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How to (Initial) Setup Account in DocVilla EHR
Setting up your account in DocVilla EHR is crucial for managing patient records, appointments, billing, and prescriptions efficiently.
We strongly recommend that all practices verify any third-party integrations before seeing real patients. This includes items such as SMS, labs, eFax, eRx, PDMP, insurance, and any other add-ons that may have been requested for your account.
Before your launch date, please perform a dry run using test patients or a limited number of real patients. This helps identify any setup, workflow, or integration issues in advance and reduces the risk of last-minute surprises once you begin seeing patients.
If you have any questions or notice anything that needs review, please email us at support@docvilla.com with a relevant subject line so our team can investigate further.
DocVilla is a comprehensive EHR and Practice Management platform, and it typically takes some time for a practice to fully learn, configure, and optimize the system. We encourage customers to allow adequate time for training, setup, workflow customization, and validation of third-party integrations. Items such as eRx, EPCS, eFax, insurance-related setup, and other external integrations may require additional processing time and may not be fully operational on the first day. Depending on the practice’s technical familiarity and internal processes, it is common for implementation and workflow refinement to take approximately 1 to 2 months. During that period, practices can gradually configure the platform to align with their specific operational needs.
Stripe integration process should only be completed by the legal owner of the account as per the IRS. The information provided to Stripe should match with your IRS records. In most cases, the Stripe account should reflect the name of medical practice and EIN rather than individual and SSN. Practices are advised to consult a CPA or tax advisor in case of any confusion.
Follow the steps below to complete the setup process.
1. Logging into DocVilla
✅ Step 1: Open a new tab and go to www.docvilla.com https://www.docvilla.com/
✅ Step 2: Click on “Provider Login”.
✅ Step 3: Enter your email and password to log in.
✅ Step 4: A notification box will appear asking for permission to receive updates from DocVilla. Click “Allow” to stay informed.
2. Setting Up as an Account Administrator
✅ Step 5: Select your role as “Account Admin”.
✅ Step 6: Click on “Setup”, then select “Payment Profile” from the dropdown.
A new Stripe gateway window will appear.
Fill in the required payment details to connect your account with Stripe for transactions.
✅ Step 7: Click on “Setup”, then select “Account/User Profile”.
✅ Step 8: Under Your Information, fill in your details and verify other information. Click “Save”.
✅ Step 9: Under Account Information, enter the required details:
Name
Phone
Fax
Tax ID
Address (Street, City, State, Zip)
✅ Step 10: Click “Update Account”.
✅ Step 11: Click on “Sites” from the top menu.
✅ Step 12: Review Site Information and make changes if necessary, then click “Save”.
✅ Step 13: Manage Site Administrators:
Click “Add New” to add a new administrator.
Click “Add Existing” to assign an existing administrator.
3. Configuring Site and Location Information
✅ Step 14: Change your role to “Site Admin”.
✅ Step 15: Under Location Information, enter the Location NPI and verify the details. Click “Save”.
✅ Step 16: Manage Location Administrators again if needed:
Click “Add New” to add a new administrator.
Click “Add Existing” to assign an existing administrator.
4. Adding Provider Details
✅ Step 17: Change your role to “Location Admin”.
✅ Step 18: Click on “Providers” from the top menu.
Review Basic Information and update if necessary, then click “Save”.
Fill in Additional Information, including:
NPI Number
DEA Number
Taxonomy Code (Find it at npidb.org).
✅ Step 19: Click on “Add State”, then:
Select the State where you are licensed.
Provide your License Number.
✅ Step 20: Click “Save”.
5. Configuring Appointment Settings
✅ Step 21: Under Appointment Settings, configure your services:
In-Person Visit
Edit the service name, duration, fee, and description.
Choose to hide the service from the Patient Portal or Price Sheet if necessary.
Assign a color to help distinguish services.
Click “Save”.
Telehealth Visit
Customize the name, duration, fee, and description.
Hide from the Patient Portal or Price Sheet if needed.
Assign a color to differentiate it.
Click “Save”.
Adding New Services: Click “Add Appointment Services”, fill in the details, and click “Save”.
6. Setting Up Provider Availability
✅ Step 22: Click on “Calendar” from the top menu.
✅ Step 23: Click “Add Availability” to set up your working hours.
Example 1: In-Person Visits
Click on “Add Time”
If you work Monday from 9 AM - 1 PM, select 9 AM as Start Time and 1 PM as End Time.
Click on “In Person”.
Example 2: Video Visits
Click on “Add Time”
If you work Monday from 2 PM - 6 PM, select 2 PM as Start Time and 6 PM as End Time.
Click on “Video”.
✅ Step 24: Click “Save”.
✅ Step 25: To override availability for a specific day:
Click on “Month View”.
Select the day you want to modify.
Check “I am not working on this day”, then click “Save”.
7. Finalizing Your Setup as a Prescriber
✅ Step 26: Change your role to “Prescriber”.
✅ Step 27: To add a patient:
Click on the “Patient” tab at the top.
Click “Add Patient” on the left.
Fill in the required patient details.
Click “Save and Close”.
✅ Step 28: To create a consult for a patient:
Select the patient’s name.
Click on the “Lightning Bolt” icon under actions.
Choose the service for the patient.
Select the appointment date and time.
Click “Send Video Link by SMS/Email” if required.
Click “Save” to confirm the consult.
🎉 Your DocVilla EHR account is now fully set up!
You are now ready to manage patients, schedule appointments, conduct telehealth visits, and send prescriptions. 🚀
All the associated links are provided below for the reference: