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 request all practices to check any third party integrations e.g. SMS, Labs, eFax, eRx, PDMP, Insurance, etc. (or any other add-ons that have been requested) before seeing the real patients. Please conduct a dry run using test patients or limited set of real patients before your launch date. It helps to avoid any last minute surprises. If you have any question, please email us at support@DocVilla.com with relevant subject line so that we can investigate further.

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 DocVilla #1 Ambulatory EHR EMR with Telemedicine

✅ 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”.