.png?height=120&name=Portrait_Wordmark_RGB_Black%20(1).png)
This article explains the key points to consider when transitioning from Legacy model to Launch or Flex as a Portrait360 administrator.
The aspects covered in this article are:
PCC Transition:
- Payment
- Occurrences when opting to no longer utilize PCC team
Medspa Admin Dashboard:
- Scheduling settings (Calendar, Locations, Provider Configuration, Appointment Types)
- Inventory
- Services / Products Management
- GFE Management settings
Provider Dashboard:
- Earnings
- Patients
- To-Do List
- Calendar
Patient Care Coordinator Transition
On the Portrait 360/Launch platform you are able to keep your PCC! However, there will now be a payment of $1,000 added to your monthly bill. The PCC will be trained on Portrait's Launch EHR and will be able to schedule your patients seamlessly as they were before. Portrait PCC's are not eligible to access, or assist with, another EHR/scheduling platform.
No longer utilizing PCC
When opting to no longer work with a PCC, please keep in mind a few changes that will occur! Your legacy contract, or $1,000 monthly payment, includes your use of Portrait's OpenPhone account and TigerConnect. Also, your Portrait Acuity calendar will also no longer be accessible. Therefore, if you opt to no longer have a PCC, your accounts and access will be cancelled.
OpenPhone
We can release your OpenPhone number to you! We recommend opening a separate account with OpenPhone. This way, a Portrait Admin can contact the OpenPhone Support Team to have the number transferred over to your new account! OP's support team will need written confirmation via email from Portrait and the provider to make the switch.
Please note: When switching over your number to a new account, your conversation history, phone settings, and patient information will not be saved. Essentially, it will be as if you have a new number and will need to be set up again to your liking. Also, texting capabilities are likely to be delayed for 7-10 days when the switch first occurs.
TigerConnect
As you will no longer be communicating with your PCC over this platform, you and your support channel will be deactivated on TC the first day you no longer have a PCC.
Acuity
As a Launch provider, all your scheduling will take place in Portrait's EHR. No longer will Acuity be accessible or usable without causing major glitches on our EHR. Once you are no longer Legacy, your access to Acuity will be revoked.
Medspa Admin Dashboard
In this dashboard, you will be able to manage all of the parameters related to your Medspa, your providers, your locations, your services, calendars and more.
Appointments and Calendar Management
As you transition to the Launch / Flex model, all your calendar settings will be conveniently managed directly within the EHR. This integration allows you to oversee both your calendar and appointment types seamlessly from one centralized platform, eliminating the need to access Acuity (no external app needed, everything handled in the EHR).
The calendar allows you to book, schedule and cancel appointments in one centralized view within the EHR. This is found under the "Scheduling" tab:
Create your Locations and set them as active for scheduling, share your booking link: 
Oversee and manage your own calendar or the calendar of your providers:
Manage your appointment types for all of your locations:
Change your availability:
Set up your patient appointment notifications:
Inventory Ordering
You can conveniently place orders and review your order history through the inventory ordering tab:
Note: Under the Launch/ Flex model there is no longer a requirement for inventory tracking, which eliminates the need for inventory counts/reconciliation report or scanning during service visits. You now have the flexibility to manage your inventory in a manner that best suits your operational needs. There is no inventory tracking feature available in the Launch/ Flex EHR.
Services / Product Management
These are the options that will show internally in the service visit for charting.
Launch / Flex providers have the capability to manage all their services within the services/products management tab. Here, you can either import services from our Portrait library, which includes pre-made options that allow only price editing, or you can create custom services, which allows editing names, consents, standing orders, and care messages. 
This is the primary services library from Portrait where you choose which services you will offer:
Upon selecting the desired services, you have the option to activate them, thereby making these services available for selection on a patient profile for clearance or during the service visit process.
Alternatively, you can create your own services by selecting "New service group" or "New service" to establish a new service within a specific service group:
A crucial aspect of establishing custom service groups is the ability to generate your own consents and care messages. This functionality can now be accessed when creating a new service group, with the consents drop down menu:
From this menu, you have the capability to create custom consents and care messages, which can be assigned to your custom created services. Unlike the Legacy EHR, this model provides you with complete flexibility to select the services you will offer.
GFE Management services
Under the Launch / Flex model, if you have the necessary license to clear patients, you now have the flexibility to choose from three options: clear your own patients, have them cleared by a third party of your choosing, or utilize our Portrait clearing services. The "GFE Management" tab provides an interface for toggling between these three options.
If you prefer not to route your patients for a new GFE, you have the option to request a GFE manually or to clear them on your own.
Example of a manual GFE request: (make sure you're switched over to the Provider Dashboard to be able to request a GFE)
Example of a self-clearance process: (make sure to be on the Provider Dashboard
The "Indicated treatments" section now provides the option to select the specific service for which you wish to clear the patient. After making your selection, please proceed by clicking on "Approve services and diagnoses" to complete the required form.
"Mascarade" and manage your providers:
"Mascarading" allows you to log in as any of the providers that work with you, and navigate the EHR as if you were any of them. You will be able to chart and manage their patients as if they were doing it:
Switching to the Provider Dashboard view
The provider Dashboard is focused on the charting experience, the only tabs you will see are Earnings, Patients, To-Do list and Calendar. This is also the view you will need to do anything related to the charting, from managing a patient profile to request a GFE or charge them with the retail checkout or during a serivce visit. You can switch with the upper right corner menu:
The tabs contained in this view are the following:
These tabs look and work exactly the same as in the previous EHR experience.
The main difference to consider is the Calendar, when switching over to it, you will see only your calendar and your patients as a provider. You will not see nor be able to manage your providers or locations:
For additional information on navigating your new model, we encourage you to review our articles designed specifically for Launch / Flex users:
- Introduction to Medspa Admin EHR
*Getting StartedThis article shows the first steps of how to use the Medspa admin user experience in the EHR.
- Medspa Admin - Account settings (initial onboarding flow)
*Getting StartedOnce our team creates your Medspa in the EHR, you will be prompted to fill out an onboarding checklist, these steps are explained below.
- How to manage your Scheduling settings as Medspa Admin
*Getting StartedUnder the Scheduling tab, there are four different sub-tabs available. Locations This is where you can manage all of your Medspa locations, and which providers are available in each of them. You mus
- Account Settings
*Getting StartedThe Account Settings section allows you to manage essential aspects of your profile and operations within your MedSpa. Let's have a look at the different sections.
- Medspa initial setup - Calendar
*Getting StartedThis article shows how you can setup your calendar to launch your Medspa!
Note: when a provider is transferred from one Portrait model to another, the inventory pricing might not update immediately, please verify that your pricing has changed before placing your order and you may submit a ticket so the tech support team can rectify the pricing issue.