Employee Hub

Activate Email

Activate Virtru

Set Up TheraNest

Online Assessment Tools

HIPAA Awareness Training

Onboarding Checklist

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Welcome to Medens Health!

Medens Health was formed from a desire to provide quality, affordable, and comprehensive mental health therapy and assessments to individuals as long as they need them. While most community, sliding scale clinics have a very sterile environment, Medens strives to create a warm, inviting setting where everyone feels accepted and cared for.

At Medens Health, we’re all about serving, supporting, and enriching our community through mental health care - in whatever way works best for you. Whether your intention is to work full time in an office, part time from your home, or some combination of the two that best fits your life, we’ll be here providing billing and payment support, electronic intake forms and scheduling, client referrals, and office space.

Our interest lies in helping you succeed so you can better serve your clients - making mental health care more available and accessible to all. We’re excited to welcome you to our team and support you as we grow together!

Begin Onboarding

New Hire Documents

Please submit these forms as quickly as possible

Items 1–2 will be completed digitally:

1. Demographics Form

Basic information including your name, address, and an emergency contact. Fill out and submit the online form here.

2. Agreement

You should have received an email from DocuSign containing the employment agreement outlining our mutual responsibilities, client care, your compensation, and benefits. Please review this document, sign it, and submit it.

Items 3–6 will need to be printed:

Print, sign (if applicable), scan, and email to onboarding@medenshealth.com with the subject line “New hire documents for (your first and last name)”

3. IRS Forms

Complete the tax form appropriate to your status with Medens Health. Once you’ve filled out the PDF, you’ll need to print, sign, scan, and email it to the email address specified above.

Employees - Employee Withholding Certificate (W-4). Complete the fillable W-4 PDF on the IRS website so we can withhold the correct federal income tax from your pay.

Contractors - Request for Taxpayer Identification Number and Certification (W-9). Complete the fillable W-9 PDF on the IRS website to provide us with your correct taxpayer identification number so we can file an information return with the IRS.

4. USCIS Form I-9 for employment eligibility

(Employees only - contractors do not need to submit this form). We need to document that you are eligible to work in theUnited States. Complete the fillable PDF of Form I-9 on the USCIS website. Once you’ve filled out the PDF, you’ll need to print, sign, scan, and email it to the email address specified above, along with color photos of your qualifying document(s).

If you receive an error on the page stating that your PDF viewer is out of date, simply download the form by clicking on the last icon at the bottom with the arrow pointing to the computer.

5. Direct Deposit Election

If you’d like to have your net pay automatically deposited into your bank account, complete this form. This is a fillable PDF, so once you've filled out the form, you’ll need to print, sign, scan, and email it to the email address specified above, along with a scan or photo of a voided check.

6. Professional Documents

Both licensed and pre-licensed providers will need to submit scans or photos of the following professional documents to the email address specified above. These documents are needed to add you to the group’s roster to see insurance clients:

Your professional license or registration
Your diploma (Only needed for Medicare providers)
Your individual professional liability insurance policy

Activate Your Email

At Medens Health, we use Google Workspace, which will host your email, Google Docs, Google Calendar, and more. The set-up instructions and a description of all of the available features can be found in the Google Workspace Learning Center. Please bookmark the learning center for future reference.

Once your Medens Health email has been activated, a notice with the temporary password will be sent to your personal email address. You must open this email and activate your account within 48 hours, or the link will expire. If that happens, contact Kyle at kyle@medenshealth.com to have a new activation email sent to you.

To set up your Medens Health email:

Open the email from The Google Workspace Team within 48 hours and follow the instructions to log in for the first time.
Change your password (you will be prompted to do this).
Create an email signature (instructions can be found here).
If you will be using your Medens Health email on a mobile device, download the Gmail app from the App Store and set up your new email account on your mobile device.
Before you use your Medens Health email, be sure to activate Virtru for HIPAA compliance (instructions are on the next page of this packet).

