Clinic Setup Guide

Four steps to set up

Work through these in order. Steps two to four sit inside the clinic portal, so they can be done in one sitting once your access link arrives.

Get your secure access link

Same day

BrightOak sets up your clinic account and emails a personal link to the person you name as your primary contact.

Before access is issued, your clinic representative reads and signs the partnership and billing agreements on one signing page. No login or password is needed for that page.
Once signed, BrightOak reviews the documents and emails an access link to your primary contact.
Each staff member gets their own link. There is no shared password to remember: the link is the sign-in, and it expires on its own.

Confirm your clinic profile

5 minutes

BrightOak creates your clinic record with you, then you keep the parts that change day to day up to date.

BrightOak enters your clinic name, locations and service addresses, and your primary contact details from what you provide.
Your payment arrangement is confirmed at the same time: either your clinic collects from the patient at your own price, or the patient pays BrightOak directly.
You set and change your own patient-facing price on the Payments tab. BrightOak does not set, review or require disclosure of that amount.
Tell BrightOak any time a location, address, or primary contact changes so billed visits land on the right record.

Add your team with the right roles

5 minutes

Give schedulers, nurses and billing staff only the access they need.

Each person is added with a role: clinic admin, provider, nurse, scheduler, billing, or read-only.
Only the roles you allow can see payments and BrightOak fee status.
You can add someone, resend their link, or revoke access at any time. Revoking removes their access at once, without affecting the other staff.

Add patients and send your first visit request

2 minutes per visit

One request walks through a clear pipeline, so you always know what is waiting on whom.

Add the patient to your roster once, with the chart number your team uses.
Send a visit request: date and time window, location, and the prescribed injections. Add your written medication order or instructions with it.
The patient completes BrightOak consent through a private link that opens only their own steps.
BrightOak confirms nurse coverage. Once confirmed, the visit is scheduled and drops off your outstanding actions list.

Your referral link looks like this

https://brightoak-fertilityapp.com/clinic-schedule/your-clinic-code

BrightOak gives you your real clinic code. Anyone who books through this link is credited to your clinic.

Who updates what

Nothing in your profile needs a support ticket. This is the split between the details BrightOak holds and the ones you own day to day.

Profile item	Who keeps it current
Clinic name and locations	BrightOak sets up, tell us when it changes
Primary contact and phone	BrightOak sets up, tell us when it changes
Payment arrangement and BrightOak fee	Set in your agreement
Your patient-facing price	You manage on the Payments tab
Patient roster and chart numbers	You manage on the Patients tab
Staff and their roles	You manage on the Staff tab

Managing your referral tracking

Four things keep every referral accounted for, from the patient who found you to the completed visit.

Your clinic referral link and QR code

BrightOak gives you one referral link and matching QR code for your clinic. Patients who book through it are credited to you, so keep using the same link on printed cards, your website, and in your patient rooms. Ask BrightOak if you need a fresh copy.

·Use the link, not a general booking page, so the visit stays attributed to your clinic.
·The QR code can be printed on handouts, door signs, or exam room cards.
·One clinic code covers all your locations. Tell BrightOak if you need separate reporting by location.

Follow every referral through its status

Each request you send from the portal keeps your clinic name and patient reference attached, and moves through visible stages until the visit is done. That is your referral tracking: no spreadsheet and no separate login.

·Requested, then awaiting coverage, then scheduled, then completed.
·Consent and payment are tracked on their own rows, because either can happen first.
·Add the patient chart number so a referral can be matched to your own records later.

Watch your patient list, not your inbox

The Patients tab shows each patient with the two things that most often hold a visit up: consent status and whether the medication order arrived.

·A patient who has not signed consent is flagged before the visit date.
·A missing medication order shows as not received until it is uploaded and verified.
·Payment status per patient is visible to staff roles allowed to see it.

Get the totals without counting by hand

The dashboard totals your upcoming and completed visits, and BrightOak sends the visit and fee summary with each billing cycle, so what you see in the portal matches what you are invoiced.

·Completed visits list their date and fee status on the Payments tab.
·Retainer-free: fees are per visit, due on the day of the injection unless agreed otherwise.
·Ask BrightOak for a monthly referral summary grouped by location or provider.

Setting up your clinic profile and referral tracking