Getting Started
Step 2: Add Patients
Create patient profiles with demographics and insurance information
Step 3: Submit Orders
Select wound care products and complete the order workflow
💡 First Time Login?
If you don't have login credentials yet, register your practice to get started. You'll receive a welcome email with your login credentials.
Register Your Practice →For Practice Administrators
First-time practice admins will complete a guided onboarding wizard
Sign Agreements
Review and digitally sign the Business Associate Agreement (BAA) and Provider Agreement
Complete Profile
Enter your NPI number, medical license, credential type, and license state
Add Locations
Add at least one practice location for order fulfillment. You can add multiple locations and additional physicians.
Address Autocomplete: When adding locations, start typing your address and Google Places will suggest matching addresses - no need to manually enter city, state, and ZIP!
Dashboard Overview
Key Metrics
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✓
Revenue Analytics
Track commissions and total revenue from orders
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✓
Recent Patients
Quick access to recently added patients
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✓
Order Statistics
Active orders, pending approvals, and shipment status
Quick Actions Guide
Jump directly to step-by-step instructions:
How to Add a New Patient
Adding a New Patient
Click "New Patient" Button
Located in the top navigation or dashboard quick actions
Enter Patient Demographics
- Required: First Name, Last Name, Date of Birth, Phone, Email
- Optional: Address, City, State, ZIP Code
Add Insurance Information
- Insurance Provider (e.g., Medicare, Blue Cross)
- Member ID / Subscriber Number
- Group ID (if applicable)
- Insurance Company Phone Number
Upload Required Documents
Driver's license or government ID
Front and back photos
Visit notes or assessments
Document Management
Patient ID
Driver's license, passport, or government-issued ID
Insurance Card
Front and back photos of insurance card
Clinical Notes
Visit notes, wound assessments, medical records
Uploading Documents
Navigate to patient detail page
Click on any patient to view their full profile
Click "Edit Patient" if in view mode
File upload buttons appear in edit mode
Select file to upload
Click "Choose File" button under the appropriate document type
File uploads automatically
See confirmation message when upload completes
📱 Mobile Uploads
The portal works great on mobile! Take photos with your phone camera and upload directly from the patient detail page.
ICD-10 Code Search
✨ NEW FEATUREReal-Time ICD-10 Code Lookup
Powered by the NIH National Library of Medicine database - always up to date!
See it in action:
How to Use ICD-10 Autocomplete
Start Typing
In the Primary or Secondary ICD-10 field, type at least 2 characters
Select from Dropdown
Results appear instantly from the NIH database
Code Auto-Fills
Use keyboard arrows (↑ ↓) to navigate, Enter to select, or click with mouse
💡 Search Tips
- By diagnosis: Type "pressure ulcer" to find all pressure ulcer codes
- By code: Type "L97" to find all codes starting with L97
- By body part: Type "heel" or "ankle" to find location-specific codes
- Multiple searches: Can search differently for primary vs secondary codes
Common Wound Care ICD-10 Codes
Pressure Ulcers
- L89.XXX - Pressure ulcer by site and stage
- L97.XXX - Non-pressure chronic ulcer of lower limb
Diabetic Ulcers
- E11.621 - Type 2 diabetes with foot ulcer
- E11.622 - Type 2 diabetes with other skin ulcer
Venous Ulcers
- I83.0 - Varicose veins with ulcer
- I87.2 - Venous insufficiency (chronic)
Surgical Wounds
- T81.3 - Disruption of wound, not elsewhere classified
- T81.4 - Infection following a procedure
Creating Orders
Order Workflow
1. Select Patient
Choose an existing patient or create a new one
2. Choose Product
Select from available wound care products:
- • Collagen Matrix products in various sizes
- • Frequency options: Daily, Every other day, Weekly
- • Quantity and duration settings
3. Document Wound Details
For each wound, provide:
e.g., Right heel, Left ankle
✨ NEW: Autocomplete search!
4. Enter Shipping Information
Delivery address, recipient name, and contact phone
5. Review & Submit
Double-check all information before submitting to CollagenDirect
✅ After Submission
Your order is sent to CollagenDirect for review. You'll receive notifications at each stage:
How to View & Manage All Patients
Patient List Overview
View all your patients, search by name, and quickly access patient details and order history.
Viewing & Editing Patient Information
Navigate to the patient detail page and click "Edit Patient" to update:
- ✓ Date of Birth
- ✓ Contact Information (Phone, Email)
- ✓ Address
- ✓ Insurance Details
- ✓ Upload New Documents
💡 Pro Tip
Keep patient phone numbers up to date! They're used for SMS delivery confirmations.
Tips & Tricks
Keyboard Shortcuts
- ↑ ↓ Navigate ICD-10 search results
- Enter Select highlighted ICD-10 code
- Esc Close ICD-10 dropdown
Mobile Friendly
The portal is fully responsive and works on:
- ✓ Smartphones (iOS and Android)
- ✓ Tablets (iPad, Surface, etc.)
- ✓ Desktop computers
- ✓ All modern browsers
Quick Search
Use the search bar on the patients page to quickly find:
- • Patient names
- • Phone numbers
- • Email addresses
- • Medical record numbers (MRN)
Auto-Save
The portal automatically saves your progress as you work. No need to worry about losing data!
Track Orders
View real-time order status from the dashboard:
- • Submitted orders pending approval
- • Approved orders being prepared
- • In-transit shipments with tracking
- • Delivered orders with confirmation
Notifications
You'll receive email notifications for:
- ✓ Order approvals
- ✓ Shipment updates
- ✓ Authorization status changes
- ✓ Important updates from CollagenDirect
Best Practices
✅ Do:
- • Keep patient contact info up to date
- • Upload clear, legible document photos
- • Use ICD-10 autocomplete for accurate codes
- • Document all wound measurements precisely
- • Review orders before submitting
❌ Don't:
- • Use placeholder phone numbers (e.g., 1234567890)
- • Submit orders with incomplete information
- • Upload blurry or unreadable documents
- • Skip required fields
- • Forget to verify insurance information
Wound Photo Documentation
Revenue OpportunityWhy Document Wound Photos?
Wound photo documentation creates billable encounters that can be submitted for reimbursement. Quality wound photos help with insurance approvals and clinical decision-making.
- ✓ Billable encounters: Generate additional revenue per patient visit
- ✓ Insurance support: Photos help justify medical necessity
- ✓ Track progress: Visual documentation of healing over time
- ✓ Clinical records: Maintain complete wound care documentation
Photo Guidelines
- 📷 Clear focus: Ensure wound edges are clearly visible
- 📏 Include ruler: Place measuring tape/ruler next to wound
- 💡 Good lighting: Natural light or well-lit room
- 🎯 Consistent angle: Use same angle for progress photos
- 📱 Mobile upload: Take photos directly from the portal on your phone
Practice Management (Admins)
Practice administrators have access to additional features for managing their practice, multiple locations, and physician roster.
Multiple Locations
Add and manage multiple practice locations. Set a primary location for default shipping.
Physician Roster
Add other physicians in your practice who will be placing orders. Each physician needs NPI and license info.
Revenue Tracking
View practice-wide analytics including order volume, revenue from billable encounters, and patient metrics.
Profile Management
Access your profile settings from the navigation menu to update your NPI, license information, credentials, and practice locations at any time.
Need Help?
Our support team is here to assist you with any questions about the physician portal