Setting Up Accounts - Full Guide

This article describes the necessary steps for Business Administrators (Admins) to get accounts set up in OvDx LIMs and get reports to the right people.  Adding Sales Groups, Sales Reps, and Provider Accounts allows you to set up and control access to the OvDx Portal.  The OvDx Portal is a separate website url (portal.labtests.io) that can give Sales Reps and Provider Contacts instant visibility to orders and patient reports.  The OvDx portal can also be configured to allow contacts from your Provider Accounts to place Online Orders that connect directly to your OvDx LIMs.

Adding a Sales Group and Group Manager (Optional)

What are Sales Groups? 

Sales Groups are optional in OvDx and can serve as a way to organize Sales teams and assign dedicated Group Managers to the team. If assigned, Group Managers can use the external Sales Portal to see the activity of all Sales Reps in the Sales Group. You can also create Sub Groups, whose activity is also visible by the Group Manager of the parent group.

Tip: Think of Sales Groups as territories or regions, and Sub Groups as states or areas within a territory or region

Add a Sales Group

1. Click the “More” button on the top navigation bar

2. Hover over “Business”

3. Select “Sales Groups”

4. Click “New Group”

5. Type a name for your Sales Group in the box (e.g., West Coast)

6. Click “Create”

Add a Sub Group to the Sales Group

1. Click the arrow next to the Sales Group

2. Click “New Group” under the existing sales group

Remove a Sales Group

To remove a Sales Group, you must first disassociate any Sales Reps from the Sales Group.

1. From the Sales Group, click on the green link for the Sales Rep Name.

2. From the Sales Group dropdown, choose “Select a Sales Group” or select a new Sales Group to clear the association to the Sales Group to be deleted.

3. Click “Save” and repeat steps 1-3 for all Sales Reps associated with the Sales Group.

4. From More > Business > Sales Group, navigate back to the Sales Group and click the “Remove” button.

Add a Sales Rep

There are three options to add a Sales Rep in OvDx. Assigning them to a Sales Group is optional, but you must have a Sales Rep added in order to add a Provider (sales) Account. 

Option 1 - Add a Sales Rep via "Sales Rep" Feature

1. Click the “More” button on the top navigation bar

2. Hover over “Business”

3. Select “Sales Reps”

4. Select “Add Sales Rep” > ”Add New Sales Rep”

5. Complete the fields for Sales Rep (first name, last name, email, phone number - digits only)

6. Turn on “Has requisition access” toggle if you want the Sales Reps to see requisition information within the Sales Portal

7. Click Create

Option 2 - Import a list of Sales Reps via “Sales Rep” Feature

1. From the Sales Rep feature in Option 1, select Add Sales Rep > Import Sales Rep

2. Click the Download Temple File button

3. Populate the template file with your Sales Rep information and save the file as a .csv.  Drag and drop the complete .csv file into the box OR

4. Select the Browse Files button to upload the file from your computer

5. Click “Submit”

Option 3 - Add a Sales Rep via the “Sales Group” Feature

1. From the Sales Group Feature, Select the Sales Group and Click “Add New Sales Rep” link

2. Complete the fields for Sales Rep (first name, last name, email, phone number - digits only)

3. Turn on “Has requisition access” toggle if you want the Sales Reps to see requisition information within the Sales Portal

4. Click Create

Set a Sales Rep as a Group Manager (optional)

1. Select the three dots to the far right of the Sales Rep

2. Click “Set as Group Manager”

Note: The Sales Rep MUST be added before creating the Provider Account in OvDx. If your lab does not have Sales Reps, you must create a place-holder sales rep before adding any provider accounts.

Tip: Sales Groups are optional and allow for Sales Manager roles and organization of Sales Reps into regions or classes 

3. Click the “Create” button. An email will be sent to the newly created Sales Rep to prompt them to set up their password for the sales portal.

Tip: Sales Rep fields can be edited/updated after the Sales Rep is created. If the email field is edited, a notification will be sent to that new email to prompt the Sales Rep to set up a new password for the Sales Portal.

