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Get Started

Welcome to CareLaunch, the launch platform for modern care businesses. This quick-start guide will help you set up your practice — virtual, in-person, or both — and start seeing patients.

For a comprehensive guide to launching your practice, see Getting Started for Entrepreneurs.

Quick Setup Overview​

Setting up your CareLaunch practice takes just a few steps:

  1. Get Access - Check solo signup availability or contact the team for a group practice
  2. Configure Your Practice - Set up branding and basic settings
  3. Set Up Providers - Add providers and, if your plan supports it, staff
  4. Set Up Patient Intake - Configure registration and forms
  5. Configure Scheduling - Set availability and healthcare services
  6. Enable Payments - Connect payment processing
  7. Go Live - Start seeing patients

Step 1: Sign Up​

  1. If you're setting up a solo practice, check signup availability. The page will tell you if an invitation code is required.
  2. If you need an invitation, contact support@carelaunch.health. For a group practice, contact sales@carelaunch.health for assisted setup.
  3. After your account is active, sign in. The onboarding wizard opens on first login, and the Launch your practice checklist on Home tracks the remaining setup steps.

For a step-by-step walkthrough of signup, checkout, and account activation, see Create Your Account.

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. Logo: Upload your logo (appears in patient communications and portal)
  4. Default Settings: Configure message routing and display preferences

Logo and colors​

Set the logo and color in the places your plan shows:

  1. Settings > Organization — organization logo, shown in the admin header, patient portal, and message templates
  2. The instance — logo and instance color. Solo practices open this from My Instance. Organizations with the multiple-instances feature (Enterprise) open it from Instances.
  3. The Launch your practice checklist on Home — the practice logo for a new Solo practice

Step 3: Set Up Providers​

Adding Providers​

Providers is a top-level item in the sidebar. It is hidden on Solo, because a Solo practice is the one clinician who signed up.

  1. Open Providers
  2. Click New
  3. Enter the provider's details

If New is disabled, the practice is at its provider limit. The page explains the limit and links to an upgrade. See Billing & Plan.

Set when that provider can be booked in the availability step below. Services they can be booked for are healthcare services, not a tab on the provider page.

Adding Staff (where supported)​

Solo practices cannot add users. On Settings > Users, New stays disabled, and the page says to upgrade to a group plan.

On other plans:

  1. Go to Settings > Users
  2. Click New
  3. Enter their email and assign a role:
    • Platform Admin: Full access, including campaigns and data import
    • Organization Admin: Organization settings, users, and billing where the plan shows it
    • Instance Admin: The assigned instance
    • Base Admin: A limited administrator role
    • Schedule Manager: Schedules and appointments
    • AI Users: AI features such as Concierge, which also needs Platform Admin or Organization Admin
  4. They'll receive an email with sign-in instructions

See Users.

Step 4: Set Up Patient Intake​

Registration Workflow​

Configure how patients join your practice:

  1. Open Settings > Registration. This item is hidden on Solo. Solo practices open My Instance > Registration workflow, or use the Launch your practice checklist on Home.
  2. Configure registration steps:
    • Account creation
    • Demographics collection
    • Consent forms
    • Custom intake questionnaires
  3. Set which steps are required vs. optional

Custom Forms​

Create intake forms for your practice:

  1. Go to Settings > Forms and click New
  2. Use the drag-and-drop builder to add fields
  3. Preview and publish your form
  4. Add it to your registration workflow

Step 5: Configure Scheduling​

Healthcare Services​

The services patients book are healthcare services, not a separate appointment-types page.

  1. Navigate to Settings > Healthcare Services
  2. Add a service with a name and duration
  3. When the service should be paid, select its Stripe product. See Healthcare Services.

Provider Availability​

Availability is not a tab on the provider page.

  • Group practices: open Availability in the sidebar
  • Solo: open Schedule, then Manage > Manage Recurring Hours

For a day off, use Manage > Out of Office on Schedule. Buffer time between appointments is one organization-wide setting: Settings > Scheduling, field Appointment Buffer Time, from 0 to 60 minutes.

Step 6: Enable Payments​

Connect Payment Processing​

CareLaunch uses Stripe for secure, PCI-compliant payment processing. You can easily link your existing Stripe account or create a new one directly from the Integrations Hub.

  1. Navigate to Integrations in the main menu
  2. Locate the Stripe card (Note: Your organization must have the payment feature enabled)
  3. Click "Connect" to open the Stripe setup window
  4. Create or connect your Stripe account and complete identity verification
  5. Add your bank account for payouts

Set Pricing​

  1. Set up products and prices in your connected Stripe account.
  2. Go to Settings > Healthcare Services and select the payment product for each service that requires payment. See Healthcare Services.
  3. If you use packages or memberships, confirm how they should be offered in your registration or booking workflow with your CareLaunch contact.

Step 7: Go Live​

Pre-Launch Checklist​

Before accepting patients, verify:

  • Provider profiles are complete with photos and bios
  • Logo and colors are set
  • Registration workflow is set up
  • Consent documents are uploaded
  • Healthcare services and pricing are configured
  • Provider availability is set
  • Payment processing is connected if you collect payments

Use the Launch your practice checklist on Home to track setup and unlock the patient registration link. See the setup guide.

Start Seeing Patients​

  1. Share your patient portal URL with patients
  2. Add your booking link to your website and social media
  3. Patients can self-register and schedule appointments

Managing Patient Data​

Importing Existing Patients​

If you have existing patients:

Data Import is its own sidebar item. It is limited to Platform Admins and is hidden on Solo. See Data Imports.

  1. Open Data Import
  2. Click New and upload your patient list (a .csv or .txt file; comma, tab, or bar delimiters are detected automatically)
  3. Map columns to CareLaunch fields
  4. Review and accept the import

If you can't open Data Import, contact support@carelaunch.health.

Adding Patients Manually​

  1. Open Patients and click New
  2. Enter patient details
  3. Assign to a provider if needed
  4. Add any relevant notes or documents

Compliance & Shared Responsibility​

CareLaunch processes health information as a business associate, and a Business Associate Agreement is included with all plans. The agreement is accepted when the account is created. Practices are hosted in the United States. The safeguards are described in HIPAA Compliance and the Security Overview. Your practice remains responsible for overall compliance, including:

  • Training your staff on HIPAA requirements
  • Developing internal privacy policies and procedures
  • Conducting regular security risk assessments
  • Managing patient-rights workflows

Next Steps​

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

Support & Resources​

Need help during setup? Our team is here for you. If you have questions, run into issues, or need guidance on best practices, reach out to support@carelaunch.health and we'll help you get unblocked.

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