BEFORE YOU BEGIN:
If you haven't already done so, check out the New User Orientation before diving in — this covers how DrChrono works at a high-level, which will make the role-specific content in this guide much easier to follow.
PRACTICE ADMINISTRATION | QUICK-START CONFIGURATIONS | 5-MINUTE READ
Don't Build From Scratch
Configuring a new EHR takes time — but a lot of that groundwork has already been done for you. This page collects pre-built configurations across the most common setup areas: front desk workflows, clinical documentation, and billing automation.
Each section explains what the configuration does, why it matters, and how to apply it to your account. Use what fits your practice, customize what doesn't, and skip what you don't need.
These configurations are designed to be starting points, not finished products. Review everything before using and adjust to match your practice's workflows and documentation standards.
Before You Start
To apply configurations from this page, you'll need the following permissions. If you don't have them, contact your Practice Administrator.
| Configuration Area | Permission(s) Required |
|---|---|
| Reminder Profiles, Billing Profiles & Appointment Profiles | Settings |
| Intake Forms, Clinical Forms & Macros | Access Clinical Notes, Customize Clinical Note Format, Manage Templates, Manage Form Tags, Manage Form Packets |
IMPORTANT:
- Applied profiles, forms and other objects may be shared across your practice group and, as a result, could cause these objects to change order or be overwritten.
- Applying any of these objects multiple times will result in duplicates, including if copied by multiple users (including providers) in the practice group when these objects are shared (or will be shared in the future).
- Applied objects cannot be rolled back — they can only be archived individually.
Front Desk & Reception
Reminder Profiles
Reminder profiles control the automated messages sent to patients before their appointments — by SMS, email, or phone. A well-configured reminder profile reduces no-shows without any manual follow-up from your front desk.
The set of profiles below cover common reminder sequences including follow-up recalls and a standard reminder series. You can apply them as-is or use them as a baseline to adjust timing, message content, and delivery channel.
Appointment Profiles
Appointment profiles define the default settings for each appointment type — duration, intake forms, clinical note templates, and billing codes — so your staff isn't making those decisions at the time of scheduling. The following set covers the most common visit types:
- New Patient
- New Issue Visit
- Annual Physical
- Follow-Up
- Procedure
- Injection
- Vaccination
- Phone Call
- Sports Physical / School Clearance
Intake Forms
Intake forms are the patient-facing forms completed at check-in through DrChrono's OnPatient portal or iPad Check-in app in the office. Having the right intake forms loaded in from day one saves time collecting details during the visit. Here are some pre-built forms you can use to replace the default check-in ("onpatient") forms in your account:
General Intake
Medicare Annual Wellness Visit (AWV) Intake
Note: These will initially load into your account as custom forms. To make them load in as intake forms, open each form in Clinical Form Management, click the gear icon next to the form name, hover over Set as Workflow Form, and select the corresponding workflow form you are replacing. We recommend:
General Intake "onpatient Reason for Visit"
Medicare Annual Wellness Visit (AWV) Intake "onpatient Additional Info"
Clinical Forms and Features
Clinical Forms
IMPORTANT: Any H&P or SOAP workflow forms that are replaced by a new form will result in any 'Copy Previous Note' or 'Persistent Form' data associated with the original forms to be unusable in any clinical notes after this change has been made.
Clinical forms determine the structure of the documentation your providers complete during or after an encounter. DrChrono includes a standard set of H&P and SOAP forms out of the box, but most practices benefit from having specialty-specific or visit-specific forms available from the start.
Workflow Forms (H&P and SOAP):
General H&P Set
General SOAP Set
NOTE: These will initially load into your account as custom forms. To make them appear in the H&P and SOAP tabs of the clinical note, open each form in Clinical Form Management, click the gear icon next to the form name, hover over Set as Workflow Form, and select the corresponding workflow form you are replacing.
