Adding your providers and medical director

Hey there, this is Kris with Healthaide. In this video we're going to walk through how to add your providers and your medical director to your clinic, if you're a clinic that has a clinical team that can provide patient care and prescribe for patients. So let's get into it.

First, log into your clinic portal at app.healthaide.io. Once you're in, go down to the bottom and select Settings, then click General. Scroll down to the bottom of the general settings page where you see Provider Model. Some of you may have Healthaide Provider Network selected, and some of you may have Your Own Provider Network selected.

If you have Healthaide Provider Network selected, this next step applies to you. If you're already on your own network, hang tight — everything after this step applies to everyone. Switch to Own Provider Network if you're not already on it, and confirm the switch. When you switch, you'll be brought to another page where you select the provider model, which is Use Own Provider Network.

You'll also send an invite to your medical director, so put their email in there. The invite your medical director receives is an invite for them to onboard themselves and to sign their agreement as a medical director, stating that they're responsible for all clinical oversight in your clinic.

The next steps — custom domain, staff permissions, and operating hours — you can skip, because those can all be managed and reconfigured in the clinic portal itself. If you did that step right, then when you go back to the Settings page, at the bottom you'll see Own Provider Network is now selected.

Now let's go to Staff and Permissions and add a provider or a medical director. We're going to invite users. I'll put in a name and an email, select which location applies (many of you only have one; some clients have multiple), select User, and go to Next. Now I can choose Provider or Medical Director. I'll go with Provider.

You'll see some of these settings turn on by default, but you can go through each one individually and decide what permissions to give your provider. They may be doing more than just prescribing and patient care — they may be doing extra work for you — so this is a preference. Let's make sure providers can view patients and manage patients. Let's make sure they can view tags and manage tags too. Tags can be used in your medical screening intake forms — for example, if a patient has a certain tag, don't show a particular question. Maybe you also want them to see the Analytics page.

Let's go down to the provider-specific sections. The catalog: I want my providers to be able to view and manage the products we have. The exam queue is important because that's where providers go to approve or deny patients for care. Scheduling as well — that's how patients connect with providers and their calendar. I also want clinical exam access. As a medical director you may or may not want your providers to edit the exams; maybe you only want them to see the health intake screening exams, or maybe they'll be working on the exams themselves and adding questions. Totally up to you. Also select pharmacies so they can view pharmacy orders.

You'll notice Create Manual Pharmacy Orders here as well. By default this cannot be selected yet. The reason is that the provider you're inviting has not yet been approved to provide patient care and place orders. Once our team adds this provider to our pharmacy network, the provider will be able to create a manual pharmacy order and you can toggle that on.

I'll select Next and send the invite out to this provider. Now I'll log out of this account. I should have just been invited to the Healthaide test account as a provider. I'll view the invite, accept it, and log into the Healthaide test clinic. Now you can see your provider has access to the pages and functionality that you gave them.

Once a provider is in the system, we get into the onboarding process for the provider. Because I've already set up my account you may not see this, but your provider will have a notification at the top to complete their provider onboarding — they can click the bold, underlined text. Or they can go down to Profile, or click their profile in the top right, which brings them to their profile page where they can configure all their settings, including their personal photo and address.

We do need an address — this is sent in with the prescription, which the pharmacies require. For licenses, the provider can enter an NPI number, which is required for us to submit to our pharmacy network. They also add state licenses and registrations: select a state, put in the license number, DEA number if applicable, and the expiry date. You can add or remove a state at any time. This is critical because a patient applying for treatment is routed to providers based on their state licensure in the platform. That happens automatically, so if the provider doesn't have that license set in the system, the patient will not be routed to that provider.

The provider also adopts a signature that goes on the prescriptions, and sets availability so any patient who is required to have a synchronous visit can schedule a call with the provider during those times. You can add different time slots, and you can block off your calendar by adding time off. Before the availability step, you'll also want to go into calendar sync and sync your calendar — whether it's Google, Outlook, or whatever you use — then save the changes.

That's the provider setup, fairly simple. If you're a provider waiting for approval in the platform from the Healthaide team, you'll see an orange bar across the top that says "Your account is pending approval." That orange bar disappears once you're approved to provide patient care. What that process takes is for us to verify that you are who you say you are, that your licenses are active, and to submit that to the pharmacies and get you into our pharmacy network. Once that's done, you as a provider can approve patient care for any patient in any state, and you can place manual orders.

If you have a problem creating an order and placing a manual order, make sure you (or an administrator on your team) go back into the Settings page and check whether your manual order toggle is on. If it's not on yet, have them turn it on, and that enables you to place a manual order. So that's the onboarding process — adding providers and adding your medical director. Hopefully this helps. Good luck setting up your account, and reach out if you have any questions.