🤝Provider Sourced Patient Guide
👉 This section covers:
What are Provider Sourced Patients?
Provider sourced (PS) patients are clients that you source yourself, rather than patients referred through Berry Street's marketing channels. These patients follow a slightly different workflow than Berry Street sourced patients.
Adding Patients to Healthie: Two Methods
Method 1: Provider Sourced Booking Flow
When to use: This is the preferred method as it gathers all necessary information upfront and streamlines the process.
Benefits:
Collects all patient information, insurance details, and intake forms automatically
Allows patient to book their initial appointment immediately
Reduces administrative work for you
Ensures complete patient onboarding
To locate your unique booking link:
Log into the provider portal at meet.berrystreet.co
Navigate to “Manage Practice”
Copy your provider sourced booking link from the Manage Practice page to share with your prospective patients
What happens when patients go through the booking flow link above?
Booking process for in-network providers
If you are in-network, the patient will be able to book with you and also provide their credit card and insurance details upfront so we have everything we need
Out-of-network provider options
If you are out-of-network or not licensed in a state the patient is located in, the patient can choose to:
Proceed with a cash-pay option
Find another Berry Street provider who is in-network or licensed in their state
Tip: Bookmark this link for easy access and consider adding it to your email signature or business cards.
Method 2: Manually Input Into Healthie
When to use: When you want to add a patient directly without them going through the booking flow first.
How to manually add a patient to Healthie:
Log into Healthie and navigate to "Clients" from the side bar
Click "Add Client" in the upper right corner
Fill in the patient's first & last name and email address
Set the client group to “provider sourced - insurance”
Select “Do not send the client invite email”
Click “Add client” at the bottom
What happens after adding a patient to Healthie:
Patient receives a welcome email with login instructions
If the patient is in the provider sourced - insurance group, we automatically request their insurance information and date of birth - our system mimics the standard booking flow to gather necessary information. You can also instruct the patient to log into the Berry Street app to complete this information in the “Profile” section of the app
NOTE: Be sure to also request that they complete their billing information!
The patient can then schedule their initial appointment, you will need to manually schedule this for them if they are not using your PS booking link.
Provider Sourced Initial Availability Setup
Critical Requirement
Your availability MUST be set up on the "Initial Assessment - 90 Minutes (PS)" appointment type for patients to see available time slots when booking through your provider sourced link.
Setting Up Provider Sourced Availability
Log into Healthie and navigate to "Calendar" from the side bar
Select "Availability" above the calendar preview
Click "+ Add" in the upper right corner
Select "Weekly Availability"
Set your preferred days, start times, and end times
NOTE: Ensure you're blocking out at least 90 minutes for each availability slot
Choose "Initial Assessment - 90 Minutes (PS)" from the appointment type dropdown
Click "Add Weekly Availability"
Repeat for each day you want to offer PS initial appointments
Scheduling Follow-Up Appointments with PS Patients
How Patients Book Follow-Ups
Patients have two options for follow-up appointments:
Through the Berry Street Patient App (Recommended):
Patients can view your available follow-up times (make sure you have availability set up on your “Follow Up - 60 Minutes” appointment type as the patient app will use this appointment type by default)
Self-schedule at their convenience
Automatic confirmation and reminders
Manual Scheduling by Provider:
You can manually schedule follow-up appointments
*Both Berry Street and Provider Sourced patients use the same follow-up appointment types
Important Follow-Up Notes
Do NOT direct patients to use your Initial Assessment PS link for follow-ups, this link is only for initial appointments
Follow-up availability should be set on any appointment type labeled as a follow-up
Insurance and Private Pay Management
What to Expect After a Benefit Check
Once our team runs a benefit check, we will add a note into the patient’s profile in the “Overview” tab under “Insurance Eligibility”. When we add our note in here, you will automatically get an email notifying you of the patient’s coverage.
Note: We do not email the patient to let them know about their coverage if they are provider sourced, so once you get notification you can reach out to let the patient know what insurance coverage they have.
If You’re Not In Network
If a patient signs up but you are not in-network with their insurance, you can offer them your cash pay rates. If they choose to move forward, you’ll need to complete the following steps:
Ensure the patient has billing information on file. If they don’t, you can request that they complete this in the “Profile” section of the Berry Street app
Update the patient’s client group in Healthie:
Navigate to the patient’s profile
Select the “Actions” tab
Under “Group”, update the dropdown to “provider sourced - private pay”
Click “Save”
Add Appointment Pricing to the client’s profile for automatic charging
Navigate to the patient’s profile
Select the “Actions” tab
Add appointment pricing for each appointment type
Click “Save”
Additional Provider Tips
Best Practices for Provider Sourced Patients
Set Clear Expectations: Explain the process when sharing your booking link
Follow Up Promptly: Respond to new patient inquiries within 24 hours
Verify Information: Double-check insurance and contact details before the first appointment
Welcome Process: Consider sending a welcome message through Healthie chat after they book
Marketing Your Provider Sourced Link
Add the link to your professional website
Include it in email signatures
Share on professional social media profiles
Use in networking conversations
Add to business cards or professional materials
Troubleshooting
If Your Patient Can't See Available Times:
Verify your "Initial Assessment - 90 Minutes (PS)" availability is set up correctly
Check that you haven't accidentally blocked the times they're looking for
Ensure your availability is set for future dates, not just past dates
Ensure your block of availability is set for at least 90 minutes minimum
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