How do I manage clients through the VTConnect administrative portal?


Create Client Accounts

The ability to manage clients requires a staff to have the Organizational Administrator, Department Administrator, or Department Care Coordinator role.

Create Client Account OPTION 1: Front End Account Creation:

  • Invite clients to go to your unique VTConnect Portal URL and register.
  • After the client completes the brief registration, an email confirmation is sent.
  • Once the client clicks the email link to confirm their account, a notification of a pending client account that needs approval is sent via email to the organizational administrator(s), department administrator(s), and department care coordinator(s).
  • By default all Organizational Administrators, Department Administrators, and Care Coordinators will receive new client email notifications. To disable these email notifications, edit the staff account and uncheck the box next to the field "Receive New Client Notifications".
  • The client is not able to login to the VTConnect App until one of the notified staff logs in to the Portal, goes to the Client tab, views the list of Pending Clients and approves the account.
  • Note if your organization has more than one department and a client indicates during registration they are unsure of the department they are registering with, only the Organizational Administrator(s) will be notified and be able to approve and assign the client to a department/practitioner.

Create Client Account OPTION 2: Back End Account Creation:

  • Login to the VTConnect Portal with the credentials you established for your account and click on the Clients top menu item.
  • Click the "Create New" button to create client accounts.
  • Fill in the applicable fields (First Name, Last Name, Email, and DOB are required).
  • Assign the client to any practitioners they might need to connect with using VTConnect.
  • Click the "Create" button.
  • The client will be sent an automatic email notification of the account creation and a link to define their username and password.

Manage Client/Practitioner Associations

Organization Administrators can associate clients to staff in any department, but Department Administrators and Care Coordinators can only associate clients to staff in their department.

Assign Staff Designated as a Practitioner to Clients:

  • Go to the Staff tab and click to view a particular Staff record.
  • To add new client associations, the staff member must be assigned the practitioner role.
  • If not already assigned, first click the "Edit" button and click the "Practitioner" box and "Save".
  • Once the Staff is Saved with the practitioner role, click "Edit" and choose the appropriate associations. 
  • Be sure to click "Save" when you are finished.
  • Note that if the practitioner is assigned to more than one department, only one department can be selected for the client association to that particular practitioner. 
Assign Clients to Staff Designated as a Practitioner:
    • Go to the Clients tab and click to view a particular Client record.
    • To add practitioner associations, click "Edit" and choose the appropriate associations.
    • Be sure to click "Save" when you are finished.
    • Note that if the practitioner is assigned to more than one department, only one department can be selected for the client association to that particular practitioner. 

    Client Types Defined

    Active clients: Able login to the VTConnect Portal and the VTConnect APP.
    Inactive clients: Unable to login to the VTConnect Portal or the VTConnect APP and will receive an error message if they try to do so. 
    Pending clients: Able to login to the VTConnect Portal but unable to login to the VTConnect APP and will receive an error message if they try to do so.

    Manage Client Types - Active/Inactive/Pending

    • Login to the VTConnect Portal with the credentials you established for your account and click on the Clients top menu item.
    • The default view is the Active clients list.
    • To change the view to Inactive or Pending clients, use the drop down menu in the upper right.
    • To move an Active client to the Inactive client list, click on the client record in the Active list, click "Edit", and then uncheck the box next to "Active", then click "Save". 
    • To move an Inactive client to the Active client list, click on the client record in the Inactive list, click "Edit", and then check the box next to "Active", then click "Save". 

    • To approve a Pending client and move them to the Active client list, click on the client record in the Pending client list and click the button to "Approve this Account"