Setting up your clinic (going live)

This part of the Help Center tells a new clinic exactly what has to happen before Membership Management runs on its own, and who does each part: you, Prescripta, or both of you together. Setup is free.

Words used on this page:

• EMR: your electronic medical records or practice software (for example OptiMantra or Zenoti).
• Card processor: the company that charges your patients' cards (for example Authorize.net).
• E-ordering: sending a prescription to the pharmacy straight from the portal, with no fax or phone call.
• API: the electronic connection one company's software offers so another company's software can talk to it. A pharmacy, EMR or card processor has to offer one, and give access to it, before the portal can connect.
• Webhook: an automatic message one system sends to another when something happens (a check-out, a payment).

Who does what

Why Prescripta does the pharmacy, EMR connection and eFax: they are set up once for the whole system and can affect other clinics, so your Settings shows them greyed out with Set up by Prescripta. Your clinic's own choices (schedules, membership types, dashboard cards, who can do what) stay yours.

The e-mails you get when your clinic is created

1. "Prescripta Membership Management: your account is ready": your username (your e-mail) and a first-time sign-in code, good for 7 days. If your e-mail already signs in to another clinic, no code is sent; use the login you have.
2. "Getting started": how to sign in, who does what to go live, and a Setup and support button that opens this page. Demo clinics also get a short list of what to try.

Every e-mail the portal sends has a Setup and support link at the bottom, and support@prescripta.com. Didn't get them? Check spam, then e-mail support@prescripta.com and we will send them again.

Pharmacies: what decides whether e-ordering is possible

Read this first. E-ordering to a pharmacy depends on that pharmacy. The pharmacy (or the software company it uses) must be willing to give Prescripta access to its API and its API documents for your practice. Prescripta cannot connect to a pharmacy that does not offer this, or does not agree to it.

Pharmacy platforms Prescripta connects to today

Many compounding pharmacies run on the same ordering software (a "platform"). If your pharmacy runs on one of these, it can usually be connected:

Even on a platform we support, each pharmacy decides. It has to issue API access for your practice and allow Prescripta's connection. Prescripta asks the pharmacy for you and tells you if anything is needed from your side.

Your pharmacy is not on that list

• Tell us the pharmacy and the website you log in to when you order from it today. That tells us which software it runs on.
• If the pharmacy (or its software company) gives us its API documents and access, Prescripta can add it.
• Until then you still have everything else: memberships, reorder dates, follow-ups and refill holds. You can send prescriptions by eFax (Pro plan), or order the way you do today.

What Prescripta needs from you for each pharmacy

• The pharmacy's name and your account with it (practice or account number, if you have one).
• Each prescriber who orders on that account (name, NPI; DEA when the pharmacy asks for it).
• Whether orders ship to the clinic, to patients, or both.

Never send passwords or keys by e-mail. Prescripta enters them for you in a secure place on a setup call.

Your EMR

Your EMR is where your patients and memberships already live. The portal reads memberships from it, so your staff don't type them twice. Each EMR connects a little differently. Find yours below. If it isn't listed, see Other EMRs, or no EMR.

OptiMantra

OptiMantra tells the portal who holds which membership through patient tags. Your card processor tells the portal when a membership is charged, declined or cancelled. The portal keeps the reorder dates, follow-ups and pharmacy orders. Nothing is renamed or changed in OptiMantra.

You need an owner or admin login in the portal and admin access in OptiMantra.

Before go-live: tag your members

You can do this any time, even while you try the demo.

1. Choose one tag per membership plan you sell, for example MM-Weight Loss, MM-Hormones Men, MM-Hormones Women. If you already tag your plans, keep those tags. Nothing needs renaming.
2. Put the right tag on every patient on that plan. A patient on two plans gets both tags.
3. Other tags you use (marketing, referrals) can stay. You mark them Not a membership in Step 2.

Step 1: Add two outbound webhooks

Get your inbox address (in the portal):

1. Go to Admin → Settings → EMR.
2. In the Inbox box, click Show inbox URL and copy it. Treat it like a password: anyone with it can send data to your clinic. If it ever gets out, contact support for a new one.

Add the webhooks (in OptiMantra):

1. Go to Settings → Marketing → CRM Integration → Add New Out-Bound Webhook.
2. Webhook Source: Prescripta (or pick Other). Method: POST. URL: your inbox address.
3. Add one webhook for each trigger below and tick the fields listed. Tags must be ticked on both.

Check it: book and check out a test patient in OptiMantra. In the portal, Connect OptiMantra → Step 1 shows ✓ event seen for each webhook.

Step 2: Match your tags to membership types

1. In OptiMantra, go to Analytics → List of Reports → Patient Tags → Export → CSV.
2. In the portal, go to Admin → Settings → EMR → Connect OptiMantra → Step 2 and choose that file.
3. A table lists every tag with how many patients carry it. For each tag, pick the membership type it means, + New type…, or Not a membership (ignore).
4. Enter the Amount / cycle each type bills. Add a First cycle amount if month one is different, for example a consult fee that covers the first month.
5. Click Save mapping. It stays grey until every tag is decided. Mark the undecided as "not a membership" clears the leftovers in one click.

Tags match by their whole spelling, so "Men" never catches "Women".

Step 3: Import your current members once

Webhooks only fire on bookings and check-outs, so existing members come in from the same file you used in Step 2. No second upload.

1. After Save mapping, the portal checks the file and shows how many memberships it will import, plus any duplicates or tags that match nothing.
2. Click Import N memberships. Step 3 shows ✓ done.

