Account setup

Account setup is a one-time, mostly self-service workflow that an owner or office manager runs the day Vantrexia provisions your practice. Plan on roughly 20 minutes start to finish.

1. Accept your invitation

Your Vantrexia onboarding contact emails you a personalized invite link when your tenant is ready. The link points to app.vantrexia.com/accept-invitation and carries a single-use token.

Open the email titled "You're invited to join <Your Practice> on Vantrexia" and click Accept invitation.

Confirm the practice name and your assigned role (typically Owner or Admin for the first user).

Set a password that meets the policy: 8+ characters with one uppercase, one lowercase, one digit, and one special character.

Click Accept & Join. You'll land on your practice dashboard at app.vantrexia.com/<your-practice>/dashboard.

Invitation links expire and are single-use. If yours expired or you closed the tab without finishing, ask your Vantrexia contact to re-send it, re-using a stale link will fail.

2. Sign the Business Associate Agreement (BAA)

You'll be routed to the BAA signing screen automatically the first time you log in if it hasn't been signed yet. You can also reach it any time from Settings -> Compliance -> BAA.

Read the agreement carefully. Vantrexia requires you to scroll to the bottom of the document. The Sign BAA button stays disabled until you do.

Type your full legal name (e.g., "John A. Smith, MD") in the signer field. Initials or nicknames are not accepted.

Check I have read and agree to the terms and click Sign BAA.

Once signed, the same screen offers a Download Signed BAA link. Save a copy for your compliance file. Vantrexia retains the signed PDF in the audit trail indefinitely.

Your BAA must be signed before any PHI can be entered. Patient enrollment is gated on a valid BAA. The Add patient button will remain disabled until signing is complete.

3. Configure your practice profile

Open Settings -> Practice profile. The fields here drive what your patients see on device packaging inserts, what appears on claim exports, and what teammates see in their invitation emails.

Legal name and doing-business-as (DBA) name
Tax ID (EIN) and NPI (group NPI for the practice)
Mailing address: used as the bill-to address on subscription invoices
Primary contact: typically the office manager
Default time zone: drives when daily reading deadlines roll over

4. Set up branding

Under Settings -> Branding, you can upload your logo and pick a brand color. These appear in:

The login screen for your staff
Outbound staff invitation emails
Patient-facing notifications and SMS reminders
Custom-branded printables (consent forms, device welcome inserts)

A square PNG or SVG at 256×256 px or larger works best. The brand color should pass WCAG AA contrast against white. Vantrexia will warn you in the picker if it doesn't.

5. Add your locations

If your practice has multiple sites, add each one under Settings -> Locations. Locations show up in three places that matter clinically:

Place of service on every claim
The location switcher in the staff portal sidebar (so a nurse covering two sites can filter their work)
Device assignment: devices stay associated with the location that dispensed them, which simplifies inventory at the end of the year

For each location, capture: name, street address, NPI (if site-specific), phone, and the clinical staff who work there. You can edit or deactivate a location later, but you cannot delete one that has historical claims attached.

6. Invite your team

Last step: bring in the people who will actually use Vantrexia day to day.

Go to Settings -> Team -> Invite member.

Enter their email and assign a role: Owner, Admin, Provider, Nurse / Care Manager, or MA / Front desk. Roles control which screens and actions they can see.

Click Send invitation. The teammate receives the same invitation flow you went through in Step 1.

You're now ready for your first week.