NeoEHR Onboarding Guide
Start Smart. Set Up Fast. Deliver Better Care.
Welcome to NeoEHR!
This guide walks you through the onboarding process, from signing up on our website to setting up your facility in just a few steps.
Begin on our Website
Head to the website and click on . The call-to-action buttons are designed to launch your onboarding experience. Create Your Account
On the registration page, fill in the following information to create your facility’s NeoEHR account:
Administrator Information
Enter the first and last name of the primary administrator. Use a valid, active email. This will be used for login and communication. Choose a secure password. Re-enter the same password to confirm. Note: Passwords must meet security standards and match exactly.
Business Information
Select your organization type based on your practice setup, whether you are an independent practitioner, a single hospital, a hospital group, a pharmacy, or a diagnostic center. Choose the nature of your facility (e.g., Public, Private). Input your official facility or group name. This form allows you to generate your custom web portal link. You can edit the subdomain to something short and relevant (e.g., primehealthcorp → https://primehc.app.plateaumed.com).
Tick the checkbox to agree to the Terms of Use and Privacy Policy on behalf of your facility.
Once all required fields are completed, the Create Account button will become active. Click it to proceed. Check Your Email
After registering, you will receive a welcome email containing:
A secure link to the NeoEHR web portal Note: Didn’t receive it? Check your spam or promotions folder.
Log In to Your NeoEHR Portal
Use the link and credentials from your welcome email to access your personal NeoEHR portal. This is where you will complete the setup process.
Complete Facility Setup (6-Step Onboarding Wizard)
Once you log in for the first time, the NeoEHR onboarding wizard will guide you through a structured, six-step setup process to get your facility up and running quickly and efficiently.
Step 1: Facility Overview
In this step, you will enter foundational information about your healthcare facility or group. These details help configure your system environments.
Fill in the following fields:
Facility Type – Select the appropriate type (e.g., Private, Public). Facility Group Level – Specify the service level (e.g., Primary, Secondary, Tertiary). Facility Group Name – Enter your official facility or group name. Facility Address – Input the full street address. Country, State/Province, City/Town – Choose the correct geographical location. Phone Number – Add a valid contact number (country code prefilled). Email Address – Provide an official contact email. Website (optional) – Input your facility’s website if available. Postcode – Enter your location's postal code. Facility Logo – Upload your logo to personalize your portal. On the right, you can specify the number of facilities under your group (default is 1, but this can be adjusted).
If you wish to pause and return later, click “Save & Continue later” at the top right.
Click Continue to proceed to the next step: Documentation. The other steps
Step 2: Documentation
This step helps you complete the required documentation for your facility, including payment collection, insurance affiliations, and KYC documents. These are essential for financial transactions and regulatory compliance.
Enter Payment Collection Details
Under the Payment collection details tab: Bank name: Select your facility's bank from the dropdown list. Account number: Enter the correct bank account number for receiving payments. Account name: Enter the name exactly as it appears on your bank account. After entering the information, click Add bank details.
Navigate to Insurance Affiliation Details
Under the Insurance Affiliation details tab: Insurance Provider type: Select the insurer type from the dropdown list. Insurance Provider: Select the name of the insurance provider. After entering the information, click Add insurer.
Navigate to KYC documents
Under the KYC documents tab: Use the dropdown to choose the appropriate document type (e.g., license, ID, registration). After selecting the document, click Upload to attach the file. Uploaded documents will appear in a list below. For example:
HEFAMMA document.pdf – You can click Remove to delete it if needed.
Click Prev to go back to Facility details. Click Continue to proceed to Additional details (Step 3). Note:
Ensure your bank details are accurate to avoid payment issues. Save & Continue Later is available at the top right if you wish to pause setup. Step 3: Additional Details
This step allows you to configure key functional areas in your facility, such as whether you have in-house labs or pharmacies, and to define the starting format for Patient IDs.
Laboratory Setup
Under Laboratory, answer the question: “Do you have an in-house laboratory?” Select Yes or No by clicking the appropriate radio button. Pharmacy Setup
Under Pharmacy, answer: “Do you have an in-house pharmacy?” Select Yes or No by clicking the appropriate radio button. Patient ID Setup
Under Patient ID setup, define the format of your patient ID numbers: Prefix: Enter a text prefix if desired (e.g., “PT”). Number: Enter a starting number (e.g., “000001”). Suffix: Enter a text suffix if desired. This format will be used to auto-generate unique IDs for new patients in your system.
Navigate Between Steps
Click Prev to go back to Documentation. Click Continue to proceed to Departments setup (Step 4). Note:
If your facility offers lab or pharmacy services, enabling these will unlock additional features within the system.
Choose a Patient ID format that aligns with your current record system for consistency.
These settings can be modified later if your facility operations change.
Step 4: Departments
This step allows you to define the structure of your hospital by setting up departments and their internal units. This ensures proper record classification, staff assignment, and care delivery.
