Creating a New Practice

A PicassoMD administrator can create a new practice for a user from two different pathways:

Option 1: Create a Practice prior to new user registration

Option 2: Create a Practice from the Approval queue after a new user has registered

Option 1

Create a Practice prior to a new user registration: This occurs when PicassoMD admin anticipates a new user from a new practice will join.

Obtain the new practice information by locating the practice’s website via Google search to gather the information required to create a new practice [Name, Primary or Speciality, Phone Number, Fax Number (if available), Location(s), Email Domain].
From the practice website, the admin can also verify the correct spelling and format of the practice name, as it should appear on PicassoMD.
Next, login to PicassoMD web dashboard.
Click ‘Practices’ on left scroll menu bar
Click ‘Add New’

Enter Practice Name
Click ‘Type’ → Select if practice is a Primary or Specialist
Click ‘Networks’ → Select if practice part of a specific network (i.e. ACO, CIN that partners with PicassoMD)

Referral Information

This is where you will enter the contact information with practice-specific information where Referrals will be routed:
Enter practice’s primary scheduling phone number, as listed on the practice website.
*Note: Fax number and email are no longer a required field in order to create a Practice, however they can help facilitate communication between providers. Please list fax number and/or the general contact email address for the practice, when available.

Locations

Since many practices have multiple locations, PicassoMD allows providers to use unique practice locations when filtering for Referrals or Practice information.
‘Locations’ is where you can list out each specific practice location name with the associated address, which is obtained from the practice’s website.
- Name (optional) → This should be the descriptive name that the practice uses to describe the location. For example, One Medical's office locations are named for the neighborhood, eg. Dupont Circle, Metro Center
  - If no location name is entered, the default location name will be “City (Street Name)” e.g. if the practice location address is “1234 Main St, Springfield, OH 12345" the location name would be displayed as “Springfield (Main St)”
- Then click the blue ‘Create’ at the bottom of page. After creating the new practice then the admin will be able to add additional Practice locations by clicking ‘Add New’ next to Locations. The ‘Add New’ button to add additional locations is not visible until the practice is created.
- Add all practice locations using the same process as above.

Create a Practice from the Approval queue after a new user has registered

A PicassoMD administrator is notified that a new user registered by incoming alert in the Slack channel #app-notifications
PicassoMD admin will then go to the web dashboard to approve the user.
From web dashboard → Approvals on left scroll menu
From Approvals screen→ Scroll to bottom of approvals to find user’s name → pending approval and name of Practice listed.
Double check that the Practice is not already created in the system by using left scroll menu → ‘Practices’ → Search Practice Name

Providers who join PicassoMD may already have a Practice on our platform. The user may not know their practice is already in the system and therefore accidentally create a Practice that already exists on our network by typing in a Practice name that is different from the Practice name listed in our system.
To verify that the Practice has not already been created, PicassoMD admin will use the above workflow to search for the practice name.
Once the admin verifies that the new user’s Practice is not a duplicate that already exists in the system, then the admin will return to the Approvals page.
Choose ‘Create’ or ‘Choose’ to attach user to the correct Practice.

By selecting Choose, a list of all alphabetized practices on the PicassoMD dashboard will populate in a drop down menu. The admin can simply attach the User to the pre-existing Practice.
By selecting ‘Create’ this will take you to the dashboard page to Create a New Practice.