Detailed instructions to manage clients through the VTConnect Office Portal


Create Client Accounts

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

OPTION 1: Clients can be added by Staff in your VTConnect Office Portal

  • 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).
  • IMPORTANT STEP: Assign the client to any practitioners they might need to connect with using VTConnect. If this is NOT done, the client will not show up in the VTConnect Care App and you won't be able to connect for sessions. See the large red arrow in the graphic below. If you are an individual practitioner, the association will be made automatically for you.
  • 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.
  • Once they establish their credentials, they will receive an email with a link to view three steps to get started with VTConnect. 
Next Steps After Registration

    OPTION 2: Clients can self-register by visiting your VTConnect Office Portal

    • Invite clients to go to your unique VTConnect Portal URL and click the Register link in the upper right corner.
    • During registration, the client is asked to select a practitioner or to choose "not sure" (Note: For individual practitioners the selection is made automatically for the client and "not sure" is not an option).
      • If a practitioner is selected during registration, the client account will be automatically approved and associated to that practitioner. The client will immediately be able to connect with the practitioner for secure telehealth using the VTConnect Care App.
        • A new client account email notification will be sent to the practitioner if they have their new client notifications enabled and they have a Care Coordinator, Dept. Admin, or Org. Admin role. 
      • If "not sure" is selected, the account will be approved, but a staff with the correct role will need to login to the VTConnect Office Portal and associate the client to a practitioner before the client will be able to connect for secure telehealth using the VTConnect Care App.
        • A new client account email notification will be sent to the Org. Admin(s) with a message to review the client record and assign to a practitioner.
    • After the client completes the brief registration, they must check their email and click a link to confirm their email.
    • Once their email is confirmed, they will receive an email with a link to view three steps to get started with VTConnect as illustrated earlier.
    IMPORTANT NOTE: If you would prefer to manually approve client registrations, the Organizational Administrator can do so by editing the Organization information, checking the box under Client Management, and clicking Save.
    Manually Approve Client Registrations

        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 to 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"

          NOTE: If you wish to delete a client account, click HERE for instructions.