Difference between revisions of "Vivos"

Revision as of 14:47, 6 November 2017

Documention for Vivos

Website can be found at https://orders.vivoslife.com and https://diagnostics.vivoslife.com/ Staging servers are: http://staging-vivosorders.sitefpo.com/ and http://staging-vivosdiagnostics.sitefpo.com/

Terms

Roles

Admin

Employees of Vivos with access to the administrative back end of the website. They have "Administrator" checked in their user record.

Provider

These are the clients of Vivos whose patients utilize the Vivos diagnostics website. They should be in the groups "Vivos Certified Provider", "Granted Cloud Access" and "Granted Vivos Diagnostics Access". For access to the Pediatric Catalog, users should be added to the group "Granted Vivos Diagnostic Access" or "International Granted Vivos Diagnostic Access" (for users outside of the US). If the user will receive special pricing, select the appropriate group: Vivos Partner Pricing, Vivos Prototype Pricing, Vivos VIP. Click OK to save.

Vivos Diagnostician

These are the users at Vivos who examine patient information after the technician has added their information to the file. They should have the role set in their user record and also be in the groups "Granted Cloud Access" and "Granted Vivos Diagnostics Access".

Vivos Technician

These are the users at Vivos who examine patient files newly submitted by the doctor. They should have the role set in their user record and also be in the groups "Granted Cloud Access" and "Granted Vivos Diagnostics Access".

Final Reviewer

These are the users at Vivos who do a final review of the case after the diagnostician is finished. They should have the role set in their user record and also be in the groups "Granted Cloud Access" and "Granted Vivos Diagnostics Access".

Vivos Admin 

These are the users at Vivos who can assign technicians, reorder images, and request more information from the doctors. They should have the role set in their user record and also be in the groups "Granted Cloud Access" and "Granted Vivos Diagnostics Access".

How-To For Vivos Cloud

Create a New Cloud Account

1. Click on REGISTER
2. Fill in required information and click SUBMIT.
3. The email named "User Email for Cloud Access Request" will be sent to the person who requested access.
4. The email named "Notification Email for Cloud Access Request" will be sent to the person specified in the SEND CONFIRMATION TO field.
5. To grant this new user access to the cloud, click on ADMIN, MANAGE USERS, PEOPLE and open the GROUPS tab.
6. Check the box next to Cloud Access and click OK to save changes.

How-To For Vivos Diagnostics

Vivos Diagnostics Settings

Login and click ADMIN, SETTINGS, VIVOS APP SETTINGS.

Login Authentication Parameters Tab 

Click here to select which groups doctors should be placed in to be assigned as pending or granted access to the diagnostics portal.

Vivos Page Content Tab 

Click here to edit instructions for the Cloud landing page and during the new patient entry process for the steps where the CBCT scan is uploaded and the 3D Impression models.

Vivos System Email Settings

Login and click ADMIN, MANAGE ADD-ONS, VIVOS SYSTEM EMAILS, VIVOS SYSTEM EMAIL.
In this table you will see all system emails that are sent from the Vivos Diagnostics App.
To edit any of the emails, you will click on it, make changes, and click OK. The following tabs and fields are included:

1. Details Tab: Here you see the Name of the email and the From Address.
2. Email Autoresponder: Here you will check the box Send Autoresponder if you want a website user to get an automated response from the system. Additional fields are Subject Line, and Body (the email content).
3. Email Notifications: Here you will check the box Send Notification if you want a specified group at Vivos to get an email from the system. Additional fields are Subject Line, and Body (the email content).
4. Events: Check what specific event must happen in order to send out the autoresponder and/or notification email.
5. Notification Groups: Specify the groups to get the email when you are sending a notification email.

System emails currently available are listed below:

Email for Cloud Access Request  

An autoresponder is sent to the user who requested Cloud Access and also to Vivos Admins to let them know that someone has been granted Cloud Access.

Email for Vivos Diagnostics Portal Access Request 

An autoresponder is sent to the user who requested Vivos Diagnostics Portal Access and also to Vivos Admins to let them know that someone has been requested Vivos Diagnostics Portal Access.

Email for Vivos U.S. Pediatric Portal Access Request 

An autoresponder is sent to the user who requested Vivos U.S. Pediatric Portal Access and also to Vivos Admins to let them know that someone has requested Vivos U.S. Pediatric Portal Access.

Email for Vivos International Pediatric Portal Access Request 

An autoresponder is sent to the user who requested Vivos International Pediatric Portal Access and also to Vivos Admins to let them know that someone has requested Vivos International Pediatric Portal Access.

Status Change - More Info Needed 

An autoresponder is sent to the provider when Vivos staff marks a case status as "More Info Needed".

