Onboarding a 5-provider group practice in week one

A five-provider group practice is the size where adoption either takes hold quickly or stalls in committee. Below five providers, the clinical lead can carry the rollout personally. Above ten, you need a project plan, a champion structure, and a phased schedule. At five, the right move is a tight one-week onboarding that gets every provider charting through the system by the end of business day five, with the office manager in the workspace owner role and a clear handoff to a sustainable operating rhythm in week two.

This guide is the plan we recommend, written for the practice administrator who is leading the rollout. Times assume one administrator and five clinical providers (psychiatrists, NPs, therapists, or a mixed group). Adjust as needed.

Before day one

Two things should be in place before Monday morning.

First, the workspace exists and the administrator has owner access. Sign up at nextvisit.app/register. Confirm clinic profile, NPI, and tax ID under Settings > Clinic. Confirm at least one Service Location is configured. If the practice operates from multiple locations, configure all of them, since the Service Location Assigned event drives a lot of downstream automation.

Second, the BAA is signed. The provider list, credentialing data, and any payer enrollment information should be ready to import. If the practice is using the insurance billing module, the enrollment tab under /apps/insurance is where the credentialing and payer-network data lives.

Block one hour on each provider’s calendar on day one. Block 30 minutes on days two through five. Five hours of provider time across the week is the rough target. Block two hours on the administrator’s calendar each day.

Day 1 (Monday): workspace foundation and provider invites

The morning is administrator time. Set up the workspace.

• Confirm clinic profile, providers, and Service Locations under Settings > Clinic.
• Generate any required API keys under Settings > Tools and AI > API Keys. Most groups do not need API access in week one; document the path for later.
• Decide on naming conventions for templates, automations, and patient tags. Write them down in a shared doc. Consistency prevents the workspace from sprawling.
• Set up the provider list and send invitations.

The afternoon is provider time. Each provider gets a 60-minute session in this order:

• 10 minutes: workspace tour and credit-meter awareness.
• 20 minutes: New Recording flow. The provider records a sample visit (real or simulated) end to end and watches the note generate.
• 20 minutes: editing the draft, signing the encounter, watching the claim auto-create on the insurance side if applicable.
• 10 minutes: questions and the next-day plan.

End-of-day check: every provider has signed at least one encounter. Every provider has the mobile flow understood at a basic level. Every provider knows where the credit meter is and approximately what their daily usage will look like.

Day 2 (Tuesday): chart in the system, tune the defaults

Day two is the first full clinical day on the system. Providers chart their normal panel through Nextvisit. The default templates are doing the work.

The administrator’s job today is observation. Walk the floor (or join a video call mid-day) and ask three questions per provider:

• Are the drafts close to what you would have written, or far off?
• What are you finding yourself editing on every chart?
• Is the credit usage per visit roughly what you expected?

Capture the answers. The recurring edits are the day-three target. Far-off drafts on a particular visit type are the day-four target.

End-of-day check: every provider has charted a normal half-day or full day. The administrator has a list of the recurring per-provider edits.

Day 3 (Wednesday): structural settings and personalization

Day three is for tuning the obvious structural levers. Each provider spends 30 minutes on this.

• Style preferences in Settings > Account that match how the provider charts: bullets vs prose for MSE, “no SI reported” vs “denies SI,” default follow-up format.
• Coding behavior under Settings > Tools and AI > Insurance Coding: confidence threshold, default code sets, specialty-specific rules.
• If a recurring edit is structural rather than stylistic, capture it as a setting now. The five-minute investment removes the edit from every future chart.

The administrator’s parallel work is reviewing the credit meter, the encounter list, and the claims that auto-generated on day two. Confirm that signed encounters with ICD-10 codes flowed into the claims pipeline at /apps/insurance/claims. If they did not, this is the day to figure out why before the week’s billing depends on it.

End-of-day check: providers report a visible reduction in editing time vs day two. Administrator has confirmed the encounter-to-claim flow.

