Let's get your practice
live on Osmind One.
A guided implementation, built around the way your team actually works.
This guide outlines what to expect during your implementation, how your dedicated Implementation Specialist will support you, and what you'll need to have ready before your first session.
Please review this page before your kickoff session. The more prepared you come, the more time we can spend on the things that matter most for your practice.
Four live sessions with your Implementation Specialist.
Two sessions before go-live to configure and train, two after to build confidence with your real workflows.
Kickoff & Setup
- Review your practice workflows and key stakeholders
- Configure foundational system settings and user access
- Introduction to the Osmind One interface and core workflows
- Assign your internal champion and define escalation paths
Training & Optimization
- Hands-on training for your primary users
- Workflow customization and best practices
- Go-live readiness review and open Q&A
Open Q&A / Co-Working
- Bring your real workflows and open questions
- Share your screen and work through tasks live with guidance
- Designed to build your team's confidence and independence
Ongoing support
- Priority support through Osmind's support ticket portal
- Osmind's full knowledge base and training documentation
- Async helpdesk support via ticket submission
What implementation does not cover.
So expectations are clear from day one — these items fall outside of included implementation support.
Need deeper support? Osmind offers additional paid implementation services for practices with complex workflows or multi-department needs. Ask your Implementation Specialist for details.
Gather these before kickoff.
These items directly affect your configuration, go-live timeline, and billing setup.
Practice-level information
- Practice Legal Name (as on CP575/IRS documentation)
- Tax Identification Number (TIN)
- Group NPI
- Billing Address
- Office type / specialty (e.g., Interventional Psychiatry)
- Services offered (TMS, Spravato, Med Mgmt, Therapy)
- Estimated Telehealth % vs. In-Person %
- Claims processing preference
- Write-off policy (courtesy, small balance threshold)
- Primary billing contact (name + email)
- Practice website and patient-facing contact info
- Practice logo (high-resolution preferred)
Locations
- Office name and designation (primary, secondary, etc.)
- Street address, city, state, zip
- Office phone and fax numbers
- Patient-facing contact info and arrival instructions
Staff & user access
- First name, last name, email address
- Role (clinician, biller, admin, MA, etc.)
- Notes for anyone with multiple roles
Clinician profiles
- Full legal name and credentials (MD, DO, APRN, etc.)
- Individual NPI
- License status, number, and state
- DEA number (if applicable)
- Credentialing taxonomy code
- Default supervising provider
- e-Prescribing / EPCS setup needs
- Additional states where services are provided
Services, visit types & scheduling
- All service/visit types, appointment durations, and self-pay rates
- Screeners attached to visit types (PHQ-9, GAD-7)
- Scheduling resources (TMS Machine, Spravato Chair)
- Patient location names (Suite 1, TMS Suite, etc.)
Billing and Payer Details
- Billing TIN and NPI
- Group number(s) / PTAN (required for Medicare)
- A billing contact who can complete necessary enrollments through ClaimMD.
Forms, consents & labs
- Upload custom consents and intake forms in advance
- Note service-specific forms (Spravato, TMS consents)
- Lab vendor name (Quest, Labcorp) + account number
- Vendor contact and bill-type confirmation
Please upload all payer contracts, fee schedules, welcome letters, and custom forms to your designated Google Drive folder before your kickoff session.
A few things worth remembering.
- 01
Complete your Data Collection Workbook
Your Implementation Specialist will share a Google Sheets Data Collection Workbook. Fill it out as completely as possible before Session 1 — the more complete it is, the faster your system gets configured.
- 02
Identify an internal champion
Designate one primary point of contact at your practice to own the implementation relationship and coordinate internally.
- 03
Credentialing runs on its own timeline
Payer enrollment can take weeks to months and runs in parallel to your Osmind One setup — it does not block your go-live date.
- 04
Data migration requires a separate agreement
If you're migrating patient data from a prior EHR, confirm scope and fees with your Osmind contact so that work can begin in parallel.
We're with you every step of the way.
Your dedicated Osmind Implementation Specialist is your primary point of contact throughout this process. Don't hesitate to reach out directly between sessions.