Status Change - More Info Needed Rush Order 

An autoresponder is sent to the provider when Vivos staff marks a rush case status as "More Info Needed".

Status Change - In Review Tech 

A notification is sent to the Vivos Admin group to let them know the case is ready to be assigned to a technician.

Status Change - In Review Tech Rush Order 

A notification is sent to the Vivos Admin group to let them know the rush case is ready to be assigned to a technician.

Status Change - Assign to Technician 

An autoresponder is sent to the Technician who has been assigned to the case.

Status Change - Assign to Technician Rush Order 

An autoresponder is sent to the Technician who has been assigned to the rush case.

Status Change - In Review Diagnostician 

A notification is sent to the Vivos Admin group to let them know the case is ready to be assigned to a clinician.

Status Change - In Review Diagnostician Rush 

A notification is sent to the Vivos Admin group to let them know the rush case is ready to be assigned to a clinician.

Status Change - Assign to Diagnostician 

An autoresponder is sent to the Clinician who has been assigned to the case.

Status Change - Assign to Diagnostician Rush Order 

An autoresponder is sent to the Clinician who has been assigned to the rush case.

Status Change - Final Review 

A notification is sent to the Final Reviewer group to let them know this case is ready for them to review.

Status Change - Final Review Rush Order 

A notification is sent to the Final Reviewer group to let them know this rush case is ready for them to review.

Status Change - Completed 

An autoresponder is sent to the Provider to let him know that the case has been finalized and ready for his review.

User Data 

Applies to Vivos Subscribers. Below are the variables available for use:

• First Name: [FirstName]
• Last Name: [LastName]
• Doing Business As: [DBA]
• Address: [Address]
• City: [City]
• State: [State]
• Zip: [Zip]
• Phone: [Phone]
• Email: [Email]
• Password: [Password]

Patient Case Data 

Applies to emails regarding Vivos case information. Below are the variables available for use:

• Case Number: [CaseNumber]
• Provider First Name: [ProviderFirstName]
• Provider Last Name: [ProviderLastName]
• Provider Doing Business As: [ProviderDBA]
• Provider Address: [ProvdierAddress]
• Provider City: [ProviderCity]
• Provider State: [ProviderState]
• Provider Zip: [ProviderZip]
• Provider Email: [ProviderEmail]
• Patient First Name: [PatientFirstName]
• Patient Last Name: [PatientLastName]
• Technician First Name: [TechFirstName]
• Technician Last Name: [TechLastName]
• Diagnostician First Name: [DiagnosticianFirstName]
• Diagnostician Last Name: [DiagnosticianLastName]
• Submitted Days: [SubmittedDays]

NOTE: THIS NUMBER IS RESET IF THE ADMINS SEND THE CASE BACK TO THE SUBSCRIBER BECAUSE MORE INFORMATION IS NEEDED. IT STARTS AT 0 AFTER THE SUBSCRIBER RESUBMITS THE CASE.

Create a New Diagnostics Account

1. Click on Launch under Diagnostic App.
2. Click on REQUEST ACCESS button.
3. The email named "User Email for Vivos Diagnostics Portal Access Request" will be sent to the person who requested access.
4. The email named "Notification Email for Vivos Diagnostics Portal Access Request" will be sent to the person specified in the SEND CONFIRMATION TO field.
5. To grant this new user access to the website, follow the steps in "Set Up User Roles" and "Grant Access to User Portal for Doctors" below.

Set up User Roles

1. Login and click ADMIN, MANAGE USERS, PEOPLE.
2. Search for a specific user and open that record.
3. Scroll down to the ROLE field and select the correct role. Click OK to save.
   

NOTES:

1. To add new or edit user roles to the table go to ADMIN, MANAGE ADD-ONS, VIVOS APP, tbl_user_roles.
2. To Edit, Click paper/pencil icon to edit. To Add, Click ADD and type in the new role name. Click OK to save changes.

Grant Access to User Portal for Doctors

1. After setting up the user role for the doctor, go to the GROUPS tab in the people record.
2. Check the box next to the group "Granted Vivos Diagnostic Access". Click OK to save.
3. Once access has been granted, the doctor will go to the Provider Dashboard upon login.
4. This dashboard shows the following information:

All Cases 

All cases entered by the provider.

Pending Cases 

Provider has opened a new case file but has yet to submit it. Action button reads VIEW and takes the doctor back to the patient's file to continue entering information.

In Review (Tech) 

Provider has submitted the new case file and it is being reviewed by a Vivos Technician. Action button is VIEW, which enables the doctor to view the patient file but not edit it.

