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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. Sign Up - Request a demo and get your account
  2. Configure Your Practice - Set up branding and basic settings
  3. Add Your Team - Invite providers and staff
  4. Set Up Patient Intake - Configure registration and forms
  5. Configure Scheduling - Set availability and appointment types
  6. Enable Payments - Connect payment processing
  7. Go Live - Start seeing patients

Step 1: Sign Up​

  1. Visit carelaunch.health
  2. Click "Request Demo" to schedule a walkthrough
  3. Our team will set up your account and guide you through onboarding
  4. Log in to your admin dashboard to begin setup

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

Branding​

Make your patient portal reflect your brand:

  1. Go to Settings > Branding (or Instance settings)
  2. Upload your logo
  3. Set your brand colors
  4. Add your practice tagline

Step 3: Add Your Team​

Adding Providers​

  1. Navigate to Settings > Providers
  2. Click "Add Provider"
  3. Enter provider details (name, credentials, NPI, specialties)
  4. Configure their availability schedule
  5. Set which appointment types they offer

Adding Staff​

  1. Go to Settings > Users
  2. Click "New" to add a team member
  3. Enter their email and assign a role:
    • Admin: Full access to all features and settings
    • Organization Admin: Manages organization settings and users
    • Instance Admin: Manages patients and operations for their location
  4. They'll receive an email invitation to set up their account

Step 4: Set Up Patient Intake​

Registration Workflow​

Configure how patients join your practice:

  1. Navigate to Settings > Registration (or Instance settings)
  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 Forms > Create New Form
  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​

Appointment Types​

Define the services you offer:

  1. Navigate to Settings > Appointment Types
  2. Create appointment types with:
    • Name and description
    • Duration
    • Price (for cash-pay services)
    • Which providers offer this service

Provider Availability​

Set when each provider is available:

  1. Go to Providers > [Provider Name] > Availability
  2. Set weekly recurring availability
  3. Add exceptions for time off
  4. Configure buffer time between appointments

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. Go to Settings > Appointment Types
  2. Set prices for each service
  3. Configure any packages or memberships (optional)

Step 7: Go Live​

Pre-Launch Checklist​

Before accepting patients, verify:

  • Provider profiles are complete with photos and bios
  • Branding is configured
  • Registration workflow is set up
  • Consent documents are uploaded
  • Appointment types and pricing are configured
  • Provider availability is set
  • Payment processing is connected

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:

  1. Go to Patients > Import Data
  2. Upload your patient list in CSV format
  3. Map columns to CareLaunch fields
  4. Review and confirm the import

Adding Patients Manually​

  1. Navigate to Patients > Add New Patient
  2. Enter patient details
  3. Assign to a provider if needed
  4. Add any relevant notes or documents

Compliance & Shared Responsibility​

While CareLaunch provides a HIPAA, GDPR, and HITECH compliant infrastructure (including a Business Associate Agreement with all plans), your practice remains responsible for maintaining overall compliance. This includes:

  • 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 [email protected] and we'll help you get unblocked.

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