Day 4 (Thursday): custom templates for the visit types that need them

Day four is for templates. Most of the providers will have one or two visit types that the defaults handle poorly. Spend 30 minutes per provider in the template editor at /apps/custom-prompts.

The pattern, in short:

• The provider brings a real recent example of the visit type, anonymized.
• The provider and the administrator (or the provider alone, if comfortable) build the template per the steps in the ” Build a custom intake template” guide.
• The provider applies the template to the next two visits of that type and edits the drafts.
• By the end of the day, each provider has at least one custom template running.

If the practice has any cross-provider visit types (Spravato, TMS, MAT, lithium monitoring), build those templates once and share them across the team. The cross-cutting templates are higher leverage than per-provider ones.

End-of-day check: at least one custom template per provider, plus any practice-wide templates, are saved and being used.

Day 5 (Friday): automations, review, and the operating rhythm

Day five does two things. First, set up the automations that will save the most administrative time. Second, review the week and lock in the operating rhythm.

For automations, three are worth setting up in week one:

• A scheduled task that runs a weekly aggregate of unsigned encounters older than three days, with provider names, due to the administrator. Schedule it for Monday at 8 AM. Set the intelligence level to Fast and the patient/encounter tools on.
• An event-based task triggered by Encounter Signed that drafts a referral or follow-up letter when the encounter chart contains specific markers (e.g., a new diagnosis, a referral order). Specialty-dependent.
• An event-based task triggered by Document OCR Complete that summarizes inbound records into a one-paragraph chart insert. The administrator can review and route.

Tasks live at /apps/tasks. Use the Normal intelligence tier as the default; reserve Ultra for the complex weekly aggregates and Budget for high-volume, low-stakes routing.

For the week-one review, fifteen minutes with each provider:

• Editing time per chart, day one vs day five.
• Any visit type still producing far-off drafts.
• Any settings or templates that need a second-round adjustment.
• Confidence with the workflow heading into week two.

The administrator’s review is broader:

• Total signed encounters in the week vs the prior week.
• Any encounters stuck in Processing or Ready for more than 48 hours.
• Total claims created from signed encounters and any claims that did not auto-generate.
• Credit usage and projected monthly burn rate.
• Provider feedback themes.

End-of-day check: every provider is signing visits with minimal editing on routine visit types. Every custom template is saved. The first three automations are running. The administrator has a clear picture of week-two priorities.

What week-one success looks like

By the end of business day five, the metrics that predict sticky adoption are visible:

• Editing time per chart on routine visits is down 60 to 80 percent from day one.
• Every provider has charted through the system on every clinical day.
• Custom templates are running for the visit types that the defaults did not handle well.
• The encounter-to-claim flow is operating end to end with no manual workarounds.
• Providers are using AriaMD for ambient capture, not just dictation, on the visits where it makes sense.

If three of the five providers hit those marks, week one was a success and week two is consolidation. If four or five did, the rollout is ahead of schedule. If two or fewer did, the second week is a coaching week, not a scaling week, and that is fine. Slowing down to fix adoption now beats trying to reverse it in month two.

Week two and beyond

The operating rhythm that takes hold from week two onward:

• Daily: providers chart through Nextvisit on every clinical visit. Administrator reviews unsigned encounters and any stuck claims.
• Weekly: administrator reviews the credit meter, the claims pipeline, and provider feedback. Adjust automations and templates as needed.
• Monthly: review the aggregate metrics. Hours saved per provider. Same-day claims rate. Denial rate. PHQ-9 and GAD-7 trending across the active panel for any payer-mandated MBC reporting.
• Quarterly: revisit the template library, the automation list, and the integrations. Retire what is not used. Add what the practice has learned it needs.

The five-provider group practice that gets through week one with the rhythm above is the practice that is talking about Nextvisit a year later as part of the operating model rather than as a tool the providers tried.