Welcome to Adracare Support

Organization Settings 

 

Organization Logos 

Please use transparent background images for best results. 

 

1. Click on “Settings” . 
2. Click on “Organization Settings”. 

Click “Select Image” to choose the image you want to upload.  

Click “Save” to save the image. 

 

 

Click “Clear Image” if you would like to revert back to the default logo 

Interface 

This allows you to select the colours to be used for the overall interface for your organization 

 

1. This shows you a “Preview” of the selected colours and how they will look on the interface 
2. Click the colour under the category you want to change to open the menu for selecting a new colour 
3. Use the slider to find the colour you want and the cursor in the colour gradient to fine tune your selection 
4. Click “Save” to save your changes 
5. Click “Restore Default” if you do not want to save and to start over 

 

Appointments 

 

1. Enter the “Waiting Room Availability” prior to video session (in minutes), this value determines when participants may enter the session. 

• For example, if this value is 15, participants may enter a video session up to 15 minutes prior to the scheduled start time of the appointment. 

2. Enable or disable the “Cancellation Policy” 

• Enter a “Time prior to Cancellation (in hours)” 

3. Click “Save” 

 

Online Booking 

Online booking settings can be changed using the panel seen here: 

 

 

1. “Online Booking Availability Search Policy (in hours)” This value sets the minimum number of hours where the system will search to display the first available appointment for online registration. 
2. “Online Booking Min Availability (in minutes)” This value sets the minimum minutes to be added to the current time in order to filter the result IF healthcare service appointment_buffer_hours_ is not there during online intake. 
3. “Warning age (year)” this value is used for practices with an online-intake process. If users enter an age where, between valid age and warning age, the user will get a warning message when booking an appointment using the online-intake; this warning does not stop user from booking 
4. “Valid age (year)” this is the minimum age that a patient must be when going through online intake/booking an appointment. If they do not meet the minimum age, they will be stopped from booking the appointment. 
5. “Warning Age Message” message that displays when user enters an age between the warning age and valid age 
6. “Underage Message” message that displays when user enters an age below the valid age. 
7. Enter a “Footer”, message that displays at the bottom of your online booking page 

 

Documents 

This panel allows users to change document settings for their organization 

 

1. Enter a Start Date for the appointment log report 
2. Enter an End Date for the appointment log report 
3. Click “Generate” to generate a .csv report of the appointments that took place between the start and end dates 
4. “Autosave (in minutes)” determines how often your Session Notes will automatically be saved 
5. Click “Save” to save your changes 

 

Accounts 

Account settings for your organization can be adjusted here to fit organization security standards. 

1. Enter your password expiration policy (in months), this determines how often a user will have to change their password 
2. Enter your Maximum saved passwords value, this determines how often users may reuse an old password. For example, if you enter 3, a new user must change their password 3 times before they may use their original password again 

 

Healthcare Service Templates 

Health Care Services need to be added, so that patients can be booked in for appointment type. 

 

1. Click on “Settings”. 
2. Click “Service Templates”. 

 

Adding a Service Template 

 

1. Click “New” to open the “New Healthcare Service” modal. 

 

2. Type the name of the healthcare service. 

3. Select a service type that relates to the healthcare service. 

4. Type the duration of the healthcare service. 

5. Select an insurer as applicable. 

6. Select a specialty billing code as applicable. 

7. Type a description of the healthcare service. 

8. Type Appointment Preparation Instructions, if needed. 

9. Check the “Auto Approval Settings” checkbox the appointment can be scheduled automatically without the approval of the provider. 

10. Type in Appointment Buffer Hours as applicable. 

11. Select one of the options to have it show on the “Patient Sign Up” form (Online Booking module). 

• New Patient – will only show for new patient sign ups 
• Existing Patient – will only show for returning patient sign ups 
• Both – will only show for both new and returning patients. 

