Phase 1 — Day 1
0/11Access & Integrations
Complete these steps before anything else. Some integrations take several days to activate, so submit requests early.
Account Access
Log in to Osmind
Your credentials will be emailed within 48 business hours after signing the contract. Check your spam folder if you don't see it. The email will come from no-reply@care.osmind.org to the address you provided. Contact us with any questions!
Invite team members
Add staff, billing coordinators, or other providers by submitting an Add EHR User form. User roles include permission settings. Review the permission summary below to select the appropriate role for your team. If a team member needs to have different permissions in the future, please contact us.
Set up your practice profile
Add your NPI and check your practice address is correct by clicking in Organization → Settings.
Discuss data migration
If importing demographics or records from a prior EHR, please complete a ticket as soon as possible.
Know how to reach Support
For assistance, contact our Support team via the Customer Portal, use the HELP button at the bottom right to chat, or email getsupport@osmind.org. You can also visit the Osmind Knowledge Base for resources. We are here to help!
Submit Integration Requests Early
Some features require activation and can take time to turn on. Submit these via the Customer Portal as soon as possible.
Submit integration requests
Go to the Customer Portal → Create Ticket and submit the required forms.
PDMP
View your state's prescription drug monitoring program directly in the EHR.
Lab integrations
Connect reference labs for in-app result delivery. Available for practices on eligible plans (such as Osmind One) with no additional Osmind fees. Submit the Labs Integration Request form and select your lab setup type: Quest, LabCorp, other vendor, or e-Labs Direct cash-pay.
Set up credit card processing
Osmind partners with Stripe to provide secure payment processing. This form collects the information required to enable payments for your account. Please submit one form per practice or account.
Your practice website must be active and accessible before you can complete Stripe account setup — Stripe requires an active website URL to verify practice details.
Tip: Submit integration forms on Day 1. Some take several business days to activate and can block your billing or prescribing workflow if delayed.
Phase 2
0/7Core Scheduling Setup
Configure scheduling before adding real patients so everything is ready on day one.
Appointment Types & Locations
Create your appointment types
Add every session type you offer (e.g., Intake Evaluation, Medication Management, Follow-Up, Spravato Session, TMS Session).
Add practice locations
Required if you see patients at more than one office, or via telehealth.
Enable patient self-booking
Choose which appointment types patients can book on their own.
Color-code your calendar
Go to Settings → Color Schemes for at-a-glance schedule reading.
Migrating from another EHR?: Match your previous appointment type names exactly to ensure a clean data import.
Availability & Calendar Sync
Set your availability
Go to Settings → Availability and define your working hours.
Connect your external calendar
Sync with Google Calendar (two-way), Outlook (two-way), or Apple Calendar (one-way) to prevent double-booking.
Configure appointment reminders
Set automated email and text reminders per appointment type to reduce no-shows. Navigate to Settings (gear icon) → Calendar → Appointments → Appointment Alerts.
Phase 3
0/7Patient Intake & Forms
Set up your intake workflow before your first patient books. Once configured, forms send automatically.
Patient Groups & Intake Flows
Create patient groups
At minimum, create a New Patients group and an Established Patients group. Groups control which forms patients automatically receive. Navigate to Patients → Groups.
Review your default intake flow
Osmind includes a default flow. Find it under Forms → Intake Flows.
Customize your intake flow
Use drag-and-drop editing to add, remove, or reorder form sections to match your practice.
Add treatment-specific intake flows
Create separate flows for Spravato, TMS, ketamine, or other specialty services if needed.
Verify forms send automatically
Link forms to patient groups so they send on patient creation without any manual steps.
Link Forms to Appointment Types
In addition to intake flows, you can send forms automatically based on appointment type — useful for visit-specific documentation.
Attach consent forms per appointment type & configure form timing
Attach forms to an appointment type — for example, a Spravato consent form sent at booking, or a symptom checklist sent before a visit — then choose whether each form sends after booking, before the appointment, or after the visit.
Add rating scales
Choose from 50+ validated scales (PHQ-9, GAD-7, PCL-5, etc.) to automate outcomes tracking. Go to Settings → Features → Journal Entries → Metrics → Add custom metrics. These will appear in every patient chart under the Metrics section.
Best practice: Use Intake Flows for onboarding forms and patient history. Use Appointment Type forms for visit-specific screeners, consents, and procedure documentation.
Phase 4
0/3Charting & Documentation
Understand your note templates and smart phrases before seeing your first patient to save time on every visit.