Add a New Department
Click on the “Add department” button (top right). A new entry field will appear. Type the department name (e.g., Pediatrics, Surgery, Internal Medicine). Press Enter or click Save. Edit or Disable a Department
Click the pencil icon next to a department to edit its name. Click the power icon (toggle) to disable or reactivate a department. Add Units to Departments
Click on a department to expand it. In the field labeled “Add additional unit”, type the name of the unit (e.g., Cardiology under Internal Medicine). Click Save to add the unit. Navigate Between Steps
Click “Prev” to go back to Additional details. Click “Continue” to proceed to the Wards setup (Step 5). Step 5: Wards
This step allows you to configure wards and bed types in your facility to match your infrastructure and ensure accurate patient allocation.
Enter the Ward Name
In the field labeled “Name of ward”, type in the name of the ward (e.g., Pediatrics, Maternity, ICU, General Ward). Indicate Emergency Status (if applicable)
Toggle the switch labeled “Is this ward for Accident and Emergency?” to ON if this ward is designated for emergency cases. Select Bed Types and Quantities
You can assign multiple bed types to each ward. Common bed types include: Tick the checkbox for each bed type that applies. Enter the number of beds for each selected type using the number selector. If your facility uses a different type of bed not listed: Enter the new bed type name (e.g., Bassinette, Recliner). Provide a Description (Optional)
Use the “Ward description” text box to add any notes or specifications about the ward, such as age group, department, or medical focus. Navigate Between Steps
Click “Prev” to go back to the Departments setup step. Click “Continue” to proceed to the final step: Job Titles & Levels.
Step 6: Job Titles & Levels
In this final setup stage, you'll configure the various job titles and their levels within your facility to ensure accurate role assignment and access control.
Navigate to the Job Titles & Levels Section
This is the final step in the onboarding process. Confirm that previous steps (Facility Details, Documentation, Additional Details, Departments, Wards) are marked as Completed on the left-hand menu. View Existing Job Categories
Existing roles such as Doctor, Nurse, and Administration will be pre-listed. Each role can be expanded to view or add levels beneath it (e.g., Student Nurse, Nursing Officer under “Nurse”). Add a New Job Title
Click the “Add job title” button on the top right. Enter the name of the new job title (e.g., Lab Technician, Pharmacist, IT Support). Press Enter or click outside the input box to save. Add Levels to a Job Title
Click on the dropdown arrow next to an existing job title (e.g., “Nurse”). In the field labeled “Add additional level”, type in the level (e.g., Senior Nurse, Charge Nurse). Click “Save” to confirm, or “Cancel” to discard. Edit or Delete Job Titles and Levels
Use the pencil icon to rename job titles or levels. Use the power icon to deactivate a role or level if it’s no longer needed. Proceed to Review
Once all relevant roles and levels have been added, click the “Review details” button at the bottom right. Note
Use consistent naming conventions for job titles and levels. Reflect your actual facility hierarchy to support future permissions and reporting structure. You can always edit or update roles later in Settings Review Facility Details
Under the Facility details section, confirm all information provided. If everything is correct, the section will show as (Completed) in green. Click the Edit button (top right of the section) to make changes to any incorrect information. You will be taken back to the relevant setup section to revise details. Click Prev to return to Account setup. Click Finalize setup to proceed to the final step in the setup process.
Finalize Setup
Here you will choose a subscription plan and complete your facility registration by initiating the selected plan.
Choose a Facility Plan
Select a billing cycle: Choose Monthly, Biannually, or Annually. Choose a plan based on your facility's needs: Pro, Enterprise Lite, or Enterprise Plus (custom pricing available) The selected plan will show a list of included features on the right (e.g., staff limits, NeoEHR features, technical support, updates, and unlimited encounters).
Review Plan Features
Each plan includes a summary such as:
Number of staff supported (e.g., 1–15) Access to all core NeoEHR features Role-based permissions, cloud hosting, support, routine updates, and unlimited patient encounters Make sure the selected plan aligns with your facility’s size and requirements.
Proceed with Subscription
Click Try for free (30 days) if you would like to start with the trial. Click Checkout to complete your subscription payment and submit your facility registration. Click Prev to return to the Review details step if you need to update anything.
Your Facility is Now Set Up on NeoEHR
You have reached the end of the onboarding process, your facility is now fully configured and ready to start using NeoEHR.
With your setup complete, you can begin managing patients, assigning staff, recording encounters, processing insurance, and leveraging powerful tools to deliver efficient, high-quality care. Every detail you have provided ensures that the system reflects the way your facility works, so your team can hit the ground running.
From this point on, you have access to:
A secure, centralized platform for clinical, administrative, and financial workflows Real-time visibility into operations through reports and dashboards Continuous updates, training resources, and expert support when you need it Your journey toward smarter healthcare starts now.
Welcome to NeoEHR, built for better care, built for you.