12. Assign a colour to the template. 

13. Click “Create Healthcare Service” to save the new healthcare service. 

 

 

 

Editing a Service Template 

 

1. Select the name of an existing healthcare service. 

 

2. Click “Edit” and make changes to the healthcare service information. 

3. Save your changes. 

 

Access Management 

 

View user roles 

System administrators have access to modify permissions to existing user roles. 

 

1. Click on Settings 

2. Click on Access Management 

 

3. See the list of user roles and the permissions for each Resource. 

 

Available Provider or Admin Roles  

• Provider 
• Provider-Admin 
• Support Staff 

 

Edit user roles 

 

 

1. On the left panel, select one of the user roles to which you want to make changes. 
2. Click on either “Enabled” or “Disabled” in the Read/Write column to activate or deactivate the resource for that user role. All changes automatically save. 

External Providers 

 

The External Providers section is used to manage all referring providers. To access the list of referring providers: 

 

1. Click “Settings” 

2. Click “External Providers”. 

 

Add a new provider 

 

3. Click “New”. 

4. Complete all the referral provider’s information. 

5. Click “Save”. 

 

Edit an existing provider 

 

1. Click “Settings”. 
2. Click “External Providers”. 
3. Click “Edit”. 

 

 

1. Modify provider information. 
2. Click “Save”. 

Delete an existing provider 

 

1. Click “Settings”. 

2. Click “External Providers”. 

3. Click “Delete”. 

 

4. Click “Confirm” to remove the referring provider from the system. 

 

Provider Availability Setup 

 

Provider availability can be set multiple ways within the system. The first is directly from the calendar page and the other is within the Template Manager. 

 

Calendar Availability Method *Preferred Method* 

 

Provider availability can be scheduled within the calendar. To access availability from the calendar: 

 

1. Click “Calendar” 

 

2. Click “View Availability” Template Manager Method 

The Template Manager can be used to manage scheduling templates. To access the list of schedule templates from the manager: 

 

• Click “Settings”. 
• Click “Template Manager”. 

As a provider/admin, a schedule template can be created to indicate provider/counsellor availability and will show for. 

 

Add a new schedule template 

 

Calendar Availability Method 

 

3. Click “New Availability”. 

 

 

 

1. Select the type of schedule template to create: 

• Availability – Opens slots for provider availability 
• Time Off – Blocks time on the schedule for breaks or time off 

2. Type a Name for the schedule template. 

3. Select a Location. 

4. Select a Health Care Service to which the schedule template will apply. 

5. Select one or many Provider(s) to which the schedule template will apply. 

6. Enter a Description. 

7. Select a Colour that will identify the template on the Calendar. 

8. Enter a Start time. 

9. Enter an End time. 

10. See what Timezone the template. 

11. Enter a Recurrence as required: 

• None 
• Daily 
• Weekly 
• Bi-weekly 

12. Enter the start date of the template in the Recurring From field. 

13. Enter the end date of the template in the Recurring Until field. 

14. Click New to create the schedule template. 

 

Template Manager Method 

 

1. Click “New”. 

 

 

2. Select the type of schedule template to create: 

• Availability – Opens slots for provider availability 
• Time Off – Blocks time on the schedule for breaks or time off 

3. Type a Name for the schedule template. 

4. Select a Location. 

5. Select a Health Care Service to which the schedule template will apply. 

6. Select one or many Provider(s) to which the schedule template will apply. 

7. Enter a Description. 

8. Select a Colour that will identify the template on the Calendar. 

9. Enter a Start time. 

10. Enter an End time. 

11. See what Timezone the template. 

12. Enter a Recurrence as required: 

• None 
• Daily 
• Weekly 
• Bi-weekly 

13. Enter the start date of the template in the Recurring From field. 

14. Enter the end date of the template in the Recurring Until field. 

15. Click New to create the schedule template. 

 

Edit an existing schedule template 

 

Calendar Availability Method 

1. Click “Calendar” 

 

 

2. Click “View Availability” 

3. Click on the availability block to edit 

 

4. Select if you would like to “Edit this event” or “Edit all events” 

5. Modify the “Start date” or “Start time” (if applicable) 

6. Modify the “End date” or “End time” (if applicable) 

7. Click “Continue” (If “Edit all event” is selected please proceed to step 8) 

 

 

 

8. Edit the template as needed and then click “Update”. 

 

Template Manager Method 

 

1. Click “Settings”. 

2. Click “Template Manager”. 

 

 

3. Click on a schedule template name to edit a template. 

 

4. Edit the template as needed and then click “Update”. 

 

Delete an existing schedule template 

1. Click “Settings”. 

2. Click “Template Manager”. 

 

3. Click on a schedule template name to edit a template. 

 

 

 

4. Click “Delete”. 

 

5. Click “Confirm” to delete the schedule template. 

 

Questionnaire Manager 

 

Questionnaire Manager is a section to configure questionnaire templates that can be sent automatically to a patient or opened by a provider to complete for a patient. 

 

 

Create a new questionnaire template 

 

1. Click “Forms”. 
2. Click “Questionnaire Manager”. 
3. Click the “New Questionnaire Template” button. 
4. A modal will appear where you need to select if you want to create new questionnaire (from scratch) or select from an existing questionnaire. 
5. Click on “Create New Questionnaire”. 
6. Enter a title for the Questionnaire template. 
7. Go to the JSON Editor in SurveyJS Builder and copy the JSON generated from the survey. 
8. In the large textbox, please paste the JSON you generated from the SurveyJS builder. 
9. In the Healthcare Service field, select one or more healthcare services. 

• If any of those healthcare services are selected in a newly created appointment, a questionnaire will be included in the appointment notification. 

     10. Click “Create New Questionnaire” and the template will be saved as a draft. 

     11. Click the “Publish” once you are ready for users to start using the questionnaire template. 

 

Setup Questionnaire’s Document Template 

 

1. Click “Settings”. 
2. Click “Questionnaire Manager”. 
3. Among the existing questionnaire(s) listed, click on “Edit Document Template”. 
4. Enter the text that will appear when you try importing the completed questionnaire. When you want to import responses entered in on the completed questionnaire, you need to know the name of the field. The field has to follow the format to make sure the responses are populated: 

• Two open curly brackets {{ 
• Questionnaire field name 
• Two closed curly brackets }} 

     5. Click “Save”. 

 

Archive a questionnaire template 

Archiving questionnaire templates will inactivate them and will not be accessible for patients or providers. 

 

1. Click “Settings”. 
2. Click “Questionnaire Manager”. 
3. Click the “Archive” button. 

 

Notification Template Setup 

SMS Notifications 

Administrators can change the notification text for SMS notifications. 

 

1. Click on “Settings”. 
2. Click “SMS Notification Templates”. 
3. Click “New Template”. 

 

Adding SMS Notifications  

SMS Appointment Schedule 

 

    4. Type a name for the new template. 

    5. Change the status to “On”. 

    6. Type a description of the notification. 

    7. Select “SMS Appointment Schedule”. 

    8. Select “Use default SMS” to use the built-in SMS message for the patient. 

    9. If “Use default SMS” is not selected, type the SMS message for the patient. 

    10. Click “Create Notification Template”. 

 

SMS Appointment Reminder 

 

1. Type a name for the new template. 
2. Change the status to “On”. 
3. Type a description of the notification. 
4. Select “SMS Appointment Reminder”. 
5. Select the length of time prior the appointment when the message will be sent. 
6. Select “Use default SMS” to use the built-in SMS message for the patient. 
7. If “Use default SMS” is not selected, type the SMS message for the patient. 
8. Click “Create Notification Template”. 

 

Editing SMS Notifications  

 

1. Activate or Deactivate the SMS Notification Template. 
2. Click a template name to edit its contents. 

 

 

1. Rename the template. 
2. Activate or Deactivate the Email Template Notification. 
3. Type in a description. 
4. Change the type of SMS notification. 
5. Select the length of time prior the appointment when the message will be sent. 
6. Select “Use default SMS” to use the built-in SMS message for the patient. 
7. If “Use default SMS” is not selected, type the SMS message for the patient. 
8. Save the changes and close out the window. 