Issue-based SOAP & Procedure Notes
SOAP Notes by Issue Set (designed for common Primary Care and Urgent Care use cases)
Procedure Note: IUD
Procedure Note: Suture Removal
Procedure Note: Injection
Sports Physical/School Clearance
Screening Forms & Questionnaires
Other Forms
Work/School Excuse Note (Recommendation: Apply "Exclude from Complete Note" rule to this form in Clinical Form Management)
Phone Call Note
NOTE: Several of these forms have Billing Profiles tied to specific fields, which auto-apply ICD-10 and CPT codes to the note and claim when activated inside the clinical note. To remove these, use Clinical Form Management to remove the billing profile from these fields (these will be Switch fields located in the Assessment and Plan sections).
Macros
Macros are pre-built blocks of text that providers or clinical staff user can insert into a clinical note with a single click. They're commonly used for charting by exception, standard care instructions, or frequently used phrases — anything clinical users apply to their notes repeatedly throughout the day. The below set includes a normal Physical Exam, normal Review of Systems, a treatment plan header, a Plan summary, a list of standard Annual Physical labs, and more.
Ready for Billing Review Status
The Ready for Billing Review status is an automation you can configure for each provider so that when the note is signed and locked, it automatically updates the Billing Status for the visit, which can be filtered by billing team members inside the Live Claims Feed.
More on how to configure this in Account Settings here.
Using Forms from the Form Library
The Form Library is a community-driven collection of clinical forms shared by other practices using DrChrono. You can browse the library and copy forms directly into your account as a starting point.
IMPORTANT: The Library is not moderated by DrChrono by EverHealth. Forms are contributed by other practices and have not been vetted for clinical accuracy, compliance, structural integrity, or specialty fit. Review and test all templates before use.
SUCCESS TIP:
All of these profiles and forms are copies for your practice to keep- you can edit or archive any of these as you see fit. We recommend duplicating the original and retain it until your build is complete — then archive it when you're done.
What's Next
Once you've applied the configurations that fit your practice:
- Test before you go live — schedule an appointment with a test patient and walk through the full workflows throughly before live use
- Train your team — share the relevant sections of this guide with front desk staff, providers, and your billing team
- Revisit and refine — most practices adjust templates and profiles in the first few weeks; that is expected
Suggested next: Step 2 — Creating User Accounts, Roles and Permissions
With your configurations in place, the next logical step is getting the rest of your team into the system — setting up staff accounts and making sure everyone has the right level of access.
Helpful Resources
Managing and Editing Clinical Forms
Managing and Editing Macro Buttons
Complete Note Format and Form Reorder
Using the Form Library
PRACTICE ADMINISTRATION | CREATING & MANAGING USER ACCOUNTS | 10-MINUTE READ
After reading this article, you will be able to distinguish between provider and staff account types, understand how roles and permissions work in DrChrono, and create and manage user accounts for your practice.
Before You Begin
REQUIREMENTS
You'll need the Manage Permissions and Manage Accounts permissions enabled for your account
Have the following ready for each staff user: Full name, email address, role, and preferred username
Overview
DrChrono uses two types of user accounts — providers and staff — each with different levels of access and clinical responsibility. Before your team can log in and begin working, each person needs their own account with the appropriate role and permissions assigned. This article walks you through the difference between account types, how roles and permissions work, and how to create staff accounts in DrChrono.
Provider Accounts vs. Staff Member Accounts
Provider accounts are for clinicians who deliver and document patient care. Providers have their own schedule in DrChrono, can sign and lock clinical notes, and must be added through the provider management workflow — not as staff accounts — to ensure their schedule and billing credentials are correctly configured.
Staff Member accounts are for everyone else — front desk, clinical support staff, billing staff, and even practice administrators. Staff accounts are created by the Practice Administrator and can be configured with varying levels of access depending on the role.
IMPORTANT:
Do not create a staff account for providers. More info about adding or replacing providers can be found here.
Managing Permissions and Roles
Roles define what each staff member can see and do in DrChrono. Rather than setting permissions individually for every user, the Roles feature lets you create and apply standardized access to users based on the nature of their work — so a front desk user sees scheduling tools while a biller sees the Live Claims Feed. Getting roles right before creating accounts saves rework and keeps staff out of areas they shouldn't access.
SUCCESS TIP:
The Share Patients and Provider Dropdown permissions are disabled by default and are critical permissions needed for users or roles that require access to all patients and providers in the practice, respectively.
Creating Staff Members
Staff accounts are created by the Practice Administrator in Practice Settings and assigned a role that controls their level of access. Each staff member receives their own login credentials, and accounts can be scoped to a specific provider or office location if needed.
Suggested next: Step 3 — Setting Up DrChrono Payments
With your team's accounts in place, you're ready to get your practice set up to collect patient payments directly within DrChrono.
Helpful Resources
Staff Accounts- Create Staff Accounts
- Edit Staff
- Deactivate Staff
- Reset Staff Passwords
- Restrict Staff to an Office
- Change the Primary Provider for Staff
Roles & Permissions
- Account Permissions Overview
- System and Custom Roles
- Create Custom Roles
- Edit Custom Roles
- Edit Provider and Staff Permissions
- Edit Provider and Staff Roles
Providers
Still Need Help?
Chat with Amelia by clicking Help at the bottom of your screen in your DrChrono account — available 24/7.
PRACTICE ADMINISTRATION | SETTING UP DRCHRONO PAYMENTS | 10-MINUTE READ
After reading this article, you will be able to register your practice for DrChrono Payments, configure your payment settings, and set up your payment hardware so your team can begin collecting patient payments directly within DrChrono.
Before You Begin
REQUIREMENTS
You'll need the Access Patient Payments, Settings, Account Settings and Billing Administrator permissions for your account
Have the following ready: Your practice's business information and bank account details for payment deposits
Overview
DrChrono Payments is our recommended payment solution for a reason — it's built directly into your workflow rather than sitting alongside it. When payments are integrated into your EHR, your staff can see what a patient owes and collect payment in one place, transactions post to the correct patient account without manual entry, and all payment activity is visible across providers and locations without piecing together data from two systems. There's no end-of-day reconciliation, no margin for posting errors, and less confusion for your front desk and back office teams.
For your patients, the difference is also noticeable — check-in moves faster, receipts are issued on the spot, and the experience feels cohesive rather than pieced together. If you're currently using an external processor, we'd encourage you to make the switch before go-live — your team will feel the difference from day one.
Payment Collection Methods
DrChrono offers practices several methods for collecting patient payments. You have the choice to enable the ones that meet your practice's needs.
In-Person (Swipe, Tap, Manual Entry): Collect payments at the front desk using the M2 card reader paired with your iPad. Supports both swipe and contactless tap payments, with the transaction posting automatically to the patient's account upon completion.
Text-to-Pay: Send patients a secure payment link via text message directly from DrChrono. Patients complete payment on their own device at their convenience — useful for collecting balances after a visit without requiring a follow-up call.
OnPatient Portal: Patients can pay outstanding balances through their OnPatient portal at any time. Requires OnPatient to be enabled and the patient to have an active portal account.
Enrolling in DrChrono Payments
Before your team can collect payments, your practice needs to complete the registration process through DrChrono. This involves verifying your business identity and connecting a bank account for payment deposits.
Note: Registration is processed through Stripe, DrChrono's payment processing partner. Have your business information and bank account details ready before starting — you will not be able to save and return to complete the form later.
Configuring Payments Settings
Once registered, configure how payments are handled across your practice — including payment types, receipt settings, and how payments surface during the check-in and billing workflows.
- Enroll with DrChrono Payments (skip this step if already completed)
- Add Additional Merchant IDs (only needed if keeping separate accounts for providers or offices)
- Configure Patient Payment Settings for each Provider (Note: The Require Balance setting must be unchecked if you plan on collecting payments before charges have been entered on the visit)
- Configure Patient Receipt Options
- Set up DrChrono Payments for OnPatient Portal (only use if planning to allow patients to pay via OnPatient)
- Configure Available Payment Types
SUCCESS TIP: DrChrono Payments MUST be selected as a payment method in order to use it. It is also not necessary to select any other payment processors (e.g. Mastercard, Visa, etc.) as all of these will be processed through DrChrono Payments. Our suggested Payment Methods for typical practices are:
- Cash
- Check
- DrChrono Payments
Setting Up Payment Hardware
DrChrono Payments has card readers available for in-person payment collection. This section covers setting up the reader with your iPad and confirming it's ready for use at the front desk.