Review charting templates
Osmind includes psychiatry-specific templates. Browse them under the Forms section.
Custom Note Template
Use our Custom Note Template with your smart phrases if our included charting templates don't work for you.
Add smart phrases
Create text shortcuts for commonly typed phrases to speed up documentation.
Heads up: Our charting templates include built-in logic, like REMS submission, that will not work if you duplicate or edit them.
Phase 5
0/8Billing & Payments
Configure billing settings before your first visit so invoicing flows without delays.
Set Up Service Codes
Service Codes are your central hub for managing the CPT codes tied to your practice. Setting these up first ensures consistency across superbills, claims, and appointment pricing.
Enable Pricing per Appointment Type
Go to Settings → Appointments → Payments and Credits and toggle on Pricing per Appointment Type. This must be enabled before you can attach CPT codes to appointment types.
Add your CPT codes
Go to Settings → Services → + Add. Search by code number (e.g., 90832) or description (e.g., "psychotherapy"). Set a default price per unit — this is your standard fee schedule rate.
Add payer-specific contracted rates (if billing insurance)
In Settings → Insurance Settings, enable Contracted (Allowed) Rate by Payer. Then, for each CPT code in Services, add your contracted rate per payer. This tracks what each insurer will actually pay and supports accurate patient responsibility calculations.
Note: Units on CPT codes represent time. Most codes use 15-minute units — for example, a 60-minute session billed as 4 units at $32.50/unit = $130. Double-check unit definitions for each code before setting your rate.
Link CPT Codes to Appointment Types
Once your Service Codes are set up, attach them to the appointment types you created in Phase 2. This is what enables automated claim creation downstream.
Attach a CPT code to each billable appointment type
Go to Settings → Appointment Types → Edit → expand the Pricing section → select the CPT code and enter the number of units.
Set up superbill generation
If you're out-of-network, configure superbills so patients can submit for reimbursement directly from the Osmind app.
Configure Billing Providers & Service Facilities
Claims integrations only. Relevant if you submit claims through Osmind's Claim.MD or Office Ally integration. These fields populate Boxes 32 and 33 on the CMS 1500 and cannot be fully validated until you run a test claim. Complete this step after adding your first patient.
Add your Billing Provider
Go to Settings → Insurance → Billing Providers and add your practice's billing entity (name, address, NPI Type 2/Group NPI, and Tax ID/EIN). This populates Box 33 on the CMS 1500. Set one as the default.
Add your Service Facility/Facilities
Add directly on your first CMS 1500 form. Enter the location where services are rendered, including the facility NPI. Each facility you add becomes available in the claim form dropdown going forward.
Run a test claim and verify
After your first patient appointment, generate a CMS 1500 and review that Box 32 (Service Facility) and Box 33 (Billing Provider) populate correctly before submitting to the clearinghouse.
Tip: Adding more billing entities or locations — for example, a separate telehealth Place of Service (POS 02) — can be done from the claim form dropdown via "Add New Billing Provider" or "Add New Service Facility". Also: if Box 32 and Box 33 contain identical information, the clearinghouse will typically strip Box 32 from the EDI file — this is expected.
Phase 6
0/4Add Your First Patient
Once setup is complete, add a test patient to verify your full workflow before going live.
Add a test patient
Go to Patients → Add Patient and enter a name and email address. You can create test patients to verify intake flows and forms, but test clinician accounts cannot be created.
Verify intake forms send automatically
Confirm the patient receives their portal invite and the correct intake forms.
Test the patient portal experience
Open the portal invite as your test patient to see exactly what they see.
Add your real patients
Once your workflow is verified, begin adding your patient roster.
Optional
0/7Advanced Setup
These steps aren't required on day one, but unlock additional efficiency as your practice grows.
Patient Engagement & Communication
Share your booking link with patients
Copy your personalized booking URL or embed it on your website so patients can schedule themselves.
Set up broadcast messaging
Send a single message to all patients for closures, schedule updates, or announcements.
Create patient engagement programs
Deliver videos, documents, and forms to enrolled patients on a custom schedule.
Configure measurement-based care
Automate rating scale delivery and review outcome trend graphs between visits.
Group Practices & Multi-Provider Teams
Set provider-level availability
Each provider should configure their own availability and calendar sync.
Assign appointment types by provider
Use the "Requires Provider" setting to control which providers patients can book with.
In Google Calendar, share the Osmind calendar with team members who only have access to GCal to prevent double-booking.