HealthyRides

Admin

How a Facility Admin manages users, locations, rules, reports and the audit log.

Admin is where a Facility Admin runs the organization without a support ticket. It has one tab for each job. A tab appears only if your role may use it, and Admin itself is for people who can manage users.

For what each role can do, see Admin and identity. To set up a new organization from the start, follow Set up a facility.

Users & access

Invite people, change their role, and revoke access.

  1. Read the tiles: Members, Invited, Can grant access and Revoked.
  2. Filter by Role or Account, which is Active, Invited, Suspended or Removed.
  3. To invite, select Invite someone. Enter the Email, choose the Role, and select Send invitation.
  4. To change someone, select Edit on their row. Change the Role, their Unit (or choose + New unit and name it) and their Locations. Select Save changes.
  5. To end someone's access, select Revoke access in the same panel.

Locations limits where a person can book. The choices are Every facility, including ones added later, Specific facilities or No facilities. It does not limit what they can see. Everyone in your organization sees its rides at every location.

Organization

Edit your organization's name and contact.

  1. Change the Organization name.
  2. Enter the primary contact: Contact name, Contact email and Contact phone. HealthyRides reaches this person about the agreement and anything wrong with the account.
  3. Select Save profile.

If another organization already has your name, you are asked to pick one that tells them apart. Providers see the new name on rides you post.

Locations

Manage your facilities and their pickup points.

  1. To add a site, select + Add facility and fill in Facility name, Street address, City, State and Postal code. Optionally choose a Parent facility, which groups a site under another for reports. Select Add facility.
  2. To change one, select Edit, then Save facility. Rides already posted keep the address they were booked with.
  3. To retire one, select Deactivate. The screen first shows the members who hold it. It refuses if active facilities sit under it. Move or deactivate them first. A deactivated facility shows Deactivated and can be reactivated with Reactivate. New bookings stop offering it.
  4. Open a facility's pickup points to add an entrance or zone. Enter the Entrance or zone and, optionally, a Geofence radius (m). A pickup point's radius can only be wider than its facility's, up to 1000 m. It shows Widened or Facility's.
  5. Add floor and room Presets, such as "3W / 314". Schedulers pick them when booking.

Units

Keep the list of units or departments that reports group by.

  1. Read the table: Unit, Members, Rides · 30 d and Status.
  2. To rename a unit, select Rename, type the new name and press Enter.
  3. To retire a unit, select Retire. It is refused while members are still in it. Move them on Users & access first.
  4. If a rename lands on a name already in use, choose Merge into that unit. Its members and rides move to the unit that stays, so Reports counts them once, and the other unit is retired. The audit log records both.

Diagnosis favourites

Your organization's own short list of ICD-10-CM codes.

  1. Search by code or description, such as "dialysis".
  2. Select a result to add it.
  3. Use the move up and move down controls to rank the list. It is Ranked first, in this order. Remove a code with its remove control.

Schedule Ride shows these first when the diagnosis search is empty, and ranks them first in a search. They never limit what a scheduler can search. A favourite that a later code-set release drops is flagged Retired.

Report emails

A weekly or monthly summary of your reports, sent by email.

  1. Choose Off, Weekly (Mondays, covering the week before) or Monthly (the 1st, covering the month before).
  2. Choose the recipients. Only people who may read Reports are offered, and the screen names anyone left out.
  3. Check the preview. It lists the figures the email carries and says no patient details are sent.
  4. Select Save schedule. The summary arrives at 07:00 the recipient's time.

You must pick at least one recipient, or set the cadence to Off.

Authentication

Sign-in and session settings.

  1. Under Idle timeout, choose Sign out when idle and set the Minutes without activity, from 5 to 720. This stops a screen left open on a shared workstation from showing patient information. Choose Off to turn it off.
  2. Read Single sign-on and MFA. It shows the state of your sign-in connection, Active, Validating, Draft or Inactive, read live from the sign-in service.
  3. Select Manage in WorkOS to set up single sign-on.

Records of sign-in and access changes are always kept. They are not configurable here.

Facility rules

Settings for one facility at a time. Use the Facility select to pick it.

Punch geofence radius and pick deadline

  1. Set the Punch geofence radius. The default is 150 meters. Widen it, up to 1000, for a large campus. It can never be narrower than the default.
  2. Set the Default pick deadline, from 30 minutes to one day before pickup. The default is 120 minutes. With no bid picked by then, the ride goes Unassigned.
  3. Select Save rules. Reset to platform defaults fills the defaults back in. Rides posted from now on use the new values, and rides already open keep theirs.

An ASAP ride's deadline is always 30 minutes after posting. Below the form, the platform constants are shown for reference: the Gold, Silver and Bronze windows and the crew-wait alert at 15 minutes and no-penalty release at 30. HealthyRides sets them, not you.

NPI

Enter the facility's 10-digit National Provider Identifier and select Save NPI. Schedule Ride fills it in on the payer step.

Time zone

Choose the Facility time zone and select Save time zone. Survey texts to riders go out only between 8am and 9pm in this zone.

Equipment options

The checklist schedulers tick on step 3 of Schedule Ride. Add an option under New option, such as "Portable oxygen concentrator". Select its retire control to take it off rides booked from now on. Rides already booked keep it.

Audit log

The record of changes to access, rides and settings in your organization.

  1. Choose a Date range: All time, Last 7 days, Last 30 days or Last 90 days.
  2. Filter by Actor or Event. Each option shows its count.
  3. Read the rows: When, Actor and Event. Select Show older entries for more.
  4. Select Export CSV to download what you see.

The log shows which fields changed, never their values.

Common questions

I can't see a tab.

Each tab needs a permission. Ask a Facility Admin, or see Admin and identity.

Why can a scheduler still see rides at a location they cannot book from?

Locations limit booking only. Everyone sees the organization's rides.