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Set Up Document Type Overrides by Health Plan

This feature lets a Health Plan decide which documents are created for each event type. When an event uses an insurance tied to that Health Plan, Office Puzzle creates only the documents you defined for that event type — instead of the default set.

Before You Start

  • Permission: Access to Configuration → Billing → Payers.
  • A payer with a Health Plan already created (or create one in this flow).
  • Document types must already exist in your agency to be selectable.
  • To see it work: a client whose insurance points to this Health Plan.

Step-by-Step

Part A — Configure the override on the Health Plan

  • Go to Agency → Configuration → Billing → Payers.

  • Select a payer, then create or edit a Health Plan.

  • Open the Document Types tab.

  • Click + New document types.

  • Choose an Event type (for example, APPOINTMENT).

  • In Document Types, select one or more documents to create for that event type.

  • Click Create. The rule appears in the list (e.g., APPOINTMENT → 1. APPOINTMENT NOTE, 2. SERVICE LOG).

  • Repeat for other event types as needed, then click Update to save the Health Plan.

One rule per event type

You can add only one override rule per event type. To change it, edit the existing rule using the action button in the Action column.

Part B — Confirm it works on a new event

  • Open a client whose insurance is tied to this Health Plan.
  • Go to Calendar → New event.
  • Fill in the event and, in the Insurance field, select that insurance.
  • Click Save (or Save & Close).
  • Open the event and check the Linked documents tab.

Expected Outcome

  • The Linked documents tab shows only the document types from your override rule for that event type.
  • Other event types (with no rule) keep creating the default documents.
  • Need to rebuild the set after a change? Use Regenerate Documents on the event.

How Office Puzzle Decides 

When you save an event, the system follows this order:

Check

Result

Event has no insurance

Default documents are created (no change in behavior).

Insurance present, Health Plan has a matching event-type rule

Only the override documents are created.

Insurance present, but no rule matches this event type

Falls back to the default documents.

Insurance present, but the override list is empty

Falls back to the default documents.
Troubleshooting

Symptom

Likely cause

Fix

Default documents still appear

No insurance selected on the event, or the insurance isn’t tied to this Health Plan.

Confirm the Insurance field, then Regenerate Documents.

Override not applied for an event type

No rule exists for that exact event type.

Add a rule for it in the Document Types tab.

Can’t add a second rule for the same event type

Only one rule per event type is allowed.

Edit the existing rule instead of adding a new one.

Documents didn’t update after editing a rule

Event was created before the change.

Open the event and click Regenerate Documents.