Getting Started on Vive Sync

Before you can do anything else in Vive Sync, your organization needs at least one location set up. A location represents a physical site where you provide care — for example, an office, clinic, or facility.

How to create a location

1. In the left-side menu, go to Admin Panel > Locations.
2. Click Create Location.
3. Fill in the requested fields: location type, address, city, and location name.
4. Save your changes.

Open Locations →

Adding more locations

If your organization grows and needs additional locations, you can add them at any time. Each additional location comes with an extra cost, billed through your subscription.

1. In the left-side menu, go to Settings > Subscription.
2. Follow the prompts to add a new location to your plan.

Open Subscription →

What is a chargemaster?

A chargemaster is a price list that links each HCPCS code (Healthcare Common Procedure Coding System code) to a billing amount. HCPCS codes are standardized codes used to identify medical products, supplies, and services for billing and insurance purposes.

When your team adds a product to a patient visit, Vive Sync automatically displays the correct charge to bill the patient's insurance, based on the chargemaster — saving time and helping avoid billing errors.

Getting a chargemaster set up

Requiring prior authorization

When creating or editing an HCPCS code, you can mark whether it requires prior authorization before a visit can be finalized. If enabled, adding a product linked to that HCPCS code during a visit will show a message asking the user to confirm prior authorization before the visit can be completed.

Vive Sync lets you maintain an inventory of your products — both Coretech products and products from any other vendor.

1. In the left-side menu, go to Products > Add a Product.

Open Product Management →

Providers are physicians, physical therapists, or any other licensed professionals who prescribe DME items. They hold an NPI (National Provider Identifier), work at your organization, and see patients.

1. Go to Admin Panel > Providers.
2. Click Add Provider.
3. Enter first name, last name, and credentials (MD, DO, PA, NP).
4. Select the location(s) where the provider sees patients — one or more.
5. Optionally add an email and phone number (reference only — this does not grant login access).
6. Optionally save the provider's handwritten signature by drawing it with the mouse, for reuse in future visits.

Open Providers →

Insurance providers are the payers your organization bills — such as Medicare, or private insurers like UnitedHealthcare, Aetna, Cigna, Blue Cross Blue Shield, or Humana.

1. Go to Billing Master > Insurance Providers.
2. Click Add Insurance Provider.
3. Enter the insurance provider's name.

Open Insurance Providers →

• ABN Default — when on, an Advance Beneficiary Notice is enabled by default on every visit using this payer. Use for payers like Medicare.
• Authorization Required — when on, visits default to requiring prior authorization, as a reminder so it isn't missed.
• Authorization Threshold — the dollar amount above which prior authorization is required. If set to zero, all visits using this provider are flagged regardless of amount.

You can add several insurance providers at once. When finished, click Submit.

Go to Dashboard > New Visit to get started.

Visit details

• Patient — select an existing patient, or create one on the spot with their personal details, insurance provider, and Medical Record Number (or any unique internal ID). Adding their email is optional but recommended, so visit notifications and documentation are sent automatically.
• Location — defaults to the location selected in the top bar.
• Provider — the licensed professional conducting the visit. Tied to the claim and must match the credentials the payer requires for reimbursement.
• ICD-10 diagnosis — supports the medical necessity of the DME items being dispensed. Enter a code directly or search by description.
• DME items — the equipment dispensed, pulled from your inventory with availability shown by location. Search by HCPCS code or item name (select a location first).
• Notes — optional, for your team's reference only. Not included on claims or patient-facing documents.

AI relevance check

Vive Sync automatically checks that the HCPCS items you selected match the ICD-10 diagnosis entered, to help prevent incorrect billing. Incorrect billing can lead to:

• Claim denials or delayed reimbursement
• Payment recoupment (the payer taking back funds already paid)
• Audits or increased payer scrutiny
• Compliance risk, including potential fraud or abuse findings in serious or repeated cases

You can save a draft at any time to avoid losing progress. Once all fields are complete, click Create Visit — the visit is recorded as Pending.

Prior authorization

The Prior Authorization Is Required checkbox is marked automatically when the insurance provider requires it and/or the billed amount exceeds the authorization threshold. You can also mark it manually. When marked, you must record the authorization status before the visit can be completed.

ABN (Advance Beneficiary Notice)

May be required by default based on the insurance provider's settings, and can also be toggled manually per visit. Turn it on if the patient needs to be notified that Medicare may not cover the items dispensed. An ABN must be signed before delivery whenever there's reason to believe the claim may be denied.

Completing the visit

A visit can be marked Complete once both the provider's and patient's signatures are recorded — on the visit and on the ABN, if applicable. If the provider has a saved signature, click Use Saved instead of signing again.

Once confirmed, the AOB (Assignment of Benefits) is sent to the patient automatically. You can always preview the visit and its documents in the right-side panel before confirming.

Viewing visits by status

Go to Visits in the left-side menu, then choose In Progress, Completed, Canceled, or All Visits.