KeyNotes Onboarding Checklist

Comprehensive setup outline
v2.0 · KeyNotes EHR

About this checklist A comprehensive outline of everything KeyNotes needs to provision your agency. Print this and bring it to your team — or work through it on a call with us. Sections with rows or repeating entries are ready for multiple entries; photocopy or add lines as needed.

Client / Agency

Onboarding Date

Completed By

Agency Information

Legal business nameInclude DBA if different from legal name
Business address
Phone number
EINFederal tax ID number
UBIWA State business identifier
Agency NPI
Agency Taxonomy Code
State license number(s)Operating license, BH certification, etc.
AccreditationCARF, Joint Commission, etc. — if applicable

Key People

Name only — full user setup happens in section 03.

Executive Director / Owner
Clinical Supervisor
Billing Supervisor
Compliance / Privacy Officer
Primary KeyNotes contactWho we call with questions

Users

One entry per staff member with login access. Duplicate or photocopy as needed.

User 01

Full Name

Job Title

Individual NPI

Individual Taxonomy Code

BHO Provider TypeRN/LPN, ARNP, CDP, etc.

Signature Initials

Permission GroupAdmin · Clinical · Billing · Read-only

User 02

Full Name

Job Title

Individual NPI

Individual Taxonomy Code

BHO Provider Type

Signature Initials

Permission Group

User 03

Full Name

Job Title

Individual NPI

Individual Taxonomy Code

BHO Provider Type

Signature Initials

Permission Group

Funding Sources

One entry per payer. Includes insurance, Medicaid, self-pay, sliding-scale, etc.

Funding Source 01

Payer Company Name

Payer Mailing Address

Payer ID / EDI ID

Place of Service Code

Contract Effective Date

Fee Schedule Reference

Funding Source 02

Payer Company Name

Payer Mailing Address

Payer ID / EDI ID

Place of Service Code

Contract Effective Date

Fee Schedule Reference

Funding Source 03

Payer Company Name

Payer Mailing Address

Payer ID / EDI ID

Place of Service Code

Contract Effective Date

Fee Schedule Reference

ICD Billing Codes

Diagnosis codes used for billing. Each code can be linked to a funding source from section 04.

#	ICD Code	Description	Funding Source	Primary / Secondary
1
2
3
4
5
6
7
8
9
10

Activity Codes

The activities that tie clinical work to billing. Each activity has a Name, Title, Duration, and Type Code.

#	Name	Title	Duration	Type Code
1
2
3
4
5
6
7
8
9
10

Groups

Collections of clients scheduled for a specific activity. Each group references an Activity Code from section 06.

#	Group Name	Related Activity Code	Schedule / Notes
1
2
3
4
5
6
7
8

Clinical Setup

Templates and definitions that drive how clinical work gets documented.

Treatment plan templatesGroups of activities scheduled across a time frame
PhasesIntake → Active → Continuing → Discharge, or custom
Note templatesProgress notes, group notes, etc.
Document templatesIntake forms, assessments, custom forms
BHO reporting setupWA State / King County schemas

Billing Setup

Service / billing codesHCPCS, CPT codes you bill against
Clearinghouse credentialsOffice Ally, etc.
Stripe accountFor credit card billing — publishable + secret keys

Brand & Documents

Letterhead sample
Logo fileSVG or high-res PNG preferred
Other agency formsExisting intake, consent, or release forms to digitize
Intake / admission formsTheir templates or KeyNotes defaults

Integrations & Optional

Lab / toxicology vendorIf integrating lab results
Lab vendor API credentials
Telehealth platformZoom, Doxy, etc. — for session links
Calendar integrationIf syncing with Google/Outlook
CourtLinqIf court-mandated reporting needed