Suggested next: Step 4 — Managing Billing Settings
Now that payments are configured, it's a good time to set up the billing foundation — payer enrollments, your fee schedule, and billing account settings — before your practice submits its first claim.
Helpful Resources
Processing Payments
- Processing a Patient Payment on the Web
- Processing a Patient Payment on the iPad
- Using Patient Text-to-Pay
- Saving Credit Card Information Without Processing a Payment
- Voiding or Refunding a Patient Payment
Reporting
Troubleshooting
Still Need Help?
Chat with Amelia by clicking Help at the bottom of your screen in your DrChrono account — available 24/7.
PRACTICE ADMINISTRATION | MANAGING BILLING SETTINGS | 15-MINUTE READ
After reading this article, you will be able to initiate payer enrollments, upload your practice's fee schedule, and configure your medical billing account settings in DrChrono.
Before You Begin
Who completes this: Practice Administrator or billing team, depending on how your practice divides administrative and billing responsibilities.
When to complete this: Billing settings should be configured before your practice submits its first claim. Payer enrollments in particular has processing time associated with it — initiate it as early as possible.
REQUIREMENTS
You'll need the ePS Enrollment (Edit), Access Billing, Settings, Account Settings, and Billing Administrator permissions enabled for your account
HAVE THE FOLLOWING READY:
- List of insurance payers to which your practice bills claims with the NPI(s) and Tax ID(s) credentialed for each
- Your fee schedule in .xlsx or .csv format
Overview
Billing settings in DrChrono establish the foundation for how your practice submits claims and gets paid. This includes enrolling with insurance payers for electronic claim submission, uploading your fee schedule so charges populate correctly, and configuring your medical billing account settings. Some of these steps have external dependencies — payer enrollment in particular requires approval from the clearinghouse — so the earlier you start, the better.
Initiating Payer Enrollments
Payer enrollment is the process of registering your practice with each insurance payer to submit claims electronically. DrChrono uses eProvider Solutions (ePS) as its clearinghouse. Enrollment is initiated through DrChrono but processed externally, and approval timelines vary by payer.
Why this matters:
You cannot submit electronic claims to certain payers or receive ERAs from any payer until the enrollment with that payer is approved. If you're new to DrChrono, start enrollment on day one — not once you're ready to bill.
For Medicare and Medicaid Enrollments:
- Provider Transaction Access Number (PTAN) or Unique Provider ID (UPI) must be entered when starting enrollments for Medicare and Medicaid.
- The Payer ID "MCELG" must be enrolled in order to check eligibility for Medicare .
Submitting Your Fee Schedule
Your fee schedule indicates what your practice charges for each procedure code. Rather than entering rates manually for each code, DrChrono can upload your fee schedule as a spreadsheet so charges populate automatically when procedures are added to an appointment. Before uploading, ensure the columns in your spreadsheet match the fields in the Fee Schedule table — an incorrectly formatted file will result in import errors.
Configuring Medical Billing Account Settings
The preferences in the Medical Billing tab of Account Settings controls the default behaviors that apply across all claims for each provider's appointments — including whether codes are auto-copied in from a previous visit or the patient's chart, how provider and practice information appears on claims, how payments are posted, automating write-off rules, and more. Most of these settings are configured once and rarely revisited, but getting them right before your first claim submission is important. Errors at the settings level can affect every claim that follows.
Suggested next: Step 5 — Managing Offices
Next, set up the office locations where your practice delivers care — every scheduled appointment needs to be tied to one.
Helpful Resources
Payer Enrollment
- eProvider Solutions — How Do I Submit an Enrollment Request?
- eProvider Solutions — What Do the Different Statuses Mean?
- eProvider Solutions — How Do I Access the Portal?
- If I Have Submitted My EDI and/or ERA Paperwork, Can I Bill Claims Right Away?
- How Long Until I Am Approved to Submit Claims?
