Welcome to Whole Health

How this works

Ten minutes here saves a lot of back-and-forth later: what to set up before your first patient, how a session runs, and what has to happen before a visit counts.

1 · Before your first patient

Patients can’t book you until your credentials and the two core agreements are done. Everything below is under More (bottom bar) or Settings.

• Credentials — NPI, license number and expiry, malpractice insurance. Keep the expiry dates right: a lapsed license or policy switches your access off automatically. When you renew, upload the new certificate — you stay bookable while admin checks it.
• Legal — sign the HIPAA / PHI Agreement and the Independent Contractor Agreement (these two gate booking), plus the No Patient Charges Agreement and the Attendance & No-Show Policy.
• HIPAA annual — in Legal, open the HIPAA annual card and tap Read & sign. Good for 12 months; you’ll be reminded at 90, 60 and 30 days.
• Practice Locations — the offices you work from. Open each one, tap Edit, and fill in Access for patients (step-free entry, access notes, table weight limit).
• Calendar settings — your Weekly hours by location (pick a location, set the hours, tap Save hours for this location) and blocked time — use All day for a day off. If it isn’t in your hours, nobody can book it. Connect Google here if you want visits in your Google Calendar.
• Booking — every visit is 60 minutes. Set your Buffer After Each Patient, whether you allow back-to-back sessions, and any booking limit per patient.

2 · Who your patients are

Everyone you treat is a veteran referred through VA Community Care. Each referral has an authorization number, a diagnosis, a session limit (usually 12) and an expiry date — you’ll see Session 5 of 12 on the visit.

• Treat what the referral covers — a body region outside it turns amber and is marked “outside referral.” Take that seriously — it can void the claim.
• Continuation is automatic — for the condition they were referred for, the continuation request (RFS) is sent for you after the 10th session or within 45 days of the referral expiring, whichever comes first.
• New problems are yours to flag — a different body area or specialty goes in the RFS question when you sign the note (step 3).
• Earlier notes need permission — another provider’s notes stay blurred until the patient agrees. Tap Request permission to view chart on the patient chart — they get a message and answer in their app.

3 · A session, start to finish

Built to be tapped through on your phone while you work — not written up later from memory.

1. Check they’ve checked in.
   From 30 minutes before, the patient rates their pain 0–10 in their app. If they haven’t, ask them to — it’s the “before” number. A new referral also needs their quick health update first.
2. Open the visit on Calendar and start Session Capture.
   Tap the appointment, then the session button.
3. Arrived.
   Tap what they tell you: how they’ve been, where it hurts, whether it radiates, and a few diagnosis questions. Seconds, not sentences.
4. In treatment.
   Body regions (pre-selected from the referral), techniques, pressure and one functional measure. Watch for amber regions.
5. Wrapping up.
   Plan and aftercare, then Complete Session. The patient gets a text for their after-session pain score — encourage them to answer before they leave.
6. Review the note in Notes.
   Your taps have written the draft. Fix anything that isn’t what happened and check the diagnosis line (use Change referral if the visit belongs to a different referral). Billing codes unlock when you tick a matching technique, and hands-on minutes start at each code’s minimum — raise them to the time you actually spent.
7. Assign aftercare.
   Routines you tick show up as handouts in the patient’s app.
8. Answer the RFS question.
   Only for something the current referral doesn’t cover — a different area or specialty. Give the area and your findings; it goes to admin, then the VA. Don’t use it for continuing the current condition (that’s automatic).
9. Certify and sign.
   Tick the box, type your full legal name, tap Mark Completed. It stays locked until the note has at least one billing code. You’re signing a clinical and billing record — only for care you personally gave.
10. Done — signing does the rest.
    You’re taken back to your calendar. For an office visit the patient’s travel voucher is issued automatically (not for in-home visits). Admin finalizes the note, uploads it to the VA, and the claim follows.

4 · Your calendar

• Colors: orange = upcoming, green = completed, red = past but not closed, grey = cancelled or no-show.
• Close every visit. A red number on the Calendar icon means past visits are still open — tap it to jump there, then use Change Status: Complete, No-show or Cancel.
• No-shows: wait 15 minutes, then mark it a no-show the same day. Veterans are never charged, and a missed visit isn’t paid.
• New bookings show as a green bell — tap one to jump to that day.
• Visit requests show as an orange badge. Answer in Messages: book the time, suggest another, or say you can’t offer one.
• A red Double-booked tag means a visit overlaps busy or blocked time — sort it out with the patient or admin.
• Tap the date at the top to jump to any day.

5 · If a patient is blocked

Patients must finish intake and sign their agreements before they can book. If intake isn’t done, the patient chart shows Ask patient to finish intake. If someone is stuck, message admin — never work around a block or see someone off the books. An unauthorized session can’t be billed.

6 · Privacy

Patient information stays in the app. No names, addresses, visit details or clinical notes in texts, email, photos, notes apps or personal cloud storage. The app’s own texts and Google Calendar sync are built to carry no patient details (Google shows only “VA MT Appt,” the time and the office) — keep it that way. One login per person, never shared. If anything goes wrong — a lost phone, a message to the wrong person, a chart opened by mistake — tell admin the same day. Reporting fast is always right.

7 · Getting paid

Payments shows your sessions week by week. The order never changes: you sign the note → the claim goes out → the claim is paid → you’re paid. Amounts before the claim is paid are estimates; your Independent Contractor Agreement has the exact timing. Visits before October 4, 2026 were paid outside the app.

8 · Group classes (instructors only)

Set up Instructor profile under More — you can add class times once you’re approved with a verified certificate. A veteran can’t be checked in until they’ve signed the liability waiver for you and that location.

9 · Where things are

• Calendar — your visits, new bookings and requests.
• Notes — sessions waiting to be reviewed and signed.
• Payments — weekly earnings.
• Messages — patients and admin, in the app.
• More — Profile, Credentials, Legal, Classes, and Settings (this guide, Calendar, Booking, Practice Locations, Privacy & Security).

Stuck?

Message admin in the app, or call or text (850) 610-1315. Ask early — a question costs nothing; a wrong note costs a claim.

I3M Wellness LLC d/b/a Whole Health is a private practice and a VA Community Care provider. It is not part of, or endorsed by, the U.S. Department of Veterans Affairs.