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Getting Started with Turtle RCM

Quick start guide for new users

Welcome to Turtle RCM!​

This guide will help you get started with the platform. If you have questions, refer to the FAQ or contact your clinic administrator.

Login & Authentication​

First-Time Login​

  1. Receive credentials from your clinic administrator
    • Username (email or unique username)
    • Temporary password
  2. Navigate to login page
    • URL: https://your-clinic.turtlercm.com/login (or your custom domain)
  3. Enter credentials
    • Username: Your email or username
    • Password: Temporary password provided
  4. Change your password
    • You'll be prompted to change your password on first login
    • Choose a strong password (minimum 8 characters)
  5. Access the dashboard
    • You'll see your personalized dashboard based on your role

Remember Me​

  • Check "Remember Me" to stay logged in for 7 days
  • Secure option for personal devices only
  • Uses encrypted refresh tokens
  • Can be revoked by logging out manually

Forgot Password​

Phase 1 (Current):

  • Contact your clinic administrator to reset your password
  • Admin can set a temporary password for you

Phase 2 (Coming Soon):

  • Self-service password reset via email
  • Secure reset link sent to your registered email

User Roles​

Turtle RCM has three user roles with different access levels:

👑 Admin​

Full system access including:

  • User management (create, edit, delete users)
  • System configuration
  • All clinical features
  • All billing features
  • Reports and analytics

Use cases:

  • Clinic owners
  • Practice managers
  • IT administrators

đŸŠē Doctor (Clinician)​

Clinical workflow access:

  • Patient intake and demographics
  • Appointment scheduling
  • Session documentation
  • Clinical coding (read-only view)
  • Treatment planning

Cannot access:

  • Claims submission
  • Billing reports
  • User management
  • System configuration

💰 Biller (WIP, untested)​

Billing workflow access:

  • Claims creation and submission
  • CPT/ICD-10 coding
  • Prior authorization requests
  • Denial management
  • Billing reports
  • Limited patient info (demographics, insurance)

Cannot access:

  • Clinical notes (full content)
  • Treatment plans
  • Sensitive clinical assessments
  • User management

Dashboard Overview​

After logging in, you'll see your personalized dashboard.

Admin Dashboard​

Quick actions:

  • Create new user
  • View system status
  • Recent activity log
  • Pending claims
  • Upcoming appointments

Navigation menu:

  • Dashboard
  • Patient Intake
  • Appointments
  • Session Coding
  • Claims
  • AI Services (admin only)
  • Billing Rules (admin only)
  • Admin Panel (admin only)

Doctor Dashboard​

Quick actions:

  • Add new patient
  • View today's schedule
  • Document session
  • View pending notes

Navigation menu:

  • Dashboard
  • Patient Intake
  • Appointments
  • Session Coding
  • Claims (view only)

Biller Dashboard​

Quick actions:

  • Create new claim
  • Check claim status
  • Review denials
  • Submit prior auth

Navigation menu:

  • Dashboard
  • Patient Intake (limited)
  • Session Coding
  • Claims

Key Workflows​

Workflow 1: Patient Intake​

For: Doctors, Admins

  1. Click "Patient Intake" in sidebar
  2. Click "Add New Patient" button
  3. Fill out required fields:
    • Demographics: Name, DOB, contact info
    • Insurance: Primary/secondary insurance details
    • Emergency Contact: Required for minors
  4. Click "Save Patient"

Tips:

  • Required fields marked with red asterisk (*)
  • Insurance information can be added later
  • Use autocomplete for diagnosis codes

Workflow 2: Schedule Appointment​

For: Doctors, Admins

  1. Click "Appointments" in sidebar
  2. Select date on calendar
  3. Click time slot
  4. Fill appointment details:
    • Patient: Select from dropdown
    • Provider: Select clinician
    • Visit Type: Select service type
  5. Click "Save Appointment"

Tips:

  • Calendar shows color-coded appointments
  • Drag to reschedule
  • Double-click to edit
  • Check CRD notice if prior auth is needed

Workflow 3: Document Session​

For: Doctors, Admins

  1. Click "Session Coding" in sidebar
  2. Select patient and session
  3. Complete documentation:
    • Chief Complaint: Why patient came
    • Assessment: Clinical observations
    • Plan: Treatment recommendations
    • Risk Assessment: Safety concerns
  4. Use AI transcription (optional):
    • Click microphone icon
    • Dictate notes
    • Review and edit transcription
  5. Click "Save Documentation"