Fee Schedules
- Fee Schedule Overview
- How to Add a New Fee Schedule
- How to Inactivate an Entire Fee Schedule
- Editing an Existing Fee Schedule
- Setting up the Billing Picklist
- Creating Billing Profiles
Billing Settings
- Adding a Payer or Updating the Payer Address in DrChrono
- Entering an Additional NPI Number and Tax ID for Billing Purposes
- Setting up Claims Rules by Payer in Insurance Setup screen
- Optimizing Insurance Search Field with Search Enrolled Payers First
- Editing Billing Settings for Offices
Still Need Help?
Chat with Amelia by clicking Help at the bottom of your screen in your DrChrono account — available 24/7.
PRACTICE ADMINISTRATION | MANAGING OFFICES | 10-MINUTE READ
After reading this article, you will be able to create new office locations in DrChrono, configure their basic information and work schedules, and manage the offices you have set up in your account.
Before You Begin
REQUIREMENTS
You'll need the Settings and Office Settings permissions enabled for your account
Overview
What an office record is in DrChrono, why it matters, and how it connects to scheduling, billing, and staff access.
What is an Office?
An office in DrChrono is a record for each location where your practice delivers care — whether that's a physical clinic, a telehealth visit, or an outside location like a hospital, skilled nursing facility, or ambulatory surgery center. Every appointment is tied to an office, so each location needs its own record before your team can begin scheduling.
Each office stores its own name, address, hours of operation, and—if your practice submits claims through DrChrono—the office also holds the billing credentials (NPI and Tax ID) for that location, if unique. This ensures claims are submitted with the correct information for wherever your providers are seeing patients.
Creating and Configuring an Office
In practical terms, an office record controls the following:
- Basic information — the name, address, phone number, and time zone that appears on patient-facing documents and claims
- Work schedule — the days and hours during which appointments can be scheduled at that location
- Billing information — the NPI, tax ID, and payer-specific details associated with that location for claim submission (the NPI and Tax ID pulls from the provider's profile by default but can be overridden by office if the credentials are unique per location)
- Online schedule — whether patients can self-schedule at that location and how that scheduling widget is configured
- Exam rooms — the physical rooms available for scheduling at that location
- Staff access — which staff members are restricted to or associated with that location
If your practice operates out of a single location, you will have one office. If you have multiple locations, each should have its own office record — they should never be combined into one, as doing so will cause scheduling, reporting, and billing to reflect inaccurately.
SUCCESS TIP:
Only add billing information to an Office if the credentials are specific to that location. Some common examples include:
- Each office location has a unique group NPI or TIN on file with payers
- Providers see patients at a facility and that facility's address needs to populate Box 32 / Loop 2310C on the claim
Suggested next: Step 6 — Creating Profiles and Managing Practice Settings
With your offices in place, you're ready to set up appointment, billing, and reminder profiles — the settings that control how appointments are categorized, charged, and communicated to patients.
Helpful Resources
The following DrChrono knowledge base articles cover offices and related configuration in more detail:
Offices
- Create Offices
- Edit Basic Office Information
- Edit the Office Work Schedule
- Edit the Office Billing Information
- Set Up the Office Online Schedule
- Archive Offices
Facilities
Related
- Office Setup and Management
- Restrict Staff to an Office
- Where Can I Find My DrChrono Office ID?
- I'm Moving My Office Location — What Do I Need to Do?
Still Need Help?
Chat with Amelia by clicking Help at the bottom of your screen in your DrChrono account — available 24/7.
PRACTICE ADMINISTRATION | CREATING & MANAGING PRACTICE SETTINGS | 15-MINUTE READ
After reading this article, you will be able to create appointment, billing, and reminder profiles, and configure calendar and appointment settings for the providers in your practice.
Before You Begin
REQUIREMENTS
You'll need the Manage Permissions and Manage Accounts permissions enabled for your account
Have the following ready for each staff user: Full name, email address, role, and preferred username
When to complete this: Create profiles and adjust settings before your team begins using DrChrono. Profiles are applied directly to appointments, so it is recommended that they are created before your schedule is fully operational.