Soon after your Medens Health email account is active, Gmail will automatically turn on encryption for your account. This means that you'll be forced to activate two factor authentication. Two factor authentication is an extra layer of security to protect your account by making sure it’s really you logging in.
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When this happens, use the code below to get past the block the first time:

56974272

You can set-up two-step authentication by 1) having a code texted to you every time you log in, 2) using the Gmail app as a second point for verification, or 3) using the Google Authenticator app. The Authenticator app is our preferred verification method since it's the most secure.

Activate Virtru

To enable HIPAA compliance on your Medens Health email

Medens Health uses a product called Virtru to add HIPAA compliance and encryption to our emails and shared files. You must use Virtru any time you are sending any kind of client information via email or file sharing. Failure to do so is a HIPAA violation.

Virtru is a Google Chrome extension, meaning that it lives in the cloud and does not need to be installed on your computer. It is extremely easy to activate and use. Once it is embedded in your Gmail account, you will only need to click a button to activate encryption on an email or shared files.

Because it is a Google Chrome extension, you will need to use Google Chrome when sending emails or files containing client information. To send and receive Virtru encrypted emails on your mobile devices, you will need to download the Gmail app.

Please activate Virtru any time you are sending any kind of client information via email or file sharing. This includes: emails to clients, emails to other providers about clients, requesting records on clients, etc. Please do not access, send, or receive emails on browsers other than Google Chrome or mobile apps other than the Gmail app, as they will not be protected by Virtru.

Once your Medens Health email is set up, you should receive an invitation email from Virtru. Click on the link in the email to complete the registration process.

Once you are registered with Virtru, please follow these steps to begin sending Virtru-encrypted emails:

Install Google Chrome on your computer if you don’t already have it. Make sure you install Chrome on any computer where you plan to use your Medens Health email.
For your mobile devices on which you plan to use your Medens email, install the Gmail app.
Install Virtru in your Gmail account (you must be using Google Chrome).
Install Virtru’s mobile app on any mobile devices in which you plan to use your Medens email

Once you have activated Virtru, check out these short tutorials to use its basic features:

How to Send a Virtru-Encrypted Email in Gmail
How to Revoke Virtru Encrypted Content if you send an email to the wrong person

Virtru also has advanced features that you can use as needed to add more safeguards when dealing with client information.

If interested, reference the videos below:

Security Feature: Persistent File Protection - Allows you to select, protect, and share a file with anyone while maintaining full visibility into how it is being used and retaining the ability to revoke access at any time.
Security Feature: Expiration Date - Restrict access to content after a particular point in time
Security Feature: Disable Forwarding - Ensures that your intended recipients can access the encrypted content but will stop any additional users from gaining access to the message.
Security Feature: Watermarking - Instead of being able to download a file you send, recipients will only have access in the Secure Reader and will see their email address watermarked across the document.

Set Up TheraNest

Medens Health uses TheraNest as our Electronic Health Record (EHR) system, managed billing service for insurance claims, and credit card processor. Please set aside at least an hour to get acquainted with TheraNest and complete your initial tasks.

Complete these tasks to start using TheraNest:

Bookmark TheraNest: Our TheraNest landing page can be found here. Please bookmark it for future reference.
Log in to TheraNest for the first time:
Your initial login credentials are:
Username: Your Medens Health email
Password: $HappyNewYear$
Change your password: You can do so by clicking on your name in the top right hand corner / My Profile / Change Password tab.
Watch the introduction video: To get acquainted with TheraNest, watch the introduction video below. The total viewing time is about 23 minutes.

TheraNest 101 - Product overview, how to create an appointment, notes, etc.

Please note: If you add your mobile number in the profile tab in TheraNest, it will be printed on any client statements or email receipts.

Update or Create Your NPI

Your NPI is a unique identification number that will follow you throughout your career in health care and is needed anytime health insurance is involved in patient care.

You can learn more about the NPI here: NPI - What You Need to Know

Experienced providers: Update your NPI listing

Add Medens Health as a servicing address using the office address that best corresponds with your location.
Please make sure that your taxonomy corresponds with your current specialty.
Add Kyle Lott (kyle@medenshealth.com) as a staff member to your record inNPPES. You can do that here.
Notify Kyle via email that you have updated your NPI and NPPES and tell him what your NPI number is.

