Chapter 4: Agency Settings & Account Profile
Chapter Overview
What You'll Learn:
- How to open Settings and what appears in the settings sidebar
- How to edit Account Profile (and what is locked in production)
- Where CCN, communications numbers, and subscription info appear
- Where Agreements live (full EMR vs billing-only)
Time to Complete: 10–15 minutes
Who Should Read This: Agency Administrators
Prerequisites: Chapter 1, Chapter 2
Text-only. Labels match the screen.
4.1 How to Open Settings
- Click the Settings gear in the top bar.
- Choose Settings from the menu.
- You arrive at
/dashboard/settings→ Account Profile by default.
The left column inside Settings is titled Agency Settings (full EMR). Billing-only agencies see a shorter Settings list.
4.2 Settings Sidebar — What You See
Full EMR
| Item | Who / when |
|---|---|
| Account Profile | All admins using Settings |
| User Management | Agency Administrator |
| Payer Setup | Users with manage-payers permission |
| Agreements | Production only (hidden in sandbox) |
| Roles & Permissions | Agency Administrator / role managers |
| Branch Management | Multi-Branch feature + manage-branches permission |
| Clinical Settings | Clinical configuration access |
Sandbox shows a Sandbox chip on the settings header. Agreements is omitted in sandbox.
Billing-only
Only Account Profile appears under Settings.
Agreements is opened from the main sidebar: Setup → Agreements (/dashboard/agreements).
4.3 Account Profile — Layout
On Account Profile (Agency Administrator), you typically see these blocks:
Agency details / Legal & identifiers
- Agency legal name
- Tax ID
- NPI number
- EDI Trading Partner ID
- CMS certification (CCN) — helper text that it is assigned by your administrator (read-only)
Service location
- Address line 1, Address line 2 (optional), City, State, ZIP code
Contact
- Phone, Fax, Agency email
Communications numbers
- SMS phone number
- Fax number
If empty: Not provisioned yet
Full SMS/fax workflows: Chapter 9: Communications
Scheduling Timezone
- Agency scheduling timezone
Ohio Medicaid / Sandata identifiers (when configured)
- Ohio Medicaid Provider ID — required before uploading Sandata Visits Claims Verification Status files (Chapter 35) and for Alt-EVV agency linking (Chapter 28)
- Sandata Account ID — read-only; auto-set on the first successful Sandata Migration upload
Agency logo
- Current logo preview; edit via Edit agency
Subscription (hidden in sandbox)
- Patient capacity, Current plan, seats (e.g. up to N team seats), Status, Last subscribed
- CTA: Manage subscription
Security / Account
- Change password
- Log out
Non-administrators see Your profile (name, email, phone) plus password change — not the full agency legal block.
4.4 Edit Agency
Click Edit agency.
| Field | Sandbox | Production |
|---|---|---|
| Agency legal name, Tax ID, NPI, Address line 1, City, State, ZIP | Editable | Read-only — Contact support to update this field |
| CMS certification (CCN) | Read-only | Read-only — assigned by administrator |
| EDI Trading Partner ID, Address line 2, Phone, Fax, Agency email, Scheduling timezone, logo | Editable | Editable |
Logo actions: Upload New Logo, Remove picture.
Save with Save Changes or Cancel.
Agencies do not type their own CCN for go-live. CCN is assigned/managed by Betasky administrators. Missing CCN on a production full-EMR agency can trigger Pre-Certification Mode (billing limited).
4.5 Agreements
| Agency type | Where |
|---|---|
| Full EMR (production) | Settings → Agreements |
| Billing-only | Sidebar Setup → Agreements |
| Sandbox | Not in Settings — Dropbox Sign emails during go-live |
Full document matrix, statuses, Ohio EFT steps, and agency vs Betasky staff rules: Chapter 13: Agreements & Enrollments.
Go-live request / convert / wipe: Chapter 14.
4.6 Billing-Only Differences
- Settings sidebar = Account Profile only
- No User Management / Payer Setup / Branch / Clinical / Roles inside Settings
- Payer Setup and Agreements use the main sidebar instead
4.7 Common Mistakes
- Looking for a gear menu item labeled “Agency Settings” — the menu says Settings.
- Trying to edit CCN yourself — it is read-only.
- Expecting Agreements in sandbox settings — hidden until production.
- Assuming production legal name / NPI / primary address stay freely editable — contact support.
- Looking for Clients → Agreements as an agency user — that is Betasky Super Admin only.
4.8 Quick Checklist
- Opened Settings → Account Profile
- Confirmed CCN display / communications numbers
- Know what is locked in production
- Know where Agreements live for your agency type