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Getting Started: Launching Your Virtual Care Business

This guide walks healthcare entrepreneurs through the process of launching a virtual care practice on CareLaunch. Whether you're a solo practitioner starting your first telehealth practice or an experienced clinician expanding into virtual care, this guide will help you go from signup to seeing your first patient.

Before You Begin​

What You'll Need​

Before setting up your CareLaunch account, gather the following:

  • Business Information: Your practice name, address, and contact details
  • Professional Credentials: NPI number, state licenses, and relevant certifications
  • Branding Assets: Logo (PNG or SVG), brand colors, and any taglines
  • Payment Processing: Bank account information for receiving payments

Choosing Your Practice Model​

CareLaunch supports various virtual care business models:

  • Direct-to-Consumer (DTC): Patients pay out-of-pocket for services
  • Membership/Subscription: Recurring membership fees for ongoing care
  • Package Pricing: Bundled visit packages at discounted rates
  • B2B Services: Provide virtual care services to employers or other organizations

Step 1: Create Your Account​

  1. Visit carelaunch.health and click "Request Demo"
  2. Complete the registration form with your practice information
  3. A CareLaunch representative will contact you to set up your account
  4. Once approved, you'll receive login credentials for your admin dashboard

Step 2: Configure Your Practice​

Organization Settings​

Navigate to Settings > Organization to configure your practice:

  1. Practice Name: Enter your official practice name
  2. Contact Information: Add your practice phone, email, and address
  3. Time Zone: Set your practice's primary time zone
  4. Business Hours: Define when your practice is open for scheduling

Branding Your Patient Portal​

Make your patient portal reflect your brand:

  1. Go to Settings > Branding
  2. Upload your logo (recommended: 200x60 pixels)
  3. Set your primary and secondary brand colors
  4. Add your practice tagline or welcome message
  5. Preview your branded patient portal

Custom Domain (Optional)​

For a fully branded experience, you can use a custom domain:

  1. Contact CareLaunch support to enable custom domains
  2. Configure DNS settings as provided
  3. Your patients will access your portal at your custom URL (e.g., portal.yourpractice.com)

Step 3: Set Up Your Team​

Adding Providers​

For each provider in your practice:

  1. Navigate to Settings > Providers
  2. Click "Add Provider"
  3. Enter provider details:
    • Name and credentials
    • NPI number
    • Specialties and services offered
    • Bio and photo (displayed to patients)
  4. Configure availability schedule
  5. Set appointment types and durations

Adding Staff Members​

Add administrative staff who will help manage your practice:

  1. Go to Settings > Users
  2. Click "New User"
  3. Enter their email and assign a role:
    • Admin: Full access to all settings and patient data
    • Staff: Can manage patients and appointments
    • Billing: Access to payment and billing features
  4. They'll receive an email invitation to set up their account

Step 4: Configure Patient Intake​

Registration Workflow​

Design how patients join your practice:

  1. Navigate to Settings > Registration
  2. Configure registration steps:
    • Account creation (email/password)
    • Demographics collection
    • Consent forms
    • Custom intake questionnaires
  3. Set the order of steps and which are required

Custom Forms​

Create intake forms specific to your practice:

  1. Go to Forms > Create New Form
  2. Add fields using the drag-and-drop builder
  3. Configure conditional logic if needed
  4. Preview and publish your form
  5. Add the form to your registration workflow

Set up required consent documents:

  1. Navigate to Settings > Documents
  2. Upload or create consent documents:
    • HIPAA Notice of Privacy Practices
    • Telehealth Consent
    • Practice Policies
    • Financial Agreement
  3. Configure e-signature requirements

Step 5: Set Up Scheduling​

Appointment Types​

Define the services you offer:

  1. Go to Settings > Appointment Types
  2. Create appointment types:
    • Name (e.g., "Initial Consultation", "Follow-up Visit")
    • Duration (15, 30, 45, 60 minutes)
    • Price (for cash-pay services)
    • Description (shown to patients)
    • Which providers offer this service

Provider Availability​

Configure when each provider is available:

  1. Navigate to Providers > [Provider Name] > Availability
  2. Set weekly recurring availability
  3. Add exceptions for holidays or time off
  4. Configure buffer time between appointments
  5. Set booking lead time (how far in advance patients can book)

Booking Rules​

Control how patients book appointments:

  1. Go to Settings > Scheduling
  2. Configure:
    • Minimum advance booking time
    • Maximum future booking window
    • Cancellation policy and deadlines
    • Rescheduling rules

Step 6: Configure Payments​

Payment Processing​

Set up payment collection:

  1. Navigate to Settings > Payments
  2. Connect your payment processor (Stripe)
  3. Enter your bank account for payouts
  4. Configure payment settings:
    • Collect payment at booking vs. after visit
    • Set up automatic receipts

Pricing​

Set your service prices:

  1. Go to Settings > Pricing
  2. Set prices for each appointment type
  3. Configure any package deals or discounts
  4. Set up membership pricing if applicable

Step 7: Test Your Setup​

Before going live, test the entire patient experience:

  1. Create a Test Patient: Register as a patient using a personal email
  2. Complete Registration: Go through your intake workflow
  3. Book an Appointment: Schedule a test appointment
  4. Join a Video Visit: Test the telehealth functionality
  5. Process a Payment: Complete a test transaction
  6. Send Messages: Test the secure messaging system

Step 8: Launch Your Practice​

Go-Live Checklist​

Before accepting real patients, verify:

  • All provider profiles are complete with photos and bios
  • Branding is configured and looks professional
  • Registration workflow collects all necessary information
  • Consent documents are uploaded and configured
  • Appointment types and pricing are set correctly
  • Provider availability is configured
  • Payment processing is connected and tested
  • You've completed a full test as a patient

Inviting Your First Patients​

Start seeing patients:

  1. Share your patient portal URL with existing patients
  2. Add your booking link to your website and social media
  3. Include your portal link in email signatures
  4. Consider a soft launch with a small group before full marketing

Next Steps​

Now that your practice is set up, explore these resources:

Getting Help​

If you need assistance at any point:

  • Documentation: Browse our comprehensive docs at docs.carelaunch.health
  • Email Support: Contact [email protected]
  • Schedule a Call: Book time with our customer success team

Welcome to CareLaunch! We're excited to help you build your virtual care practice.