Set up a facility

A Facility Admin's first days: sign the agreements, describe your locations, set your rules and invite your staff.

A new facility organization is created for you by HealthyRides, and your Facility Admin is invited by email. This workflow is the order that works best for the first days. Everything after the first step is self-service on Admin.

Who is involved

• The Facility Admin, who does all of the set-up.
• Other staff, who wait on the first step and then sign in as Schedulers.

Steps

1. Facility Admin, first sign-in. Sign in from the invitation. Before anything else you see the agreement page. Read the business associate agreement and the terms of service, tick each, type your full name and title, and sign on behalf of the organization. Until both are signed the organization is inactive, and everyone else who signs in sees a waiting page. They can use Check again after you sign. See Get started.
2. Facility Admin, Admin, Organization. Check the organization's name and primary contact.
3. Facility Admin, Admin, Locations. Add each facility: name, address and, if you have a campus, a parent location. Deactivate a location you no longer use. It stays listed and can be reactivated. A location with active child locations cannot be deactivated.
4. Facility Admin, Admin, Locations. For each location, add pickup points: named entrances or zones with their own address and Floor / Room presets. A pickup point's geofence can only be wider than its facility's, between 150 and 1,000 meters. Intake step 2 then offers these as saved origins.
5. Facility Admin, Admin, Units. Add the units or departments your staff work in. Rename or retire them, and merge a duplicate into the one you keep.
6. Facility Admin, Admin, Diagnosis favourites. Search for billable diagnosis codes and build your ranked list. They appear first in the diagnosis search at intake, which still searches every code.
7. Facility Admin, Admin, Facility rules. Review the geofence radius (150 to 1,000 meters), the default pick deadline (30 minutes to one day before pickup, 2 hours if unset), the time zone, and the Equipment options your schedulers tick at intake. Changes apply to rides posted afterward.
8. Facility Admin, Admin, Users & access. Invite your staff by work email with a role, and set each person's unit and locations. Schedulers can book only at their assigned locations.
9. Facility Admin, Admin, Report emails. Turn on a weekly or monthly summary and choose recipients who may read reports. The email holds figures only, no patient details.
10. Facility Admin, Admin, Authentication and Audit log. Review your sign-in settings. The audit log shows your organization's activity and exports as CSV.

What each side sees

• Staff waiting on step 1 see Waiting for your administrator, with a Sign out option.
• Once you sign, the organization is active and staff reach the dashboard.
• Pickup points, units and favourites show up in Schedule Ride as soon as they are saved.
• A location limits where a person can book, not what they can see. Everyone in the organization sees its rides.

Common questions

Who sees the agreement page?

Only the organization's administrator. Everyone else sees the waiting page until it is signed.

Can a Scheduler change these settings?

No. The Admin tabs shown depend on your permissions, so a Scheduler sees fewer than a Facility Admin. See Admin and Admin and identity.

Do I have to set everything up before booking?

No. Only the agreements are required. Locations, pickup points and favourites make booking faster, but intake works without them.