Email Notifications 

 

Administrators can change the notification text for the 6 default emails: 

• Accept 
• Cancellation 
• Confirmation 
• Check-In 
• Reminder 

• Reschedule 

 

1. Click on “Settings”. 
2. Click “Email Notification Templates”. 

 

1. Activate or Deactivate a Email Notification Template. 
2. Click a template name to edit its contents. 

 

    3. Rename the template. 

    4. Activate or Deactivate the Email Notification Template. 

    5. Select the email type. 

    6. Type in a description. 

    7. Select the language to which the template applies. 

    8. Type the body of the email template. 

    9. Save the changes and close out the window. 

 

 

 

Manage Subscriptions 

Change Pricing Plan 

Administrators can view the current plan as well as change the pricing plan under “Settings” 

 

 

1. Go into Settings and click on “Manage Subscriptions” 

    2. Under Pricing Information Click Change Pricing Plan 

 

 

Update Payment Method 

Administrators can change the payment plan under “Manage Subscriptions” 

 

1. Follow Step 1 from Change Pricing Plan  
2. Under Default Card, click Update Payment  

    3. Add your new card details in the available fields. 

    4. Click Save after putting in your new card details.  

 

 

Cancel Subscription 

Administrators can cancel the subscription under “Manage Subscriptions” 

 

1. Go into Settings and click Manage Subscriptions. 
2. Click Cancel Subscription. 

    4. Fill in the box with the reason for cancelling. 

    5. Then Click Yes, Cancel Payment to finally cancel the subscription. 

 

 

 

Payment Configuration 

The Payment Processing feature will allow you to request payment from patients for services and collect payment directly in the platform. Admins can access payment configuration through ‘Settings’. You can either Connect you Stripe Account or Set up payments with Adracare. 

 

Connect Your Stripe Account 

 

1. Go into Settings and click on “Payment Configuration” 

2. Click on ‘Connect your Stripe Account’ 

 

3. A window opens up where you can follow the prompt by putting in your email and click ‘Next’ 

 

Set Up Payments with Adracare 

 

1. Go into Settings and click on “Payment Configuration” 
2. Click ‘Set up Payments with Adracare’ 
3. In “Set up Payments with Adracare”, proceed with completing the three sections: Tell us about your business, Enter your banking information for depositing collected patient payments and Identity Verification with Stripe. 

 

SECTION 1: Tell us about your business: This information will be used for payment verification and risk analysis.  

 

 

1. Business Name 
2. Business Address: Type in your address and select the appropriate business address from the autofill addresses populated below.  
3. Business Description 
4. Business Email Address 
5. Business Phone Number 
6. Category Code: Search for your area of practice and select the most appropriate option from the autofill options (ex. Counselling services)  
7. Charge Prefix: This is what will show up on your bank statement when you get paid for your services (ex. ADRA - Consultation)  
8. Default Charge Descriptor: Description of the charge that you will see on your bank statement when a transaction occurs 

 

SECTION 2: Enter your banking information for depositing collected patient payments: This information will be submitting to our partner, Stripe for merchant verification 

 

 

1. Account Holder Type: Individual or Company  
2. Account Holder Name 
3. Country of Bank Account: CA, UK, US, 
4. Currency: CAD 
5. Account Number: This information can be obtained from your banking institution 
6. Routing numbers: This information can be obtained from your banking institution. This is also known as the “transit number”. 
7. Click ‘Submit’ at the top right corner 

 

   

 

SECTION 3: Identity Verification with Stripe: To complete the payment configuration, you will need to provide your information to our partner, Stripe for identity verification. 

 

1. Click on the “Complete Identity Verification” button and you will be navigated to the Stripe website to complete the process. 

• Once you have completed the Identity Verification on the Stripe website, you will be directed back to the Adracare platform. The grey “Identity Verification with Stripe” header will turn green once the section has been completed successfully.