint system, and secondary authentication against the billing company’s internal user accounts. All access is logged within the endpoint system, and usage is audited the same as with normal users of the system.
As long as these users are setup correctly, you will not be charged for a third-party billing user.
Instructions
We’ll use "ACME Billing" as our billing company example, and "Good Therapy, Inc" as the BestNotes customer example in these instructions.
When setting up a third-party billing company the user accounts will be setup as a "Billing" user in the "ACME Billing" company, and the user account will be setup as a "Restricted Users" in the "Good Therapy, Inc" company.
This specific setup is what initiates the two-part authentication mechanism.
This setup will record the actions of the users, and allow the company to view the usage of the third-party biller in the "Audit Report."
Company user setup
To create a "Billing" user, a "Good Therapy, Inc." user must be logged in with permissions to add new users and perform the following steps:
- Navigate to "Settings"; then to "Users" from the lower-left "Settings" menu button on the main navigation screen.
- Select the "New User" button to bring up the new user details window.
- Enter at least a "First" and "Last" name, "User ID", and password information in the top portion of the user details window.
- Specify the "User Type" to "Billing."
It is critical that the "User Type" is "Billing." Otherwise, the account is created as a standard user and will not prompt for secondary authentication. You will also be charged for a standard user. - Apply a pre-defined "Permission Group", and/or assign individual permissions for the user.
- Select the name of the "Billing Company" from the drop-down. If the billing company you use is not listed in the "Billing Company" drop-down, contact BestNotes support (BN Agent Resource).
- Save the user.
Billing company user setup
The billing company must also have a user created for the individual that will be logging into the company. This user will need to be created as a "Restricted" user. To create this user, perform the following steps within the billing company:
- Navigate to "Settings", then to "Users" from the lower-left "Settings" menu button on the main navigation screen.
- Select the "New User" button to bring up the new user details windows.
- Enter at least a "First" and "Last" name, "User ID", and password information in the top portion of the user details window.
- Specify a "User Type" of "Restricted."
It is critical that the "User Type" is "Restricted." Otherwise, the account is created as a standard user and will be charged as a standard user. - Save the user.
Third-party billing login
Once both users have been setup, the third-party billing company will have the appropriate credentials.
- The "Billing" user credentials can now be given to "ACME Billing." When logging into "Good Therapy, Inc.", the "ACME Billing" user will use these credentials to initiate the authentication process.
- BestNotes will recognize the account as a third-party account and will prompt the "ACME Billing" user for a second set of credentials. The "ACME Billing" user should use their individual credentials that are used to access their own BestNotes system as the secondary authentication.
Additional notes
- Multiple "Billing" users can be created if different permission levels need to be applied for a subset of the billing company’s users.
- BestNotes support can create a top-level admin site for billing companies to allow for easy navigation of the BestNotes customers they service.
