Our Help Center provides many articles to help you configure Remedly for your practice's unique needs at your own pace. This article provides the map to guide you through self-configurations to ensure you're following a methodical and comprehensive process.
To begin, we provide general information of the landing page after logging in, including how to access the configuration options:
Next we guide you through the list of configuration options module by module, organized by criticality for launch prep. We recommend that you work through all of your configurations in the order in which they are provided.
Critical for Launch
- Account Settings
- Practice Profile Overview
- Schedule Settings
- User Accounts
- Medical History
- Treatment Forms
- Treatment Setup
- Inventory
- Chart/Op Note Templates
- Patient Portal Access
- Automated Communications
- Phrase Macros
- Default Notes & Disclaimers
- Commission Rates
- Prepaid Packages
- Lead Generation
- Fee Estimate Template
- Telemedicine
- Online Store
- How to Manage Payment Methods
- How to Create a Custom Discount Reason
Corresponding Videos:
- Accounts Settings and Practice Profile Video
- Schedule Settings Video
- User Accounts Video
- Consent Forms Video
Main Dashboard Overview
Envelope: Provides HIPAA-compliant communications including attachments for patients or staff. Patients receive their message via the patient portal; staff receive their message via dashboard notifications.
Calendar: Schedule appointments, configure Remedly, and access reporting, financial dashboard, marketing, and other features.
Reminder list: Schedule reminders for yourself or staff members, with the ability to reference patients. 
Inventory: Add and manage your practice's inventory.
Financial: Create invoices, subscriptions, prepaid packages, estimates, and other financial features. 
Main Menu: Provides access to configuration options. These configuration options are also as accessible via Calendar. The only exception is the Main Provider setup in Account Settings.Account Settings
To configure your main provider's account, use the Main Menu to navigate to Practice Account then select Account Settings.
From the three options, select Name and Login Information. Add Profile Information as indicated.
Upload a profile photo which will appear in the Patient Portal and on the Patient Portal login page. Also be sure to add the main provider's signature which allows the provider to upload their signature with the click of a button to patients' chart notes, consent forms, and other required fields.
Practice Profile Overview
Next select the middle option labeled Professional Profile to open the Practice Profile page.
Profile Tab
First verify that the practice name and address information is accurate.
You can add or replace the Practice Logo by dragging and dropping a JPG or a PNG file or click to upload one from the desktop. Once uploaded, the practice logo will appear on invoices and in the patient portal.
Add your Practice Specialty to allow us to provide you with more targeted initiatives.
Also update your Practice Hours by indicating the earliest and the latest hours that the practice is open for appointments throughout the week. If the office hours start or end on the half hour, input the full hour before or after; for example a 9:30am opening should be 9am and a 5:30pm closing should be 6pm. You will add Block Time to the calendar to block off the extra half hour so patients cannot request appointments when the practice is closed. Block Time will also be used to accommodate for variations within the week, such as a day when the practice opens later.
In Practice Summary, input a few sentences summarizing your practice and what makes you special. This content will display on the Your Care Team tab in the Patient Portal.
In the Patient Portal Configuration section, you can control what patients see and have access to within the Patient Portal. It's recommended to enable all the options to start and configure them later when you better understand what functionality you'd like in the Patient Portal. At a minimum, it's recommended to enable Invoices And Receipts as well as Medical History.
For more information on the Patient Portal, please see this article:
It is recommended to enable all options for the Remedly Calendar Integration (CalDAV) to allow for the Remedly appointments to display within personal Google calendars.
Be sure to click Save at the bottom of the page to retain all changes.
Locations Tab
Here you can add addresses for your practice, including any offsite locations such as surgery centers. Be sure to add the local sales tax so it will autofill on invoices where appropriate. After each location addition, select Commit then be sure to Save all location changes.
Appointments Tab
There are three options for color coding your calendar:
- by Appointment Type
- by Staff Member
- by Visit Reason
Color coding provides visual cues as to the contents of each appointment. The Appointments tab allows you to configure the appointment types by color. To color code by staff, set your staff colors in User Accounts; to color code by visit reason, set your treatment colors in Treatment Setup.
Note: Practices usually use appointment type or visit reason color coding because staff members are already sorted by columns.