From then on, members arrive on their own when they book or check out with a membership tag.

Day-to-day rules for OptiMantra clinics

1. Sell memberships through OptiMantra check-out, so OptiMantra creates the subscription with the patient's id on it. A subscription made by hand in your card processor has no patient id; you match it once under Payments → Subscriptions.
2. Never change the Customer ID on a subscription in Authorize.net. It is OptiMantra's patient id. Change the card, amount or name freely.
3. To cancel a membership, cancel its subscription in Authorize.net. OptiMantra has no cancel. The portal then marks the patient Billing cancelled and asks you to End membership or Keep active.
4. Keep each patient's e-mail in OptiMantra the same one they use at check-out.
5. Add or remove a tag in OptiMantra to start or end a membership. The portal picks it up at the patient's next booking or check-out.

Zenoti

Zenoti is read by the portal every morning at 8:50 AM Eastern, and whenever someone clicks Sync now: memberships, autopay dates, failed payments, contact details and addresses. The portal never changes anything in Zenoti.

1. Prescripta connects Zenoti with an API key from your Zenoti account and your Center ID. We set up the key with you on a short call. Never e-mail it.
2. Click Sync now under Admin → Settings → EMR connection (owner or admin).
3. Under Admin → Settings → Membership types & rules, open Membership names seen in Zenoti on the last sync. Add a rule for each name so it lands on the right membership type, then click Re-apply rules to existing patients.
4. The dashboard now counts memberships the way Zenoti does. From then on the morning sync keeps them current.

Other EMRs, or no EMR

• Jane App and Cerbo are coming soon. Until they are connected, use + Add patient or Import CSV on the Members page.
• Another EMR: tell us which one. We add EMRs as they open their API to us, the same way as pharmacies.
• No EMR: add patients and memberships by hand or import a CSV. Reorder alerts, follow-ups, the daily summary and the morning brief all work without an EMR.

Connect your card processor

Some EMRs (OptiMantra, for example) never tell the portal when a membership is charged, declined or cancelled. Your card processor does. Prescripta connects it with you on a short setup call.

Authorize.net (available now)

1. In Authorize.net, go to Account → Settings → API Credentials & Keys and note the API Login ID.
2. Tick New Signature Key and submit. Copy it; it is shown only once.
3. You also need the Transaction Key. If it isn't on file, tick New Transaction Key, leave Disable Old Key Immediately unticked, and paste the new key into OptiMantra's Authorize.net settings in the same sitting. Otherwise OptiMantra's charges fail the next day.
4. Enter the three values with Prescripta on the setup call. Never e-mail them.
5. Prescripta gives you a webhook address. In Authorize.net, go to Account → Settings → Business Settings → Webhooks → Add Endpoint, status Active, with these events:
   • Payment: authcapture.created, capture.created, refund.created, void.created
   • Subscription: created, updated, suspended, terminated, cancelled, expiring, failed
6. In the portal, open Payments → Subscriptions, check each suggested patient, tick them and click Confirm selected.

Stripe and Fiserv (CardPointe)

Being added. If you use one of these, tell us and we will connect it with you when it is ready. Like pharmacies, a card processor can only be connected if your account with it allows another program to read it (an API key).

eFax

On the Pro plan, Prescripta sets up your eFax line and number. You see the number under Admin → Settings → Fax; the page header, delivery-receipt e-mail and quality are yours to set. Nothing to do on your side except tell us if your clinic's fax number changes.

Questions people ask

Q: I'm trying a demo clinic. How do I reach support?

A: E-mail support@prescripta.com. Once your clinic is live, you can also use Account → Contact support in the portal.

Q: Do I pay for setup?

A: No. Setup is free.

Q: Why can't you connect my pharmacy?

A: E-ordering depends on the pharmacy. It (or its ordering software company) must give Prescripta API access and documents for your practice. If it won't, or doesn't offer it, we can't connect. You can still send prescriptions by eFax (Pro plan) and use everything else.

Q: My pharmacy runs on LifeFile. Does that mean it's connected?

A: It means it can usually be connected. The pharmacy still has to issue API access for your practice and allow Prescripta's connection. Prescripta asks them for you.

Q: How do I find out which software my pharmacy uses?

A: Look at the website you log in to when you order. Tell Prescripta its address, and we will tell you.

Q: My EMR isn't listed. Can I still use Membership Management?

A: Yes. Add patients by hand or import a CSV, and everything else works. Tell us your EMR; we add EMRs as they open their API to us.

Q: Do I have to rename anything in OptiMantra?

A: No. You map your existing tags to membership types in Step 2.

Q: Where is my OptiMantra inbox address?

A: Admin → Settings → EMR → Show inbox URL (owner or admin). It appears once Prescripta has turned on OptiMantra for your clinic.

Q: I added the webhooks but Step 1 still says "nothing yet."

A: The portal only knows a webhook works once OptiMantra sends something. Book and check out a test patient, then look again.

Q: A patient checked out with no membership tag. Where do they go?

A: To the dashboard card Seen in OptiMantra, no membership. The provider adds them as a member, adds them as a patient, or dismisses them.

Q: Does the portal charge or refund anyone?

A: No. It only reads what your card processor reports.

Q: Who sees card numbers?

A: Nobody. The portal keeps only the card type and last four digits.

Q: Can I e-mail you my API keys?

A: Please don't. Keys and passwords are entered with Prescripta on a setup call, straight into a secure place in the portal.