Setting Up a New CAREonsite Counseling Location

This guide explains how to onboard a new CAREonsite clinical location, complete administrative checklists, and configure customized patient intake forms and scheduling hubs.

This guide is intended for operations and administrative staff managing the rollout of new CAREonsite counseling contracts. Use this workflow whenever a new Statement of Work (SOW) is signed to ensure smooth clinical operations and correct patient booking.

Accessing Contracts and Documentation

Start by reviewing the signed paperwork to identify the site's unique requirements, staff assignments, and billing policies.

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To view rate calculations and pool rates:

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Completing the New Location/Employee Checklist

Clinical staff require extensive credentialing and setup before they can treat patients on-site.

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Building the Intake Form in Cognito Forms

Intake forms allow patients to fill out required paperwork digitally before their appointment.

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Configuring the Counseling Hub in Power Pages

Each site requires a custom web portal (Hub) to host the intake forms, counselor bios, and booking buttons.

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Embedding Feedback Forms via Iframe

For non-clinical feedback (e.g., "Questions about counseling"), embed a Microsoft Form directly into the Power Page.

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Setting Up Microsoft Bookings

The final step is configuring the scheduling availability for the onsite counselor.

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CAREonsite clients dictate the length of available booking sessions. Use this reference when setting the durations and buffers in Bookings:

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Q: Why do some counselors require a three-year tail coverage policy?

A: Specific site statements of work (SOWs), such as for construction environments, mandate three-year tail coverage so that any claims made after a policy terminates are still covered for that specific timeframe.

Q: Who processes the background checks and drug tests?

A: Background checks and drug tests are normally handled through Checkr. However, certain sites (like Google sites) require more extensive independent testing, meaning they process and manage their own drug panels.

Q: How do we duplicate a Power Pages site for a new location?

A: Power Pages does not currently support simple site duplication. You must open a reference site in one window and build the new site from scratch in another window, manually mirroring the settings, colors, and blocks.

Q: Why are abbreviations like "UNO" or "NBF" used for locations?

A: These abbreviations often reflect the project name or client designations. For example, UNO stands for University of Nebraska Omaha, though some abbreviations like NBF (Lincoln, Nebraska) are arbitrary project names provided by the client.

Q: How are different session lengths handled in Microsoft Bookings?

A: You adjust the duration and buffer times on the service to equal the total required session block. For example, if a client requests a 1-hour session, it is configured as 45 minutes with a 15-minute buffer so that appointments don't run back-to-back without a break.