Archive a Sales Rep

To archive a Sales Rep and remove their access to the OvDx Portal follow the steps below:

1. Go to More > Business > Sales Reps

2. Click on the three dots next to the Sales Rep you want to archive and select “Archive” from the drop-down menu

To Unarchive a Sales Rep:

1. Select the checkbox next to “Show Archived Sales Reps”

2. Click the three dots to the right of the Sales Rep’s name

3. Select “Unarchive”

Troubleshooting

For more help with this section, see the following articles:

Adding a New Provider Account

Adding Provider Accounts Manually

1. Go to More > Business > Provider Accounts

2. Click the green “Add Provider Account” button

3. Choose “Add New Provider Account,” then fill in the account information: 

     A. Fill in the demographic information, noting that the account name is a required field.

Tip: Select the “Use Street Address” checkbox if the mailing address is the same as the street address. The mailing address is what will be used as the auto-fill option on requisition forms.

     B. Select the Sales Rep who will be responsible for this account. 

     C. Choose whether the account will receive faxed and/or emailed reports under Report Delivery Preferences.

Tip: If adding a fax number, enter only numbers (no dashes) and be sure to include the country code. For example, add a “1” at the beginning of US fax numbers.
Tip: For any contacts to receive emailed reports, the Email Report Delivery Preference must be turned on at this Provider Account page, as well as on the contact page - see Adding Provider Contacts, below.

     D. Optional: Under Other Settings you will see a toggle for “Secondary Service Provider.”  This toggle defaults to off but if you want to associate this account to an existing Sales Account, you may turn this toggle on. Contact success@ovation.io to get help configuring secondary service providers. 

     E. Click the green “Create” button.

Importing Provider Accounts

1. Go to More > Business > Provider Accounts

2. Click the green “Add Provider Account” button

3. Choose “Import Provider Accounts.”

     A. If a template file is needed, click “Download Template File”

     B. Drag & drop or Browse to upload a .csv file with the provider account information 

     C. Click the “Submit” button

Adding Providers

In OvDx, a Provider is defined as the person ordering a diagnostic test for a patient. Providers will need a National Provider Identifier (NPI), which is a unique 10-digit identification number issued to health care providers in the United States by the Centers for Medicare and Medicaid Services (CMS). Non-US providers can also be added by selecting the appropriate category from the orange License Registry drop down menu.

1. Select the Providers tab to add providers to this account.

2. Click the green “Add Provider” button.

3. Enter the NPI# in the search box provided (the Provider name will appear automatically once a valid NPI# is entered).

4. Click the green “Create” button

Note: If your Provider doesn’t have an NPI, you can select “ex-US / clinical trial” from the License Registry drop-down and fill in any registration number (will not be validated) and the Provider Name.

Adding Provider Contacts

A Provider Contact is an individual that will be given Portal access on a Provider’s behalf.

1. Select the Contacts tab to add provider account contacts

2. Click the green “Add Contact” button

3. Enter the contact information, noting that first name, last name, email and communication preference fields are required.

4. If you are using the Portal Provider Signature feature, choose the appropriate Role for the contact. If you are not using the Portal Provider Signature feature, leave the Role as “None.”

5. If needed, select the Primary Contact checkbox to allow access to the Analytics page in the Portal.

6. If reports should be delivered to this contact, select the delivery preference of Fax and/or Email. 

Note: If reports will be emailed to this contact, then the Email toggle must be turned on in this screen, as well as the Email toggle in the Info tab of the Provider Account - see step 4, above.

7. Associate Providers to this Contact in the Choose New Providers drop down menu.

Note: At least one Provider must be associated in order for that contact to receive an email prompting them to set up their password for the Provider Portal.

8. Click the green “Create” button. 

Tip: If adding a fax number, enter only numbers (no dashes) and be sure to include the country code. For example, add a “1” at the beginning of US fax numbers.
Tip: Contact fields can be edited/updated after the new contact is created. If the email field is edited, a notification will be sent to that new email to prompt the contact to set up a new password for the Provider Portal.
Tip: Portal password emails can be resent by clicking the 3 dots to the far right of the contact on the Contacts page.

Adding Secondary Providers (optional)

Add secondary service providers in the Secondary Providers tab. Contact success@ovation.io to get help configuring secondary service providers.

Associating Order Forms to Provider Accounts (optional)

1. Select the Order Forms tab to choose which requisition templates are accessible during Online Order Entry in the Provider Portal.

2. Click the green “Add Order Form” button.

3. Enter the Display name, then select the Project, and Requisition Template.

Tip: The display name is what the contact will see when placing an order via the Provider Portal.

4. Click the green “Submit” button.

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