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HCAI Setup & Workflow
Resources & Prerequisites
Clinicmaster’s HCAI integration will save you ample time if set up correctly. Take full advantage of its perks.
A clinic that can leverage the full power of Clinicmaster’s HCAI integration would never need to use the portal and will be able to create and submit plans and invoices in minutes or even seconds.
While it takes a solid and consistent workflow, implementation has a major payoff. The HCAI certified integration will encourage you to use the right workflows and adhere to treatment plans, meaning clear and consistent tracking on plans.
We are aiming to get everyone live by Thursday, October 1st. Clinics that need more hands on help can grab the 5h package available until September 30th. Those who already have will receive complementary assistance within reason, as a show of appreciation.
After that, the 1h sessions remain available.
HCAI Registration
To make any submissions to HCAI, your clinics must be fully registered. This means not only having a working account with HCAI, but having completed and passed all required FSRAO certification, including the full background check for all owners.
I’m lost: send a quick Email to ibrahim.hayek@hayekclinicsolutions.com and I will help you get oriented.
Admin Dashboard Access
To complete initial setup, you must have access to admin dashboard.
What to look for: There will be a Facility Management tab. At the bottom left of that page, there is a tile for third party provider. You must create a username and password for Clinicmaster.
Base Configuration
To enable the integration, you must fill in the General tab with the username and password created for Clinicmaster as well as complete all relevant facility information.
Where to find it: Clinicmaster → Settings → Cases → Case Integration Types.
Providers
Each provider using the integration must have their licenses and disciplines correctly set up. These will be linked to their HCAI profiles in the next tab.
What to check: Clinicmaster → Manage → Practitioners → Practitioners. Open each relevant profile and check the License and Discipline tabs.
HCAI Case Templates
Your HCAI Case templates (OCF-23s and/or OCF-18s along with their extensions) must be set up in accordance with HCAI guidelines.
What to review: The treatment plan is a direct mirror of your OCF-23/OCF-18 and its subsequent OCF-21B/OCF-21C. Make sure it it configured correctly for booking and billing.
Helpful Resources
Clinicmaster Documentation
Refer to Clinicmaster’s help documentation as needed.
Support Tickets
For technical issues, submit a ticket through Clinicmaster support. For Physiomed-specific concerns, copy Olivia & Ibrahim so the right priority is applied.
Franchise configuration & decisions
For topics, questions, escalations, or confirmation that affect everyone at Physiomed, or if you’re not sure, please reach out to Olivia and I. We will orient and guide as necessary and discuss any necessary changes before applying at Head Office level.
The Reactivation Campaign launches May 22nd. This package gets your clinic ready and gives you hours to spare for whatever else needs cleaning up.
Five hours of focused setup, training, and consultation, structured around what your clinic actually needs, starting with a FREE Consultation call.
HCAI Configuration - Proper setup so your auto insurance billing runs smoothly without bottlenecks. Complementary and does not count towards the 5 hours, as this is a head office initiative. Bundled as a thank you for your trust and partnership.
Chart notes - All documents brought into Clinicmaster, so you can go paperless and ensure everything is where it should be - in the client’s profile instead of a drawer.
AI Charting - Setup, workflow integration, and team training so your practitioners save time without sacrificing chart quality.
Client & Practitioner Portals - Configuration review and clean-up so they actually work for your team and patients. Service-by-service audit, booking tag configuration, and team training so clients book the right way.
Workflows & Case Templates - Build a "gold standard" setup your team can follow consistently.
Anything else - Cleaning up Clinicmaster data, building reports, troubleshooting issues, training new staff. If it's clinic operations, it's on the table.
A 5-hour setup and training package built for Physiomed clinics ready to take their operations to the next level, just in time for the Reactivation Campaign launch.
⏰Available until September 30th
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*Already completed training sessions with me?
You can upgrade to this package and only pay the difference. Reach out directly and we'll work out the math based on what you've already purchased - no need to start from scratch.
Questions?
Reach out directly