How to Complete the Onboarding Spreadsheet in DocVilla: A Step-by-Step Guide for Practices and Providers

Managing your clinic's billing setup, CPT fee schedules, ICD-10 preferences, and payer details can seem overwhelming—especially when switching EMRs. With DocVilla, this process is simplified by using a standardized spreadsheet format that integrates seamlessly with your provider profile. Here's how to fill it out correctly, efficiently, and technically sound.

Important Initial Note:

✅ Do not add or delete any rows or columns in the spreadsheet. Keep the format exactly as provided. This ensures seamless importing into DocVilla’s backend system.

1. Chief Complaint (CC) Tab

Use this tab to predefine common Chief Complaints your clinic sees. These will appear in the patient encounter notes, streamlining your documentation.

Use each row to list a specific complaint (e.g., "Fever", "Back Pain", "Routine Check-up").
Keep entries concise and standardized.

✨ Tip: This setup improves efficiency and consistency for providers while charting.

DocVilla works with all kinds of specialties and practices e.g. Primary Care, Pediatrics, Mental Health, ObGyn, Weight Loss, etc. Every practice has its own chief complaints. This is the list of chief complaints that is also shown in the patient portal.

Where it Appears: While Booking appointment from Patient Portal

2. HP (History of Present Illness) Tab

What to do: Input common HPI narratives or keywords your providers typically use (e.g., "Asthma", "Rheumatism").
Use case: These will be prefilled or selectable in the patient visit note for faster charting.

Where it Appears: While Booking appointment from Patient Portal

3. CPT with Fee Schedule Tab

This tab is critical for billing setup and must be filled with maximum expected charges per CPT code.

Column Breakdown:

Code	Mod	Desc	Max Allowed

Code	Mod	Desc	Max Allowed
CPT code	Modifier (if any)	Description	Max charge

For the "Max Allowed" column, here's what you should do:
- Put your desired highest expected reimbursement per CPT code — this is the maximum amount you want DocVilla to bill for each service unless you already know your payers’ max rates. You can also tailor it per CPT code based on your typical reimbursements.
- Example:
  - If Aetna pays $10 and Humana pays $20 for the same CPT, you can set Max Allowed = $40 to give room for the highest possible payment.
  - DocVilla will bill using your Max Allowed and let each insurance payer decide what they'll reimburse.

Format: Use the following columns:
Code – CPT code (e.g., 99213)
Mod – Modifier (if applicable, e.g., 25 or 59)
Desc – Description of the service (e.g., Office Visit – Established Patient)

Where it Appears:

4. ICD-10 Favorites Tab

This section helps customize your Diagnosis code Favorites for quick access.

Enter all ICD-10 codes with their descriptions that you want visible in the Diagnosis section of the patient chart.
These become your clinic’s “Favorites” so you don’t have to search codes each time.

🛠️ Tip: Stick to the most-used codes in your specialty (e.g., E11.9 – Type 2 diabetes, M54.5 – Low back pain).

Where it Appears:

5. Payer Information Tab

When completing the Payer ID section, ensure the following are correctly filled:

Payer Name
Payer ID
Billing Provider Name – This should typically be your practice or organization name, not your individual name.
Billing Provider NPI – Use your organization’s NPI, unless you are credentialed solely under your individual NPI.
Tax ID – Match this to your billing entity (practice or organization).
Location – Your physical service location.

Payer Name	Payer ID	Billing Provider Name	Billing Provider NPI	Tax ID	Location

Payer Name	Payer ID	Billing Provider Name	Billing Provider NPI	Tax ID	Location
Aetna	60054	Your Clinic Name	1234567890	12-3456789	123 Main St, FL
Humana	61101	Your Clinic Name	1234567890	12-3456789	123 Main St, FL
BCBS Florida	00590	Your Clinic Name	1234567890	12-3456789	123 Main St, FL
Cigna	62308	Your Clinic Name	1234567890	12-3456789	123 Main St, FL
UnitedHealth	87726	Your Clinic Name	1234567890	12-3456789	123 Main St, FL

🛑 We’ve noticed some practices list their individual NPI as the billing provider. Usually, the billing provider should be your organization, and you should be listed as the rendering provider under that entity.

✅ Please confirm with your credentialing company whether your contracts are under your organization’s NPI or your individual NPI, and update the spreadsheet accordingly. In some cases, providers are credentialed under their individual NPI with certain providers, then please provide that information in the spreadsheet accordingly.

6. For eRx Transfer Requests (e.g., PurCOV Forms)

If you are switching from another EMR, you must indicate "Change of Vendor" on the eRx form.

This allows SureScripts to route refill requests to DocVilla from the previous EHR vendor.
Without this, prescriptions may continue to route to the old EMR.

Final Reminders:

Double-check all fields before submission.
Once the spreadsheet is completed, send it to your DocVilla implementation coordinator for upload.
You can always update or revise fields later, but accuracy now reduces delays during go-live.

Once you update the sheet email us at support@docvilla.com saying:

"I have updated this tab (e.g. CC, HPI, CPT, ICD 10) the sheet. Please upload those to my account."

We’ll take care of the rest! ✅

All the associated links are provided below for the reference:

https://docvillasupport.atlassian.net/wiki/x/AYCtRg