Overview
Profiles in DrChrono control how appointments are categorized, how charges are generated, and how patients are reminded about upcoming visits. Getting these right before go-live ensures your team isn't making manual corrections on individual appointments and that your billing starts clean from day one. This article covers the four key areas of profile and settings configuration: appointment profiles, billing profiles, reminder profiles, and calendar and appointment settings.
Setting up your Profiles
Already applied the Quick-Start Configurations?
If you imported the appointment, billing, and reminder profiles from the Quick-Start Configurations guide and don't need to add any additional profiles, you can skip this section.
Appointment Profiles
Appointment Profiles define the types of visits being scheduled — such as a new patient visit, follow-up, procedure, etc. On the calendar, they control the color and duration of the visit on your calendar. You can apply specific consent forms that patients will sign at check-in for the visit type. If the billing codes are static for this visit type, you can even associate a billing profiles with each appointment profile to default certain code(s) to the visit immediately upon applying the appointment profile to the appointment.
Billing Profiles
Billing Profiles define the default procedure codes, diagnosis codes, and fee schedule associated with a specific appointment type. When connected to an appointment profile, charges populate automatically when an appointment is created — reducing manual entry and the risk of missed charges.
SUCCESS TIP:
Billing Profiles can be connected to Appointment Profiles so codes are applied automatically at the time of scheduling. This is ideal for visits with predictable codes. They can always be overridden at the claim level. Learn how to set this up here.
Reminder Profiles
Reminder Profiles control how and when patients are notified about upcoming appointments, including the timing, delivery method (email, SMS, or phone call), and message content for each reminder your practice sends. Your account comes with a standard set of reminder profiles out of the box— use them as-is, edit them, or create new ones to fit your practice's workflow.
NOTE: Before configuring billing profiles, consult with your billing team and/or Practice Manager on billing codes needed for each visit type. Getting this right upfront will save significant correction time at the claim-level.
Configuring Calendar and Appointment Settings
Calendar and appointment settings control how scheduling behaves across your practice. Configuring these before your team starts booking keeps your front desk moving efficiently — the right duration defaults, display preferences, and appointment fields eliminate manual decisions at the time of scheduling and keep your calendar running smoothly.
Account Settings are Provider-Specific. If your practice has multiple providers, use the provider dropdown in the top-right corner to switch between providers and configure their settings. Settings configured for one provider will not automatically apply to others.
Setting up Online Scheduling
Making it easy for patients to schedule is directly tied to appointment volume. DrChrono supports two online scheduling options that reduce the burden on your front desk while improving access for patients.
1. OnPatient Scheduling allows patients to request or book basic appointments directly through the OnPatient portal. This is especially effective for established patients and reduces inbound scheduling calls.
2. The Scheduling Widget can be embedded on your practice's website, allowing new and existing patients to book appointments without calling the office.
In order to configure either of these scheduling methods, you must complete two steps to get started:
- Set up the schedule in the office, which you can learn how to set up here.
- For each provider needing online scheduling capabilities, go to Account Settings > General and:
- Enable "Access to online scheduling" for each provider needing online scheduling capabilities
- Disable "Allow Exam Room Overlaps"(not doing so will result in appointment slots still showing available after booking)
What to Know Before Implementing
There is some important nuance to be aware of when it comes to online scheduling in DrChrono:
- Scheduling Widget embed codes are by office and only factors availability for the "Primary Provider" associated with that office.
- What this means: If you have multiple providers in your practice, in order to leverage online scheduling, an office would need to be created for each provider. We typically suggest that practices with multiple providers (or scaling to multiple providers) use one of our integrated online scheduling partners to power their online scheduling needs.
- OnPatient Scheduling can only support one single type of appointment and one appointment duration
- What this means: If you have varying types of appointments with differing durations for each, enabling scheduling via OnPatient may not be the right approach to allowing self-scheduling.
Alternative Solutions: We highly recommend checking out our online scheduling partners available on our Partner Marketplace. Products like Holly by Nimblr specialize in online scheduling and integrate directly into DrChrono to provide a cohesive scheduling experience for your patients while not sacrificing seamlessness. Many of these integrated partners also deliver additional valuable features like an AI-powered receptionist agent, waitlisting, automated patient recall management, and more.