In Review (Diagnostician) 

Provider has submitted the new case file and it is being reviewed by a Vivos Diagnostician. Action button is VIEW, which enables the doctor to view the patient file but not edit it.

Completed Cases 

Vivos has responded to the new case submission and compiled a report for the physician. Action buttons are VIEW to view patient file online or DOWNLOAD to open a PDF report.

More Info Needed 

Vivos has requested additional information from the doctor regarding these cases.

Getting Password Help

1. If you forget your password, click on the link next to "I forgot my Password".
2. On the next screen, enter your email address and click SEND EMAIL. You will receive your password via email.

Opening a New Case for Doctors

1. After logging in to the provider dashboard, the doctor will click on OPEN A NEW CASE.
2. Next the doctor will enter all information requested and hit SAVE + CONTINUE on each screen.
3. Doctor will click on SAVE & RETURN TO DASHBOARD if he wants to submit the patient file at a later time.
4. After all information is entered about the patient, the doctor will select rush charges, radiology report, or sleep report if desired and enter payment information on the Order page; click Place Order to complete.
5. Click RETURN TO DASHBOARD to open another case or view current cases.

Grant Access to User Portal for Vivos Technicians and Clinicians

1. Go to ADMIN, MANAGE USERS, PEOPLE.
2. Open the record for the Technician,Clinician or Final Reviewer.
3. In the DETAILS tab choose the correct title from the ROLE field - Vivos Technician, Vivos Clinician or Final Reviewer.
4. Go to the GROUPS tab and add the user to the groups "Cloud Access" and "Granted Vivos Diagnostics Access".
5. Click OK to save.
6. Once access has been granted, the Technician or Clinician will go to the appropriate Dashboard upon login.

The Technician dashboard shows the following information:

All Cases 

All cases entered by the submitted to Vivos.

In Review (Tech) 

Provider has submitted the new case file and it is being reviewed by a Vivos Technician. Action button is VIEW, which enables the Technician to view the patient file and to upload the TECH REPORT. After uploading the report, the Technician will change the status to IN REVIEW (CLINICIAN) and click SAVE.

In Review (Clinician) 

Technician has uploaded his report and it is being reviewed by a Vivos Clinician. Action button is VIEW, which enables the Clinician to view the patient file and to upload the FINAL REPORT. After uploading the report, theClinician will change the status to COMPLETED and click SAVE.

Completed Cases 

Vivos has responded to the new case submission and compiled a report for the physician. Action button is VIEW to view patient file online.

The Clinician dashboard shows the following information:

Open Cases 

All cases submitted to Vivos and awaiting diagnosis.

Diagnosis In Review 

Technician has uploaded his report and it is being reviewed by a Vivos Clinician. Action button is VIEW, which enables the Clinician to view the patient file and to upload the FINAL REPORT. After uploading the report, the Clinician will change the status to FINAL REVIEW and click SAVE.

Completed Cases 

Vivos has responded to the new case submission and compiled a report for the physician. Action button is VIEW to view patient file online.

The Final Reviewer dashboard shows the following information:

Open Cases 

All cases submitted to Vivos and awaiting diagnosis.

Diagnosis In Review 

Technician has uploaded his report and it is being reviewed by a Vivos Clinician. Action button is VIEW, which enables the Clinician to view the patient file and to upload the FINAL REPORT. After uploading the report, the Clinician will change the status to COMPLETED and click SAVE.

Final Review 

The Clinician has finished reviewing the patient file, and it is awaiting final review. Action button is VIEW to view patient file online. Final Reviewer will change status to COMPLETED and click SAVE when the final review has been completed.

Completed Cases 

Vivos has responded to the new case submission and compiled a report for the physician. Action button is VIEW to view patient file online.

Grant Access to User Portal for Vivos Admins

1. Go to ADMIN, MANAGE USERS, PEOPLE.
2. Open the record for the Vivos Admin.
3. In the DETAILS tab choose the correct title from the ROLE field - Vivos Admin.
4. Go to the GROUPS tab and add the user to the groups "Cloud Access", "Granted Vivos Diagnostics Access" and "Vivos Admins".
5. Click OK to save.
6. Once access has been granted, the Vivos Admin will go to the appropriate Dashboard upon login.
7. This dashboard shows the following information:

Cases to Be Assigned 

Provider has submitted the new case file and it needs to be assigned to a technician by the Vivos Admin. Admin will click the ARROW in the Assigned Diagnostic Tech column to assign the Technician. To assign a different technician, the Vivos Admin can click on the PENCIL, which will bring up the ARROW to select a different technician.

In Review (Tech) 

All cases assigned to a Vivos technician. The screen will list each case and show who has been assigned.

