Employees

Adding Staff, Managing Credentials, and Setting Up Provider Profiles

Step-by-step guide to adding employees, entering their credentials and licenses, and completing their billing provider profiles for claim submission.

7 min read·March 15, 2025

Overview

In Onvelas, every clinician who renders services needs an employee record and a provider billing profile before their name can appear on a claim. This guide walks through the full setup process for a new staff member.

Step 1 — Create the Employee Record

  1. Go to Employees in the left sidebar and click Add Employee.
  2. Enter: Full name, Email, Role (RBT, BCBA, Supervisor, etc.), and Start date.
  3. Assign them to a Department and primary Location.
  4. Click Save. An invitation email is sent automatically so they can set their password.

Step 2 — Add Credentials and Licenses

Credentials are the certifications and licenses that qualify a provider to render specific services:

  1. Open the employee record and go to the Credentials tab.
  2. Click Add Credential.
  3. Select the credential type: BCBA, BCaBA, RBT, state license, DEA, CPR, etc.
  4. Enter the License/Certificate Number, Issuing Body, Issue Date, and Expiration Date.
  5. Upload a copy of the credential document (PDF or image).
  6. Click Save.

Onvelas will alert you 90, 60, and 30 days before a credential expires so nothing lapses.

Step 3 — Complete the Billing Provider Profile

The billing profile contains the information that goes onto claims for this provider:

  1. From the employee record, go to the Billing Profile tab.
  2. Enter the provider's Individual NPI (10-digit National Provider Identifier).
  3. Enter the Taxonomy Code that matches their credential:
    • BCBA: 106S00000X
    • BCaBA: 106S00000X (same taxonomy, modifier differentiates)
    • RBT / Paraprofessional: 106E00000X
  4. Add any payer-specific provider IDs (some payers assign their own internal provider ID in addition to NPI).
  5. Click Save Billing Profile.

Step 4 — Assign to Patients

Once the employee and billing profile are set up, you can assign the provider to patients:

  • From the patient record, go to Team and add the provider.
  • Set their role: Rendering Provider, Supervising BCBA, or Case Manager.

Tips

  • Verify NPIs against the CMS NPI Registry before entering them — a single digit error causes claim rejections.
  • RBTs do not have individual NPIs — they render under the supervising BCBA's NPI in most payer contracts. Check your payer agreements.
  • Some Medicaid programs require providers to be enrolled before submitting claims. Track enrollment status under the Credentialing tab.
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