SUCCESS TIP:
Test online scheduling before enabling in OnPatient or embedding on your website. This ensures calendar settings are properly configured to prevent double-booking and confirms the booking experience works as expected before offering it to your patients.
Suggested next: Step 7 — Managing and Editing Clinical Forms
Once your scheduling and billing profiles are in place, take a closer look at Clinical Form Management — your hub for building and maintaining the clinical forms (templates) your providers will chart with as well as the intake forms used to capture patient information at check-in.
Helpful Resources
Appointment & Billing Profiles
- Creating Billing Profiles
- Connecting Billing and Appointment Profiles
- Billing Profiles and Fee Schedules
- Adding Billing Profiles from the Appointment Window
Calendar & Appointment Settings
- Setting a Default Appointment Time
- How Can I Change the Default Appointment Color?
- Duplicate Appointment Warning
- Creating and Using Reminder Profiles
- Creating a Custom Appointment Field
Account Settings
- Account Settings: Comprehensive Guide
- Account Settings: Profile
- Uploading Business Logo and Provider's Profile Picture
- Account Settings: General
- Set Time Zones in DrChrono
- Confirming a Provider's Identity for EPCS registration
- Setting Up PDMP with Bamboo Health
Online Scheduling
- Configuring the Online Schedule by Office
- Setting up the Online Scheduling Widget on your website
- Integrated Online Scheduling Solutions
Labs Setup
- Integrating Quest and LabCorp with DrChrono
- Quest Label Printing
- LabCorp Label Printing
- DYMO Label Printer Installation
Still Need Help?
Chat with Amelia by clicking Help at the bottom of your screen in your DrChrono account — available 24/7.
Overview | Finding Your Forms | Quick Actions | Options Menu
What is Clinical Form Management?
Clinical Form Management is your central hub for creating, organizing, and maintaining the custom clinical templates used in patient notes. Think of it as your form library — everything lives in one place and changes save automatically as you work.
Note:
Clinical Form Management requires Google Chrome. If you're using a different browser, switch to Chrome before proceeding.
Finding Your Forms
To access your forms, navigate to:
Clinical > Form Tools > Clinical Form Management
Your forms are listed alphabetically by default. You can:
- Search by name using the search box at the top
- Filter by tags using the tag search
- Sort by name (A–Z) or by the date last edited by clicking the column headers
Quick Actions
In the Action column next to each form, you'll find three options:
Edit (pencil icon): Open the form to make changes
Archive (box icon): Remove the form from active use
Options menu (three dots) : Access additional actions like sharing, duplicating, and more
Options Menu — What Each Action Does
Clicking the three-dot menu gives you these choices:
- Make Form Persistent - Keeps the form visible across all visits — best for long-term patient data like family history.
- Hide Form Name Header - Removes the form title from the top when the form is in use.
- Set as Default Form - This form loads automatically when creating a new entry. Only one form can be set as default at a time. Setting a new default will replace the previous one.
- Exclude from Complete Note - Keeps this form's data out of the compiled note.
- Share - Share the form with others via the Form Library or by email.
- Duplicate Form - Creates an exact copy — great for making variations without starting from scratch.
- Set as Workflow Form - Links this form to an automated workflow.
PRACTICE ADMINISTRATION | AUTOMATING YOUR PRACTICE | 10-MINUTE READ
Now that your practice is configured, it is time to double-check that it is optimized to work smarter for your practice. DrChrono includes automation features across every stage of the patient journey, from scheduling and intake to billing and collections. These features are designed to reduce manual work, minimize errors, and create a more consistent patient experience.
The list below organizes every available automation by workflow stage. Use it to identify where your practice is already optimized and where there's still opportunity to reduce manual effort.
