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New practice onboarding process ​

What to expect during onboarding ​

Vim Connect is managed by Vim’s Console, our Admin portal. All onboarding and set up will occur within Vim’s Console; then, the MSI will give end users access to Vim Connect on their individual computers/workstations. Onboarding a new practice starts in Vim Console.

This is a self-serve process. You are welcome to use this guide to onboard clinics end-to-end on your own!

While EHR integrations may vary in complexity based on a clinic’s setup, the general onboarding process includes:

  1. Pre-implementation discovery
  2. Account & organization creation (mainly via API)
  3. Champion activation & initial install
  4. Users onboarding
  5. User go-live & training

Note: Clinics using NextGen require a Vim representative during Discovery/Kickoff calls.

Onboarding process ​

The steps below are designed to guide you through each step of the onboarding process. We recommend reviewing them to ensure a smooth and successful implementation.

Need help? ​

For questions about onboarding, activation, technical setup, or troubleshooting:
Email: [email protected]

Step 1: app network onboarding ​

Pre-implementation ​

The Pre-implementation phase ensures the clinic is compatible with Vim Connect and prepared for the Implementation Kickoff Call.

Step 1: Confirm EHR compatibility & clinic set up ​

Gather the following details to verify the clinic’s EHR eligibility:

  • What is the clinic’s EHR vendor? Please see a list of supported EHRs here.
  • Is the EHR instance self-hosted or on-premise?
  • Ensure that the setup on your side is complete, including adding the relevant URLs to your whitelist and, if applicable, whitelisting the clinic provider and associated usernames.

Step 2: identify the clinic champion ​

The clinic champion will serve as the main point of contact throughout implementation.

  • Typically, someone who manages the relationships
  • Responsible for ensuring all end users have access to Vim Connect
  • Will serve as the account admin in Vim Console

Step 3: collect account setup information ​

To initiate clinic setup in Vim Connect, collect the following details. Submission instructions are provided in Module 2.

Clinic details

  • Clinic name (required)
  • EHR web address URL (required)
  • Clinic address (recommended)
  • Phone number (recommended)
  • TIN (recommended)

Champion details

  • First and last name (required)
  • Email address (required)
  • EHR username (required)

Step 2: create a new practice ​

Determine setup path: There are two setup paths depending on the practice's EHR: use our API for web-based EHRs, or let our team handle the setup for non-web-based EHRs.

Path 1: API-integrated setup for Web EHRs ​

We provide a self-service API that allows you to create new practices and invite users to access your applications on Vim.

The API creates an account and organization based on the data you provide, and activates the user within these entities. Upon successful creation, the API returns an invitation URL, which you can share with the user to complete login and activation.

To authorize your requests, use the token obtained from the Obtain access token endpoint.

For easier testing, you can import our invitations Postman collection into your Postman workspace.

Key benefits:

  • Seamless integration - auto-provisioning of accounts/practices: Leverage the API to create a smooth experience directly within your product and existing workflows. You can connect it to your application’s registration process to streamline onboarding.
  • Efficient onboarding - instant creation: Add new practices instantly — the process is immediate and happens in real time.
  • Your control: You will manage the onboarding communication with the practice

Action items:

  • Created the practice via API (using the link for full documentation)

  • Need help? Watch our 6-minute How-To Guide for step-by-step instructions: Invitations API demo

  • In this guide, we show you how to activate an account using the Invitation API.

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Path 2: assisted setup - for non-web EHRs only ​

For non-web EHRs, Vim Team will complete the account setup.

Step 1: Submit a request to Vim ​

Submit the following details to Vim Support using this link.

Clinic information

  • Clinic name (required)
  • EHR web address URL (required)
  • Clinic address
  • Phone number
  • TIN

Champion information

  • First and last name (required)
  • Email address (required)
  • EHR username (required)

Step 2: Vim creates the account ​

The Vim Team will review the request, set up the account, organization, and Champion, and resolve any duplicated records.

Step 3: confirmation & next steps ​

Once setup is complete, the Champion will be notified via email and provided next steps for the implementation kickoff or activation process.

Step 3: app network onboarding ​

Once the Champion’s Vim account is ready, we’ll proceed with the installation.

Step 1: activate the champion’s account

  1. Champion receives an activation email and clicks the activation link.
    When setting up a clinic through the API, be sure to send the activation link to the practice champion via email and make sure you are including the Organization Key.
  2. Champion creates a password and logs into the Vim Admin Console.
  3. Champion clicks “Activate account”, agreeing to Vim’s Terms of Service & BAA.
  4. Champion walks through Advanced Settings configuration.

Step 2: install Vim Connect on the champion’s computer

  1. Close all open instances of the EHR before proceeding.
  2. Download & run the MSI.
  3. Enter the Organization Key (found in Console in the Organization view).
  4. Launch the Vim Connect Application
  5. Confirm Vim is running in the system tray and the extension has been added.
  6. Log into the EHR where the application should now appear.

How-to guide for step-by-step instructions: MSI Download Walkthrough.

  1. Installation Instructions:
    1. eCW: Download link
    2. Athena/Practice Fusion: Download link
    3. NextGen: Download link

Step 3: Champion adds end users in Vim Console

Once activated, the Champion is responsible for adding end users within Vim Console.

  1. Log in to Console.
  2. Go to Vim Connect ► Users.
  3. Use the Potential Users feature to add any extra users the EHR has already identified (if the feature isn’t applicable, add additional users manually by entering their details).
  4. When the accounts are created, notify the end users (no automatic notification is sent).

Step 4: users onboarding ​

Deployment ​

Ensuring the Vim MSI is properly installed on all practice computers is CRITICAL for accessibility—without this step, end users will not see Vim in their EHR.

Deployment is often the most complex phase of implementation, requiring installation across all practice computers.

This process typically involves close coordination with the practice’s IT team or direct assistance to staff responsible for completing this step, with or without their own IT team.

Deployment overview ​

Vim Connect deployment depends on the practice’s IT environment and preferred installation method:

  • For Windows devices (PCs): Deployment requires the download of an MSI and an Organization Key (available in the Clinic Console).
  • For Mac devices: Deployment requires the Google Chrome Extension instead of the MSI.

Deployment methods ​

Vim Connect can be deployed using one of two methods:

Option 1: manual installation ​

Install Vim Connect individually on each workstation.

  1. Run the Vim MSI and enter the Organization Key (located in the Organization view in Console).
  2. Best suited for smaller clinics or ad-hoc installations without internal IT support.
  3. For less technical users, be prepared to provide remote support during installation as needed.

Option 2: Broad deployment (recommended) ​

  • Use Group Policy Objects (GPO) or IT management software to deploy Vim Connect to multiple workstations simultaneously.
  • Recommended for larger clinics and organizations that have internal IT teams.

Recommended Next Steps

  • Set a follow-up date to verify successful installation.
  • If issues arise, contact [email protected].

Additional Resources: