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Managing Contacts in the Portal

This guide explains how Practice Admins and authorized users can add new contacts and update existing ones to ensure accurate information is maintained in the system.

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Written by Regina Arbolante
Updated over 3 months ago

Objective

To provide step-by-step instructions for adding and editing contact records in the portal for communication and role management.

Key Steps

Step 1: Navigate to the Contacts Section

  • Log in to the portal with admin credentials.

  • From the main menu, select Contacts.

  • You will see the list of existing contacts for your organization.

Step 2: Add a New Contact

  1. Click Add Contact to open the form.
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  2. Complete the required fields:

    • Organization*: Select the organization this contact belongs to.

    • First Name*: Enter the contact’s first name (e.g., John).

    • Last Name*: Enter the contact’s last name (e.g., Doe).

    • Role*: Assign the contact’s role (e.g., Clinical Contact, Billing Contact).

    • Email*: Enter the contact’s email address (e.g., [email protected]).

    • Phone*: Provide a valid phone number (e.g., 123-456-7890).
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  3. Review all details.

  4. Click Submit to save the new contact.

  5. The contact will now appear in the list under the selected organization.

Step 3: Edit an Existing Contact

  1. In the Contacts list, select the name of the contact you want to update.

  2. The Edit Contact form will open, displaying the details already saved in the portal.

  3. Update any necessary fields such as:

    • Role (e.g., update from “Clinical Contact” to “Billing Contact”)

    • Email (if the contact’s email has changed)

    • Phone number

    • Other information previously entered

  4. After making the changes, click Submit to save updates.

  5. The contact record will be updated and reflected in the list.

Important Notes

  • All fields marked with * are required both when adding and editing.

  • Ensure email and phone details are always current for accurate communication.

  • Editing a contact will overwrite the previously stored details.

Tips for Efficiency

  • Standardize role titles to keep records consistent (e.g., always use “Billing Contact,” not “Billing”).

  • If a contact changes organizations, create a new record under the new organization rather than editing the old one.

  • Review details carefully before submitting changes to avoid duplicate records.

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