Creating a Provider
1. Go to the providers tab and click on “Providers”.
2. Click “New Provider” on the top-right corner and the New provider window will open.
3. Type the provider’s first name.
4. Type the provider’s last name.
5. Type the provider’s email address.
6. Select the provider’s salutation.
7. Select the provider’s language preference.
8. Select the provider’s timezone.
9. Select the appropriate practitioner role for the provider.
10. If applicable, type the provider’s billing code.
11. If applicable, type the provider’s CPSO Number.
12. Select all applicable physical and/or virtual practitioner locations for the provider.
13. Click “Create Provider” to create the provider profile.
14. An email will be sent to the user to claim their account which is valid for 72 hours. Use the following guide to activate the user’s account: Claiming an Account
Assigning a Provider to a Location
If a provider needs to work in additional locations physically and/or virtual, they will need to be assigned to those locations respectively.
1. Go to My Organization>Locations and select a location.
Go to the Providers List section and click Add.
2. Select a provider from the drop-down.
3. Click Confirm to save the provider to the location.
Creating an Administrator
Use the steps below to create an admin profile.
1. To Create an Admin, click on Providers.
2. Click “New Provider” on the top-right corner and the New provider window will open.
3. Type the provider’s first name.
4. Type the provider’s last name.
5. Type the provider’s email address.
6. If applicable, select the provider’s salutation.
7. Select the provider’s language preference.
8. Select the provider’s timezone.
9. Select Provider-Admin under the “Practitioner Role”
10. If applicable, type the provider’s Billing Code.
11. If applicable, type the provider’s CPSO Number.
12. Practitioner Location(s) is automatically set to virtual however, you can add other locations
13. Click “Create Provider” to create the provider profile.
14. An email will be sent to the user to claim their account which is valid for 72 hours. Use the following guide to activate the user’s account: Claiming an Account
Creating a Support Staff User
Add the Support Staff User
Following the “Create An Administrator” instructions to add the Support Staff User to the system.
- In step 9, Under the Provider Role, select the Support Staff role in the dropdown to assign the user.
- Search for support staff in Providers, and Click on their name
- Under Permissions, Click on Admin
- Click Save to save the changes to the profile.
Assign Providers to the Support Staff
- Click the "Providers" tab.
- Click the Support Staff’s name to open their Account Settings.
- Go to the Providers List section and click Add.
- Select a provider from the drop-down.
- Click Confirm to save the provider to the Support Staff.
- The Providers will be listed in the “My Providers” tab when they log in.
Create a Client
There are three methods to create a patient:
- All Client
- My Clients
- When creating an appointment
1. Click on “All Clients” or “My Clients” or create a new appointment.
2. Click “New Client” to open the New client window.
Basic Client Settings
If you want to add patients to the system with minimum information, use the Basic Patient view of New Patient Demographic form:
- Type the client's first name.
- Type the client's last name.
- Select the client's preferred language.
- Select the client's timezone.
- Enter the client's email address.
- Email Communication consent is selected by default.
Note: Clients will need this checked in order to receive their appointment links and access codes by email.
1. Enter the patient’s mobile number.
2. If applicable, select SMS Communication if the patient would like to receive notifications by SMS.
3. Select Primary if the entered mobile number is the patient’s Primary Number.
4. Click “Create Client”.
5. An email will be sent to the user to claim their account which is valid for 72 hours. Use the following guides to activate the user’s account: Claiming an Account
Advanced Client Settings
You can add more information to a client's profile than the Basic fields.
1. Expand the Client Details and Contact Information sections by clicking the arrow and fill out the desired fields
2. Select the patient’s salutation.
3. Select the patient’s gender.
4. Select the patient’s date of birth.
5. Select “Phone Only Communication” if the patient would like to be called for any appointment notification. No emails or SMS messages are sent.
6. Enter the patient’s address.
7. Enter the client's health card information.
8. Validate the patient’s health card information.
9. Select the patient’s referring provider.
10. Select if the patient is qualified.
11. Type the patient’s Veteran ID, if applicable.
12. Select the location the client will be treated.
13. Type in a client alert that other users will see on the Patient’s Profile and their Appointment Details.
- Add additional patient contact numbers.
- Add a client's emergency contact information.
- When finished filling out the desired fields, click “Create Client” to create the patient profile.
- An email will be sent to the user to claim their account which is valid for 72 hours. Use the following guides to activate the user’s account: Claiming an Account
Claiming an Account
Use the steps below to claim an account. After an administrator or provider creates the account, the user will receive an email to activate it.
1. Click “Access Account” to create the profile password.
2. Type the new password.
3. Re-type Step 2 to confirm the password.
4. Click the “Claim Account” button to activate the account.
Re-sending the email invitation to claim the user’s account
If the user does not claim the account within 72 hours or the original email cannot be found, the administrator can re-send the email invitation.
1. Find the user in All Clients.
2. Confirm that the status of the user is “Initialized”.
3. Under Actions column, click on the “View Client Account” button associated to the client name.
4. Go to the Outstanding invitation / Password reset component.
5. Check if the status of the invitation is “Sent” or “Expired”:
- Sent: Invitation was sent and is still valid
- Expired: Invitation was sent and is not valid
6. The time the invitation will expire.
7. The time the invitation was sent last.
8. Resend the invitation email to the user.
Activating a User Account
1. Find the user in All Clients.
2. Confirm that the status of the user is “Initialized” or “Deactivated”.
3. Under Actions column, click on the “View Client Account” button.
4. Go to the Account component.
5. Click Activate.
6. The user’s status will be updated to Activated.
Deactivating a User Account
Should a user be no longer authorized to access the platform anymore, you can deactivate the account to block their access.
1. Find the user in All Clients.
2. Confirm that the status of the user is “Active”.
3. Under Actions column, click on the “View Client Account” button.
4. Go to the Account component.
5. Deactivate the account.
6. The user’s status will be updated to Deactivated.
Changing a Username
The patient may request to change their username for their own reasons (e.g., their email was hacked):
- Confirm the old username of the user.
- Confirm the user’s new email address.
- Find the user in All Clients.
- For security purposes, ask the user for the birthday on their profile.
a. If the birthday matches:
i. Click “Edit Username”.
ii. Input the new email in correctly.
iii. Confirm the new email.
iv. Have the user log out and log in with the new email.
v. The password should be the same.
vi. Advise the user to change their password, if needed.
b. If the birthday does not match, advise the user to contact the clinic administration to validate them and change their username (using the provided steps in 4a).
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