New Providers: Obtain an NPI number

Get started here. The mailing address you enter will become public information, so we recommend that you list the Medens Health office address that best corresponds with your location.
Select the Taxonomy appropriate to your situation:

390200000X - Student in an Organized Health Care Education/Training Program
1041C0700X - Social Worker Clinical
103TC0700X - Psychologist Clinical
106H00000X - Marriage & Family Therapist
363LP0808X - Nurse Practitioner Psych/Mental Health
Select “Individual” for your entity type.
When you receive your number, please send it to Kyle (kyle@medenshealth.com).
Add Kyle Lott (kyle@medenshealth.com) as a staff member to your record inNPPES. You can do that here.

Set Up Reimbursify

At Medens Health, we encourage you to use a service called Reimbursify so your cash pay clients can electronically and conveniently file Superbills for speedy reimbursement. This allows you to provide a solution for cash pay clients who want to utilize their out-of-network benefits.

Research and set up Reimbursify:

Watch a quick demo video.
Visit Reimbursify's site for providers. There are several plans available, including a free provider plan where the client pays a nominal $1.99 processing fee for each Superbill.
If you decide you would like to utilize this service, be sure to set up your account before accepting cash pay clients.

Please note: this solution is only available for providers who hold a license to practice independently.

Create a CAQH Profile

Licensed Providers Only

CAQH is a database that insurers use for credentialing. You will need to create or update your CAQH profile so that Medens Health can process your applications for insurance credentials.

Providers who have a CAQH profile:

If you have already been credentialed with insurer(s), you already have a CAQH profile and number. You need to update it to reflect that you’re now practicing with Medens Health.

Go to the CAQH page and log in.
Refer to this Guide to Submitting Directory Changes for specific instructions on how to update your practice location.
When you update your practice location in CAQH, use the Medens Health address that best corresponds with your physical location. List Kyle Lott as the credentialing contact.
When updating work history, make sure that your resume doesn’t have any gaps.
Notify Kyle that you’ve updated your CAQH profile and send him your CAQH number.

Providers who do NOT have a CAQH profile:

If you have never been credentialed with an insurer, you do not have a CAQH number. You will need to register with CAQH ProView. Registering for the first time can take about an hour, but once your profile is set up, you never have to go through this process again.

Go to this page to register with CAQH ProView.
Refer to this Getting Started Guide for instructions to set up your CAQH account.
Pay close attention to the “Before you begin” section to ensure that you have everything you need before you get started. (Also on page 2 of the guide.)
When entering your work history, make sure that your CV doesn't have any gaps.
When you add your practice location in CAQH, use the Medens Health address that best corresponds with your physical location. List Kyle Lott as the credentialing contact.
When you're assigned an ID number, send it to Kyle, since he’ll need it when he submits your applications.

Activate FormDr

We use an service called FormDr to manage our intake forms. Clients may use their mobile phone, tablet, or computer to fill out their forms. Once the forms are submitted, we'll upload the entire packet to the client's file in our TheraNest.

Activate and learn to use FormDr:

Soon after your Medens Health email is set up, you should receive an email from FormDr to activate your account. Follow the instructions in the email.
Once you get logged in, take a few minutes and watch the demo on how to send forms to new clients. You can view the 5-minute tutorial here.
So you know what the forms look like to your clients, below is a link to our psychotherapy registration packet - you will use the same form packet for both insurance and self-pay clients.
View Form Packet
Once you get logged in and comfortable, send yourself a form packet so you can test the process and see what your clients will experience. Please delete it when you're done

Activate Accounts for Online Assessment Tools

Psychologists and Doctorate Interns Only

Medens Health has accounts with PAR, Pearson, and WPS so you'll have access to an extensive inventory of assessment batteries for testing. You'll be ready to administer assessments once you activate and learn how to use each account.