Before the Visit
| Feature | What it does | Configured by | |
|---|---|---|---|
| ☐ | Online Scheduling | Allows patients to book appointments through the OnPatient portal or through a widget embedded on your website, reducing front desk phone volume. | Practice Administrator |
| ☐ | Reminder Profiles | Automatically sends patients appointment reminders via SMS, email, or phone at configured intervals before their visit. | Practice Administrator |
| ☐ | Follow-up Reminders | Automatically prompts patients to schedule follow-up appointments on a provider-recommended date — set up in advance and customized to fit your recall workflow. | Practice Administrator |
| ☐ | Auto Eligibility Checks | Automatically runs insurance eligibility verification for upcoming appointments without manual intervention. | Practice Administrator |
| ☐ | Eligibility Groups | Runs eligibility checks for a defined group of upcoming appointments in bulk. | Practice Administrator / Billing Manager |
| ☐ | No-Show Predictor | AI-powered insights to assign a risk score to each appointment, helping your practice identify which upcoming visits are most likely to no-show. | Practice Administrator |
During the Visit
| Feature | What it does | Configured by | |
|---|---|---|---|
| ☐ | EverHealth Scribe | Listens to the patient encounter and automatically generates clinical note content, reducing provider documentation time. | Provider |
| ☐ | Auto-start ePrior Authorization | Automates prior authorization requests when a pharmacy determines that a medication requires a PA— allowing providers to on patient care, not paperwork. | Practice Administrator |
| ☐ | Copy Previous Note / Persistent Forms | Automatically carries forward content from a patient's previous note into the current encounter. | Provider |
After the Visit — Charge Capture & Billing Status
| Feature | What it does | Configured by | |
|---|---|---|---|
| ☐ | Automate Billing Status via Clinical Note | Automatically updates billing status when a provider signs and locks a note, signaling your billing team that a visit is ready to work. | Practice Administrator |
| ☐ | Automate Billing Status via Balance | Configure additional billing status triggers — for example, automatically marking a claim "Paid in Full" when the balance reaches zero. | Practice Administrator / Billing Manager |
| ☐ | Bulk Submit Claims | Allows for submitting initial claims to a payer in bulk, saving time over submitting one claim at a time. | No Configuration Needed |
| ☐ | Daily Billing Problem Email | Automatically sends a daily email summary of claims with errors, rejections, or issues requiring attention. | Billing Manager |
Payment Posting & Collections
| Feature | What it does | Configured by | |
|---|---|---|---|
| ☐ | Auto Payment Allocation | Automatically allocates patient payments to open balances based on configured rules, eliminating manual allocation decisions. | Practice Administrator / Billing Manager |
| ☐ | Automated Balance Write-Off Rules | Automatically writes off small patient balances that fall below a defined threshold, reducing time spent on low-value collection efforts. | Practice Administrator / Billing Manager |
| ☐ | Automate Claim Adjustment | Define custom rules for how adjustment reason codes are handled during payment posting (e.g. route CO45 to a billing status for review instead of auto-adjusting it off). | Practice Administrator / Billing Manager |
| ☐ | Text-to-Pay | Sends patients a secure payment link via SMS after their visit, enabling payment without a phone call or mailed statement. | Practice Administrator |
| ☐ | OnPatient Patient Payments | Allows patients to view and pay outstanding balances through the OnPatient portal at any time. | Practice Administrator |
| ☐ | Enhanced Patient Statement Delivery | Automatically delivers patient statements via email or mail based on configured preferences, eliminating manual generation. | Practice Administrator / Billing Manager |
🎉 You're Ready to Be Your Practice's DrChrono Expert!
Congratulations! You've completed the Practice Administrator learning path.
By now, your DrChrono system should be fully configured and ready to support your practice. You now have the foundational knowledge to confidently manage users, maintain system settings, and keep your practice running smoothly as your needs evolve.
As your practice grows, you'll continue discovering new features and configuration options that can improve efficiency.
What's next?
- Continue exploring advanced features and configuration options as your practice's needs evolve.
- Take advantage of our AI-powered Chat Assistant, available 24/7, whenever you have a question. Whether you're looking for everyday best practices, step-by-step guidance, or help finding a feature, it's a fast and easy way to get answers on the spot.
- Bookmark the Knowledge Base as your go-to resource for system administration, best practices, and new features.
- As new employees join your practice, direct them to the learning path designed for their role to help them get up and running quickly.
You're now equipped to help your practice get the most out of DrChrono!