It is possible to make certain appointment fields to be required when creating an appointment. To start, it is best to leave these options unchecked to allow appointments to be created freely.
Note: if your practice prefers to view the calendar with the columns as Location (ex: Room 1, Room 2), the Room option should be a required field when creating an appointment in order for the appointment to display on the calendar.
For more information, please see the following video on configuring this feature:
Schedule Settings
User Accounts
User Accounts allows you to set up and manage your staff and consultants with Remedly access. To access User Accounts, use the link provided under Practice Account. To add a new User, select + New User.
Enter the user's name and email address, ideally using the practice's domain name (ex: @yourpractice.com). For Title, determine first whether the user should be set up as Provider or Staff:
- Providers can commit their own Chart/Op Notes
- Staff members can submit Chart/Op Notes, but the notes need to be committed by a provider
Once you've determined whether a user should be a Provider or Staff, then select the most appropriate title within the appropriate section. You can choose several titles or add your own. Read more on how to do this in the following article:
Note: You can easily adjust the title within the designated section (Provider or Staff), but it is difficult to change the user from Staff to Provider or visa versa, so be careful when assigning Staff vs. Provider.
Be sure to assign all locations the users should have access to.
There are two security access settings:
- IP-based log in restrictions restricts staff members to only gain access to Remedly from a specific IP address such as your office IP address.
- Access Time allows you to designate which days and hours the user can access Remedly.
Color should be unique per user if your practice prefers to view the calendar with each appointment color coded by Staff Member.
Show in Patient Portal designates whether this user will be included in Your Care Team in the Patient Portal. If activated, be sure to upload a photo to appear in Your Care Team.
Show Virtual Room helps to configure virtual appointments for this user.
For more information on setting up virtual appointments, please see this article:
Note: if the provider assigned to the appointment needs to forward the note to another provider to be committed, follow this workflow:
If Provider A needs Provider B to commit the note:
- Approval By is set to Provider A by default as the provider for the appointment
- Provider A should use the Save button if note needs more editing. This creates a dashboard notification to remind Provider A to complete their note.
- Once ready for Provider B to review the note, Provider A changes Approval By to be Provider B and clicks the Save button.
- Provider B will receive a dashboard notification to review the note and clicks the Commit button to commit the note to the record.
Feature Access allows you to designate platform access by feature as well as designate who receives certain dashboard notifications. If enabled, Messages allows patients to message directly to staff via the Patient Portal, and Practice Account provides configuration capabilities.
For more information on what capabilities each options activates, please see the following article:
After completing your configurations, select Invite to send an email notification with a temporary password to the new user.
For more information, please see the following video on configuring this feature:
Medical History
To improve practice efficiency, it is optimal to have patients complete their medical history via the Patient Portal before their appointment or in the waiting room on a mobile device if needed. To configure your medical history questions, navigate to Practice Account from the Calendar then click on Medical History.
Of the three tabs provided, click on the middle tab labeled Medical History. There is a list of default questions which you can select to ask or hide by toggling the questions on/off. When a patient answers Yes to any of the default questions, an empty input field will appear with a capture guiding the patient what additional information to provide.
Also, you can Add custom questions by clicking on "+ Add Custom" at the bottom of each section.
When formulating a custom question, please maintain the section formatting and add content to guide the patient how to complete the empty input field for an affirmative answer. For example:
Q: Were you injured? If Yes, please share all details.
You can also configure the default questions in the Online Follow-ups and Treatment Related tabs.
For more information on Medical History, please see this article:
Treatment Forms
Some appointments and treatments will require specific consent forms to be signed before proceeding with the appointment. When these forms are uploaded to Remedly and connected with the appropriate treatment, the patient can sign these forms via the Patient Portal or in the waiting room before their appointment to improve practice efficiency and reduce practice liability.
To upload consent forms, navigate to Practice Account from the Calendar then click on Treatment Forms.
First you will need to optimize your consent forms using a word processing platform such as Word to accommodate the following guidelines:
- Remove any signature lines which are automatically included in our form signing tool
- Remove as many input fields as possible as adding text and check marks is time consuming
- Relocate any patient demographic questions to our Medical History
- Note the input fields available while charting notes in the Physical Exam section (see below)
- Save the finalized form as a PDF
Please watch this quick video to see how the form signing tool functions.