Prior to using these systems, ensure your internet connected device is using one of the supported operating systems and browsers listed below:

Operating systems:
Windows 10 or higher
Mac OS 10.9 or higher

Browsers:
Chrome
Firefox
Edge
Internet Explorer

Next, you'll need to 'Allow pop-ups' or turn off 'pop up blockers' depending on your chosen browser. Instructions can be found here.

Instructions for activating your accounts:

PAR

Your account with PARiConnect has been activated and you should have received an email with the subject You’ve been invited to join PARiConnect. If it’s not in your Inbox, check your Spam folder.

Open the email, click the link, and follow the instructions to complete the registration process and activate your PARiConnect account.
Bookmark this link -----> PARiConnect Login
Take a tour of the PARiConnect platform by watching Video: An overview of PARiConnect. (Duration: 31 minutes)

Pearson

Q-global is Pearson's web-based system for administering, scoring and reporting Pearson assessments. Your account with Pearson has been activated and you should have received an email with the subject Welcome to Q-global. If it’s not in your Inbox, check your Spam folder.

Open the email, click the link, and follow the instructions to complete the registration process and activate your account.
Bookmark this link -----> Q-global Login
It is recommended that you view these 4 training modules about various activities related to Q-global, including gaining access to Q-global, signing in and setting up your account, and how to generate reports. These training modules are also located in the Help Menu within the Q-global site.

Q-interactive is a 1:1 iPad-based testing system that helps administer, score, and report 20 different clinical assessments, including WAIS-IV, WISC–V, WIAT–III, and CELF-5. This allows you to minimize time spent administering tests. Activating your Q-global account grants you access to Q-interactive. Your login for Q-interactive is the same as your login for Q-global.

Bookmark this link -----> Q-interactive Login
Learn more about the basic functions of Q-interactive, including setting up and using an assessment, as well as other features that are available as part of our subscription.

Video: Q-interactive New User Workshop (Duration: 27 minutes)

WPS

To access WPS, you’ll need to register first.

Go here, select ‘Click Here to Register’ and follow the instructions.
Please use the same email format as your Q-global and PARiConnect accounts when registering.
Once your registration is processed, you’ll receive a confirmation message to complete the set-up. Open the email and follow the instructions.
Bookmark this link -----> WPS Online Evaluation System Login
Learn how to create a client, administer and score a form

Video: How to Use the WPS Online Evaluation System (Duration: 4 minutes)

HIPAA Awareness Training

Medens Health is a covered entity under HIPAA and we must comply with the rules' requirements to protect the privacy and security of health information and provide individuals with certain rights with respect to their health information.

In order for Medens Health to continuously meet this requirement, we require all of our new hires to complete a 1.5-hour HIPAA Awareness Training. This training provides an overview of the HIPAA Privacy regulations, as well as information and guidelines on each person's responsibilities under HIPAA to keep information private and confidential.

The training is self-paced and provided in an online / web-based format and it works on PCs, Macs, iPads, iPhones, Android Tablets, and Android Phones.

To log in and take the training you can go to:

URL: https://www.hipaatraining.com/login
Username: medenshealth
Password: @MedensHealth@

The training should take about 1.5 hours to complete. There is no requirement to complete it in one sitting, so if you get interrupted, you can simply log off or close the browser. Then when you want to resume, log in again and return to the last lesson you were reviewing.

At the end of the training there will be a final exam which you will need to successfully pass. You can take this exam as many times as you need in order to pass. If you do pass, you can still retake the final exam to get a higher score.

Once you pass, you will be prompted to enter your name. You will then receive a PDF certificate that you can save or print for your records. There is no need to send us a copy of the certificate, as the system will automatically send us one.

Please complete this task no later than two weeks from your start date.

Welcome to Medens Health!

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Welcome to Medens Health!

New Hire Documents

Activate Your Email

Activate Virtru

Set Up TheraNest

Update or Create Your NPI

Set Up Reimbursify

Create a CAQH Profile

Activate FormDr

Activate Accounts for Online Assessment Tools

HIPAA Awareness Training

Checklist of all tasks for new hires

Welcome to Medens Health!