Onboarding a 5-provider group practice in week one

At five providers, get everyone charting through the system by the end of day five, with the office manager as workspace owner and a handoff to a week-two rhythm. Times assume one administrator and five clinicians. Adjust as needed.

Before day one

Two things should be in place before Monday morning.

The workspace exists and the administrator has owner access. Sign up at nextvisit.app/register. Confirm clinic profile, NPI, and tax ID under Settings > Clinic. Confirm at least one Service Location. If the practice has multiple locations, configure all of them. The Service Location Assigned event drives a lot of downstream automation.

The BAA is signed. Have the provider list, credentialing data, and any payer enrollment ready to import. If the practice uses the insurance billing module, credentialing and payer-network data live under /apps/insurance.

Block one hour on each provider’s calendar on day one. Block 30 minutes on days two through five. Five hours of provider time across the week is the rough target. Block two hours on the administrator’s calendar each day.

Day 1 (Monday): workspace foundation and provider invites

Morning is administrator time.

• Confirm clinic profile, providers, and Service Locations under Settings > Clinic.
• Generate any required API keys under Settings > Tools and AI > API Keys. Most groups do not need API access in week one; document the path for later.
• Decide naming conventions for templates, automations, and patient tags. Write them down. Consistency keeps the workspace from sprawling.
• Set up the provider list and send invitations.

Afternoon is provider time. Each provider gets a 60-minute session:

• 10 minutes: workspace tour and credit-meter awareness.
• 20 minutes: New Recording flow. The provider records a sample visit (real or simulated) end to end and watches the note generate.
• 20 minutes: editing the draft, signing the encounter, watching the claim auto-create on the insurance side if applicable.
• 10 minutes: questions and the next-day plan.

End-of-day check: every provider has signed at least one encounter, understands the mobile flow at a basic level, and knows where the credit meter is and roughly what daily usage will look like.

Day 2 (Tuesday): chart in the system, tune the defaults

First full clinical day. Providers chart their normal panel through Nextvisit on the default templates.

The administrator observes. Walk the floor (or join a mid-day video call) and ask three questions per provider:

• Are the drafts close to what you would have written, or far off?
• What are you editing on every chart?
• Is credit usage per visit roughly what you expected?

Capture the answers. Recurring edits are the day-three target. Far-off drafts on a visit type are the day-four target.

End-of-day check: every provider has charted a normal half-day or full day. The administrator has a list of recurring per-provider edits.

Day 3 (Wednesday): structural settings and personalization

Each provider spends 30 minutes on the structural levers.

• Style preferences in Settings > Account: bullets vs prose for MSE, “no SI reported” vs “denies SI,” default follow-up format.
• Coding behavior under Settings > Tools and AI > Insurance Coding: confidence threshold, default code sets, specialty-specific rules.
• If a recurring edit is structural rather than stylistic, capture it as a setting now. Five minutes removes the edit from every later chart.

The administrator reviews the credit meter, the encounter list, and claims that auto-generated on day two. Confirm that signed encounters with ICD-10 codes flowed into /apps/insurance/claims. If they did not, fix it today, before the week’s billing depends on it.

End-of-day check: providers report a visible drop in editing time vs day two. Administrator has confirmed the encounter-to-claim flow.

Day 4 (Thursday): custom templates for the visit types that need them

Most providers have one or two visit types the defaults handle poorly. Spend 30 minutes per provider in the template editor at /apps/custom-prompts.

• The provider brings a real recent example of the visit type, anonymized.
• The provider and administrator (or the provider alone) build the template using the “Build a custom intake template” guide.
• The provider applies the template to the next two visits of that type and edits the drafts.
• By end of day, each provider has at least one custom template running.

If the practice has cross-provider visit types (Spravato, TMS, MAT, lithium monitoring), build those once and share them. Shared templates beat per-provider ones.

End-of-day check: at least one custom template per provider, plus any practice-wide templates, are saved and in use.

Day 5 (Friday): automations, review, and the operating rhythm

Set up the automations that save the most admin time. Then review the week and lock the operating rhythm.

Three automations worth setting up in week one:

• A scheduled task that aggregates unsigned encounters older than three days, with provider names, due to the administrator. Monday at 8 AM. Intelligence level Fast. Patient/encounter tools on.
• An event-based task on Encounter Signed that drafts a referral or follow-up letter when the chart contains specific markers (a new diagnosis, a referral order). Specialty-dependent.
• An event-based task on Document OCR Complete that summarizes inbound records into a one-paragraph chart insert. The administrator reviews and routes.

Tasks live at /apps/tasks. Default to Normal intelligence. Reserve Ultra for complex weekly aggregates and Budget for high-volume, low-stakes routing.

Fifteen minutes with each provider:

• Editing time per chart, day one vs day five.
• Any visit type still producing far-off drafts.
• Settings or templates that need a second-round adjustment.
• Confidence heading into week two.

The administrator’s review: signed encounters vs last week, anything stuck in Processing or Ready more than 48 hours, claims that did not auto-generate, credit usage, and provider feedback.

End-of-day check: routine visits are signing with little editing, custom templates are saved, the first three automations are running, and week-two priorities are written down.

What week-one success looks like

By Friday you should see:

• Editing time on routine visits down 60 to 80 percent from Monday.
• Every provider charted through the system on every clinical day.
• Custom templates running for the visit types defaults missed.
• Encounter-to-claim running without workarounds.

If three of five providers hit those marks, week one succeeded. If two or fewer did, week two is coaching, not scaling.

Week two and beyond

Daily: chart every clinical visit. Review unsigned encounters and stuck claims. Weekly: credit meter, claims pipeline, provider feedback. Monthly: hours saved, same-day claims, denials, and any payer-mandated MBC scores.