In Review (Diagnostician) 

All cases assigned to a Vivos diagnostician. The screen will list each case and show who has been assigned.

Cases In Progress 

Shows number of cases that have been assigned to a technician or diagnostician that have not yet been completed.

Completed 

Shows number of cases that have been marked as completed by Vivos.

NOTE: In addition to assigning and reassigning technicians to a case, the Vivos Admin can also click the VIEW button to reorder the Facial Imaging photos and also to change the STATUS of the case. If the Status chosen is "More Info Needed", when they click save it will save any changes and add a modal that allows the tech to add instructions for the doctor that get appended to an email notification and to an alert for the doctor's dashboard.

Set up S3 to accept CBCT files that will be included in downloaded patient files

1. Login and go to ADMIN, MANAGE ADD-ONS, VIVOS RE-DESIGN, VIVOS REDESIGN SETTINGS.
2. Click on the S3 CONFIG tab.
   1. Enter the Vivos S3 Access Key
      
   2. Enter the Vivos S3 Secret Key
   3. Enter the Vivos S3 Bucket
   4. Enter the Vivos S3 Region
3. Click OK to save changes.

Remove/Delete Test Cases

1. Login and go to ADMIN, MANAGE ADD-ONS, VIVOS APP, PATIENT.
2. Click Filters on left of table to open filter options, click Set Columns and select by clicking the +Add for those desired, then click OK to SAVE.
3. Filter PATIENT table as desired to determine which cases are Test Cases.
4. Select all PATIENT records to remove by clicking check box to left of record.
5. Click DELETE, then OK to remove record.

How To For Vivos Orders

Vivos Orders Settings

Login and click ADMIN, TOOLS, VIVOS-REDESIGN, VIVOS REDESIGN SETTINGS.

Users Landing Pages Tab 

Click here to select which landing page a user goes to when they login based on their role: US Doctors, International Doctors or Non-Doctors.

System Email Additional Content Tab 

Click here to edit system emails that go to users and Vivos when a warranty request is submitted.

S3 Config Tab 

Specifies where in Amazon S3 large files are stored.

Create a New Account

1. Click on Launch under Pediatric Portal.
2. Click on REQUEST ACCESS button.
3. The email named "User Email for Vivos U.S. Pediatric Portal Access Request" or "User Email for Vivos International Pediatric Portal Access Request" will be sent to the person who requested access, depending on their country.
4. The email named "Notification Email for Vivos U.S. Pediatric Portal Access Request" or "Notification Email for Vivos International Pediatric Portal Access" will be sent to the person specified in the SEND CONFIRMATION TO field.
5. To grant this new user access to the website, follow the steps in "Set Up User Roles" and "Grant Access to Vivos Catalog" below.

Grant Access to Vivos Catalog for Subscribers

1. Login and click ADMIN, MANAGE USERS, PEOPLE, and select the person you want to have access.
2. Check the box next to the group "Granted Vivos Diagnostic Access" or "International Granted Vivos Diagnostic Access" (for users outside of the US).
3. Make sure that the box next to the group "Cloud Access" is checked.
4. If the user will receive special pricing, select the appropriate group: Vivos Partner Pricing, Vivos Prototype Pricing, Vivos VIP. Click OK to save.
5. Once the user's access has been granted, they will see the US or INTERNATIONAL catalog upon login and after clicking the LAUNCH button under Pediatric Portal.
6. From here they can ORDER products, or click MY ACCOUNT to update their profile or credit card on file or check the account history.

Export Serial Number Report

1. Login and click ADMIN, MANAGE ADD-ONS, VIVOS-REDESIGN, VIVOS APPLIANCE SERIAL NUMBER table.
2. Click Filters arrows to open filters.
3. Click Set Columns and add desired columns to display on the table.
4. Click Export and select Common Delimited for CSV and click Request Download.
5. Click link to Download Manager to download report.

Warranty Request Form

1. This form is available at https://orders.vivoslife.com/warrantyRequest.
2. The user will login and enter the Patient Name.
3. Based on the patient selected. a list of items will populate to select from.
4. Next, user will upload a photo of the item and state the reason for the return. Click SUBMIT.
5. A Warranty Request Notification email is sent to Vivos and the request is saved to the table at ADMIN, MANAGE ADD-ONS, VIVOS RE-DESIGN, WARRANTY REQUESTS. An Autoresponder email is also sent to the person who submitted the warranty request.

Adding New Catalogs for Discount Groups

1. Make a page for the new catalog. Right now the available catalog pages are:

• • • /Purchase-Intl-VIP
  • /Purchase-Intl-Partner
  • /Purchase-Partner
  • /Purchase-VIP