Next you will upload your formatted consent form into Remedly:
1. Provide your consent form with a unique name using Form Description
2. Select which Appointment Type(s) will require this form to be signed. We strongly suggest that you choose the Select all option every time for maximum flexibility.
Note: the Forms Package allows the user to generate the form as a PDF in order to print the form for completion. This is helpful when the patient is onsite and they haven't signed their forms via the patient portal.
3. Select the Expiration date, which will indicate how long the signed forms are valid for. It will also notify the patient if the forms need to be signed again due to expiration. Options include:
- No expiration date - the form will never expire
- Expires annually - set to 12 months
- Patient should complete form every time - set to 1 day
For more information on Treatment Forms, please see this article and video:
Treatment Setup
Treatment Setup allows you to configure your practice's treatment list and set up unique requirements for each treatment. To set up the treatment list for your practice, navigate to Practice Account from the Calendar then click on Treatment Setup.
To configure your practice's treatment list, use the keyword search and filters to find your preferred treatment names from the list provided. Ensure that the category for your treatment also accommodates your need. Click Edit to enable the selected treatment.
Note: if the default treatment list does not provide the category and treatment name you prefer, find an existing treatment name then Add New to create a custom treatment.
Surgical
When you edit the treatment, each default treatment will identify if the treatment is considered surgical. Surgical treatments require a provider to sign consent forms tied to this treatment. Only custom treatments are configurable whether the treatment is surgical or not.
Location(s) Offering Selected Treatment(s)
You can configure which location(s) to enable for each treatment, allowing your search results to display as All On or Mixed indicating how many locations have been activated.
Color
You can identify each treatment as a unique color, providing a visual cue for the calendar when viewed by Appointment Type. Reminder that there are three options for color coding your calendar:
- by Appointment Type
- by Staff Member
- by Visit Reason
Note: It is recommended to provide unique colors for any procedures where you are likely to sketch more than one treatment while using the sketching tool. This will develop a legend based on color coding for easier interpretation of where each treatment was applied.
For more information on using the sketching tool, please see this article:
Repeat Treatment Intervals
For treatments that should occur on a frequent basis, you can set the timing of the frequency which will enable the Patients Due for Treatment report to show which patients have missed their interval treatment.
Assign Location Attributes
For each location, you can further configure the following attributes:
Appointment Duration by Type enables default appointment durations times by appointment type. This creates efficiency while scheduling but can be overridden if needed.
Appointment Forms identifies which consent forms are required by appointment type, and multiple forms can be selected per appointment type.
Charge Calculation Method provides various options for calculating treatment pricing, enabling the correct pricing to auto calculate when invoicing.
- Fixed Rate is a set price for the duration of the appointment
- Flat Hourly applies a per hour calculation including portions of an hour
- Scaled Hourly is cumulative, adding up cost per hour for total cost
- Inventory uses the Retail Price per Unit in the Inventory module for calculations.
For more information on using the inventory pricing, please see this article:
Fee Type identifies whether the charge is from the Practice and an Outside fee being passed on to the patient.
Taxable will apply the local tax rate configured in the Practice Profile.
Anesthesia Fee will apply the fees configured in Anesthesia Fee under Practice Account.
Facility Fee will apply the fees configured in Facility Fee under Practice Account.
Charge to will determine if invoicing will default to charging the Patient or Insurance.
Be sure to Save all changes to either one or all locations.
For more information on Treatment Setup, please see this article:
Inventory
For more information on how to create and stock inventory items, please see this article:
Chart/Op Note Templates
For more information on configuring templates to use while charting your patient encounter, please see these articles:
- Creating Chart and Operative Note Templates
- Chart Note Template Library
- Operative Note Template Library
Patient Portal Access
Patients receive an email introducing them to the patient portal when they are scheduled for their first appointment with your practice. In order for patients to easily navigate back to the the patient portal, we encourage you providing a custom link from your website to promote your patient portal.
You can view and copy your practice's unique Patient Portal link by going to the Main Menu>Practice Account>Practice Profile.
It will be under the Practice Summary section of your Practice Profile. You can give it to your Website Administrator so they can add a Patient Portal button on your business website.
For more information on the patient portal, please see this article:
More Configuration Options
Congratulations!
You've completed configuring the core modules necessary to launch using Remedly in your day-to-day operations.