Tips:

  • Use structured assessments (PHQ-9, GAD-7)
  • AI will suggest CPT codes based on content
  • All AI suggestions require review
  • Save frequently to avoid data loss

Workflow 4: Create Claim​

For: Billers, Admins

  1. Click "Claims" in sidebar
  2. Click "Create New Claim"
  3. Select patient and session
  4. Review pre-filled data:
    • Patient demographics
    • Insurance information
    • Session details
    • Diagnosis codes (ICD-10)
    • Procedure codes (CPT)
  5. Verify AI-suggested codes
  6. Check for denial risk warnings
  7. Submit or Save as Draft

Tips:

  • Green badge = AI assisted (review required)
  • Yellow warning = High denial risk
  • Fix issues before submitting
  • Draft saves automatically every 30 seconds

Workflow 5: Prior Authorization​

For: Billers, Admins

Automatic (CRD):

  • System checks when appointment is scheduled
  • Notice appears if prior auth needed
  • Shows payer requirements

Manual (PAS):

  1. Click "Claims" → "Prior Auth" tab
  2. Select patient and service
  3. System pre-fills clinical data (DTR)
  4. Review and submit
  5. Track status in real-time

Tips:

  • Start prior auth early (2-3 days before service)
  • Check "pended" requests daily
  • Appeal denials within 30 days

Common Tasks​

Change Your Password​

  1. Click your name in top-right corner
  2. Select "Change Password"
  3. Enter:
    • Current password
    • New password
    • Confirm new password
  4. Click "Update Password"

Update Patient Information​

  1. Go to "Patient Intake"
  2. Search for patient
  3. Click "Edit" button
  4. Update fields
  5. Click "Save Changes"

View Claim Status​

  1. Go to "Claims"
  2. Find claim in list
  3. Status column shows:
    • Draft: Not submitted
    • Submitted: Sent to payer
    • Pended: Waiting for info
    • Approved: Paid
    • Denied: Rejected

Search Patients​

  1. Use search bar in top navigation
  2. Enter: Name, DOB, or MRN
  3. Press Enter
  4. Click patient to view details

Generate Reports​

(Admin and Biller only)

  1. Go to "Claims" or "Dashboard"
  2. Click "Reports" button
  3. Select report type:
    • Claims by status
    • Revenue by payer
    • Denial rates
    • Productivity
  4. Set date range
  5. Click "Generate"
  6. Export as CSV or PDF

Mobile Access [WIP]​

Turtle RCM is mobile-responsive but best used on desktop/laptop:

Mobile-friendly features:

  • ✅ View patient list
  • ✅ Check schedule
  • ✅ View claim status
  • ✅ Quick notes

Desktop-recommended:

  • Session documentation
  • Claim creation
  • Bulk edits
  • Reports

Getting Help​

In-App Help​

  • Hover tooltips: Hover over fields for explanations
  • Info icons: Click (ℹī¸) icons for context help
  • AI explanations: Green badges show AI reasoning

Documentation​

  • This guide: General getting started
  • AI Features: AI transparency and usage
  • Security: HIPAA compliance and data protection
  • FAQ: Common questions and answers
💡 Need Help?

For questions, support, or feedback:
đŸ’Ŧ Join our Discord community (primary forum): discord.gg/SwE7zq8fbF
🐙 GitHub: @ab1nash
💡 Submit feedback through the platform's feedback button

Tips for Success​

For Clinicians​

  • ✅ Document sessions same day (better recall)
  • ✅ Use structured assessments (easier coding)
  • ✅ Review AI transcriptions carefully
  • ✅ Complete risk assessments (improves care)
  • ✅ Keep notes concise but thorough

For Billers​

  • ✅ Check prior auth requirements early
  • ✅ Review AI code suggestions (may be conservative)
  • ✅ Fix denial warnings before submitting
  • ✅ Track claim status daily
  • ✅ Appeal denials within 30 days

For Admins​

  • ✅ Train staff on proper documentation
  • ✅ Review audit logs monthly
  • ✅ Monitor denial rates
  • ✅ Keep user accounts up to date
  • ✅ Deactivate terminated employees immediately

Next Steps​

Now that you're familiar with basics:

  1. Explore your dashboard - Click around!
  2. Review relevant guides:
  3. Try AI features - See AI Features
  4. Ask questions - Contact your administrator
Last updated: November 2025