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Institution Configuration: Administrator

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eNcounter Direct-to-Patient

Institution Configuration: Administrator

 

Inviting and Managing Users as an Administrator 

As an administrator, you have the ability to invite users to create a profile and manage their access to the platform. Follow the steps below to invite new users and manage existing ones. 

 

Inviting a New User 

  1. Log in to your administrator account. 
  2. Click on the "Invite User" option located at the top right-hand side of the screen. 

  1. A pop-up window will appear. Enter the required information: 
    • First Name 
    • Last Name 
    • Email Address 
    • Institution 
    • Role 

 

  1. After all information is filled out, click Send Invite. 
    The user will receive an email invitation to create their profile. 

Deactivating a User 

If you need to deactivate a user: 

  1. Navigate to the “Users” on the left menu.

  1. Locate the user you wish to deactivate. 
  2. Click the slider under the "Active" column to toggle it off. 
    This will deactivate the user's access.

Managing Institutional Settings as an Administrator 

As an administrator, you have full control over your institution’s settings and configurations. This includes updating core information, managing appointment behavior, and customizing user experience. 

 

Institutional Settings 

To update your institution’s basic information: 

  1. Navigate to the Institution Settings section.
  2. You can edit the following fields: 
    • Name 
    • Institution Address 
    • Point of Contact (POC) Details   

Configuration Settings 

Within the Configuration section, you can customize how the system functions for your organization: 

  • Enforce Country / State Licensing 
    Ensure provider availability aligns with licensing requirements based on user location. 
  • Number of Times to Contact Available Providers 
    Set how many contact attempts should be made to available providers before notifying the user that no providers are currently available for an Encounter Now appointment. 
  • Enable/Disable Waiting Room Option 
    Decide if users should be placed in a virtual waiting room before being connected with a provider. 
  • Enable/Disable Dispatcher Option 
    Control whether dispatchers are used to route appointment requests. 


Enable/Disable Chat Appointment Types 
Allow or restrict appointment types conducted via chat. 

  • Enable Patient Facing Scheduling
    Allow or restrict the patients ability to
  • Required Patient Fields
    Check the boxes to require patients to input their:
    • Date of Birth
    • Sex Assigned at Birth
    • Tax ID
    • Insurance Policy Number
    • Insurance

IMPORTANT: After making any changes, click Save Changes for them to take effect. 

 

Enable/Disable Whitelisting 
Toggle this to customize: 

  • Organization Name 
  • Product Name 
  • Subdomain

IMPORTANT: The sub-domain must be all lower-case letters

  • Organizational Logo – The logo located in the top left corner of the screen IMPORTANT: Image must be a JPG or PNG format; no larger than 10 MB.

  • Favicon – The logo located on the browser tab


IMPORTANT: Image must be a JPG or PNG format; no larger than 10 MB.

  • Cover Image – The Image on the right side of the Log In screen

  • Branding – The color scheme of the buttons throughout the application

  • Patient Booking Buttons – The color scheme of the patient booking buttons.

Managing Services and Payments 

Administrators may add, remove, or edit the types of services under the Services tab.

IMPORTANT: At least one service must be configured before patients can be scheduled.

  1.  Click the “Add Service” button.

 

  1. Complete the following fields:
    • Service Name – Name show on the list of services
    • Service Description – Internal description for staff
    • Specialty – At least one specialty must be selected
    • Duration – Select the desired durations for appointments
  2. Enable or Disable the following requirements:
    • Fee Enabled – Used if a payment is required for an appointment
    • Allow ‘See a Provider Now’ – Enables patients to request providers instantly
    • Service Enabled – Must be enabled for users to see the service

 

  1. Select Templates and Providers
    • Templates – Standard for Notes and Documents may be used for each service
    • Provider List – Assign Providers to the specific list

Select from the list of providers and click the “Add Provider” button.  Delete a provider from a service by clicking the “” button.

Managing Services and Payments 

In addition to configuration, administrators can manage: 

  • Services and Pricing – Add or adjust the types of services your institution offers and their associated costs. 
  • Insurance Options – Add accepted insurance plans. 
  • Self-Payment Options – Set up self-pay methods for users without insurance.


 

Creating Documents and Visit Notes


Administrators have the ability to generate documents for both patients and providers to complete before and during the session: 

  1.  Navigate to the Document Management or the Visit Notes section and click the + Create Template button. IMPORTANT: Generating Documents and Visit Notes will be the same process. Visit notes will be limited to the types of fields that will be available.
  2. Select whether the document will be completed by the patient or the provider and click the Continue button


IMPORTANT: Visit Notes will not have this option

  1. Create the Template Name and click the Save button.

 

  1. There is a list of fields on the left side of the screen that you can select from when creating your document template:
  • Text – Uneditable text
  • Check Box – Yes/No Answer
  • Single Line Input – Simple Answers
  • Multi Line Input – Long Answers
  • Single Choice – Select Single Bullet
  • Multiple Choice – Select Multiple Bullets
  • Dropdown – Select from a list
  • Date – Date of requested information
  • File Upload – Upload Attachments

 

IMPORTANT: If the “Required?” button is not enabled, the user can submit the document without completing the field.

 

IMPORTANT: There are 4 buttons on the top of each field once added to the form.  These buttons allow you to move the field up or down to ensure proper placement on the document, as well as copy (duplicate) or delete fields as needed.

 

  Move the field up on the Document

  Move the field down on the Document

  Copy/duplicate the field
  Delete the field

 
IMPORTANT: Multiple choice and selection fields allow you to add additional selections/choices be clicking the “+ Add Option” button.

 

  1. Inputting the fields (examples):
  • Text field
  • Check Box
  • Single Line Input
  • Multiline Input
  • Single Choice
  • Multiple Choice
  • Dropdown
  • Date
  • File Upload
  • Signature Settings
    • At the end of the document will be a field where you can require signatures from both patients or providers alike.  Select the type of signature required and the user(s) that should be required to sign.
  1. Preview and publish your document. 
    • Once completed, doublecheck your document by clicking the “Preview” button.
    • If the preview meets your standard, Click the “Publish” button to go live with the document.

Creating Document and Visit Note Packets

  1. Administrators have the ability to generate document and visit note packets for both patients and providers to complete before and during the session: 
  2. Navigate to the Document Management or the Visit Notes section and click the + Create Template button.
  1. Enter the desired packet name and click “Save and Add Templates”
  2. Select the documents that you would like to include in the packet and click the “Add to Packet” button.
  3. You may continue to add, edit, or delete Documents, Visit Notes, and Packets as needed by revisiting the Document Management and Visit Notes section of the Admin portal.