Setting Up Apaly Health Members

If your practice has an agreement with Apaly Health, you track the members Apaly sends you under an Apaly Health employer in SigmaMD. Setting it up takes three things: the employer, a membership plan, and an enrollment link that members use to sign up.

The steps below are our recommendations, based on how practices already working with Apaly set things up.

Before You Start

Your Apaly agreement. Check which members it covers (employees only, or dependents too, and their ages) and how Apaly pays you.
Your Apaly contact. You'll add them as the employer's primary contact, so have their name, email, and phone number ready.

Step 1: Add Apaly Health as an Employer

Go to Billing › Employers and click Employer.
For the company name, enter Apaly Health.
Fill in the Address.
Under Company Administrators, add your Apaly contact as the Primary contact. The primary contact needs a name, an email, and a phone number.

We recommend:

Name it "Apaly Health." It keeps Apaly members easy to find in your employer list and reports.
Use one Apaly employer. Apaly members may come from several companies, but you don't need an employer for each one. Put every Apaly member under this one employer. If you need to tell the companies apart, use a separate plan for each under the same employer (for example, Apaly – Spectrum).

Step 2: Choose the Contract and Invoicing Settings

Because the Apaly plan is priced at $0.00 (Step 3), these settings don't change what you're paid. We recommend:

Membership billing: leave In advance. It can't be changed once the contract exists.
Invoice issue date: the 1st of the month.
Due date: 30 days after issue.
Autopay: off. Apaly has no card or bank account on file in SigmaMD.
New patient start date: Variable. See When Memberships Start.
New invoice is issued: you can leave this on. SigmaMD never emails a $0.00 invoice.

Click Save.

Each month the contract still closes a billing cycle. SigmaMD either skips the empty invoice or issues it at $0.00 and marks it Paid right away. There's nothing for you to do.

For more on these settings, see How to Add a New Employer and Managing Employers – Payment Setup, Contract PDF, and Invoicing Rules.

Step 3: Create the Apaly Membership Plan

Open the Apaly Health employer.
On the Memberships card, click Create plan. The employer is filled in for you.
Enter a Plan name, for example Apaly Health.

Seats. Employer plans follow three rules, and the plan won't save until they're met:

The first seat must be named Primary.
The Primary seat allows 1 member.
The Primary seat must be required in every seat rule.

Add a seat for each type of dependent your Apaly agreement covers, with its Min age and Max age. For example:

Primary: 18 and older
Adult dependent: 18 and older
Child dependent: 0 to 17

We recommend setting every seat's Monthly price to 0.00. Apaly pays your practice under your Apaly agreement, so the plan exists only to track who your Apaly members are.

Check the minimum ages. A member can only enroll if their age fits a seat. If it doesn't, the link shows: "Sorry, no enrollment options are available for this age group." A dependent seat that starts at 6, for example, turns away every child under 6. Make sure your age ranges cover everyone your agreement covers, starting at 0 if it includes infants.

For more on plan settings, see Steps to Create an Employer Membership.

If Apaly Asked You to Invoice Them Through SigmaMD

Set each seat's Monthly price to the per-member rate in your Apaly agreement. SigmaMD then invoices Apaly each month for every enrolled member, on the Invoice issue date you chose in Step 2. In that case:

Keep New invoice is issued on, so your Apaly contact gets each invoice by email.
Set Due date to match your agreement's payment terms.
Turn on Prorate first cycle if Apaly should pay only for the part of the month a new member was covered.

Step 4: Create the Enrollment Link

Open the Apaly Health employer.
On the Enrollment Links card, click Create link. If the button is disabled with "Add a plan first", go back to Step 3 and make sure the plan is active.
Enter a Link name and a slug. The slug becomes the end of the link, for example yourclinic.sigmamd.com/signup/apaly.
Under Membership Plans, select the Apaly plan.

Employer links have no payment step and no start date to pick, because the employer covers the membership.

We recommend:

Enrollment support: turn on Include phone number for enrollment support and Include email for enrollment support, and enter your practice's phone and email so members know who to contact.
Expiration: leave Set link expiration date off, so the link keeps working for as long as your Apaly agreement does.
Contact information: turn on Require email and Require mobile number so you can reach every Apaly member. Only turn on Require address if you need it, since every extra required field is one more thing a member can get stuck on.
Clinicians and locations: choose All clinicians and All locations unless your Apaly agreement covers only some.

Once saved, the link appears on the employer's Enrollment Links card. Copy it and send it to your Apaly contact, or share it with members directly. If you change the slug later, the old link stops working.

For more, see Steps to Create an Employer Enrollment Link.

When Memberships Start

The employer's New patient start date setting decides when a member who signs up through the link starts:

Variable (recommended): the membership starts the day the member enrolls. If they enroll before the employer's contract starts, it starts on the contract start date instead. For example, with a contract starting November 1, a member who enrolls on October 20 starts November 1, and a member who enrolls on November 5 starts November 5.
Fixed day: the membership starts on the next occurrence of the day of the month you pick. With the 1st, a member who enrolls on November 5 starts December 1.

When your staff add a member from their chart instead, you can pick the start date. It can't be before the employer's contract start, or more than 3 months in the past. With Fixed day, it must fall on that day of the month. See How to Attach a Membership to a Patient.

Optional: Eligibility Sync

If Apaly or the member's employer can send a regular eligibility file, Eligibility Sync can keep your Apaly member list up to date for you. With automatic enrollment, members in the file are enrolled without using the link, and with automatic termination, members who leave are ended on their term date. To set it up, contact SigmaMD support with the employer and the name of the partner sending the file.

See Eligibility Sync Overview, Eligibility Sync - Steps to Establish Connectivity, and Automatic Enrollment with Eligibility Sync.

Troubleshooting

"Sorry, no enrollment options are available for this age group."

The member's age doesn't fit any seat on the Apaly plan. Edit the plan and widen the seat's Min age or Max age. See Step 3.

"Enrollment could not be started. Please contact the office for assistance."

The member's email or mobile number already belongs to a patient at your practice. A link can't create a second chart for them. Attach the Apaly membership from their existing chart instead. See How to Attach a Membership to a Patient and Enrollment Error When Using the Web Enrollment Link.

A Member Shows as Not Yet Active

They enrolled before the employer's contract start date, so their membership starts on that date. It becomes active automatically. See When Memberships Start.

Enrolling Children

Every enrollment must fill the plan's Primary seat, and each member takes the first seat whose age range fits them. To let a parent enroll only their child, the person filling in the link checks I am enrolling others, but not myself., and the plan needs a Primary seat that covers the child's age. See Guide to Signing Up Children for Pediatric Memberships.

Who to Contact

For your Apaly agreement, payments from Apaly, and which members are eligible, contact Apaly Health.