Welcome to xEHR
Your complete guide to getting started with xEHR. Follow these steps to configure your practice and start seeing patients.
Quick Start Checklist
Complete these essential steps to get your practice up and running
Organization Setup
Your organization was created by xEHR. Verify your practice information is correct.
- Confirm practice name and NPI
- Verify tax ID (EIN)
- Update contact information
- Add practice logo
Add Facilities/Locations
Configure all service locations where your practice provides care.
- Go to Admin > Facilities
- Add each service location
- Enter facility NPI and address
- Set Place of Service (POS) code
Add Staff Users
Create accounts for all staff members who will use the system.
- Go to Admin > Staff Users
- Add clinical providers (physicians, NPs, PAs)
- Add billing staff
- Add front desk/reception staff
- Assign appropriate roles and permissions
Configure Payers
Set up insurance companies your practice accepts.
- Go to Admin > Payers
- Add contracted payers
- Enter clearinghouse payer IDs
- Configure eligibility settings
Set Up Fee Schedules
Configure your pricing for services.
- Go to Admin > Fee Schedules
- Create fee schedule(s)
- Add commonly used CPT codes
- Set default and payer-specific rates
Configure Clinical Templates
Set up note templates for your specialty.
- Go to Admin > Templates
- Review default templates
- Customize for your specialty
- Add favorite diagnoses and procedures
Detailed Setup Guides
Understanding User Roles
xEHR uses role-based access control to ensure users only see what they need. Here are the available roles:
Admin
Full access to settings, user management, and all features. Typically for practice managers.
Physician
Clinical documentation, prescribing, order management, and view of billing.
Nurse Practitioner / PA
Similar to physician with prescribing based on state regulations.
Nurse
Clinical documentation, vitals, medication administration, no prescribing.
Billing Staff
Claims management, payment posting, reporting. No clinical access.
Front Desk
Scheduling, patient registration, check-in. Limited clinical view.
System Requirements
xEHR is a cloud-based application that works in any modern web browser. No software installation required.
Supported Browsers
- Google Chrome (recommended)
- Microsoft Edge
- Mozilla Firefox
- Safari (macOS)
Internet Connection
- Minimum: 10 Mbps download
- Recommended: 25+ Mbps
- Stable connection required
Device Requirements
- Desktop/Laptop: Any modern computer
- Tablet: iPad or Android tablet
- Screen: 1280x720 minimum
First Login
- Access your organization's URL
Your xEHR URL is:
yourpractice.xehr.io(provided in your welcome email) - Enter your credentials
Use the username and temporary password from your welcome email
- Set up Multi-Factor Authentication (MFA)
For HIPAA compliance, you must set up MFA on first login. We support authenticator apps like Google Authenticator.
- Change your password
Create a strong password with at least 12 characters, including uppercase, lowercase, numbers, and symbols.
- Complete your profile
Add your professional credentials, license numbers, and signature (for providers).
Daily Workflows
Learn the common tasks you'll perform every day
Register a New Patient
- Click "New Patient" in header
- Enter demographics
- Add insurance information
- Save to create patient record
Document an Encounter
- Go to Charting
- Select patient and create encounter
- Complete clinical notes
- Add diagnoses and procedures
- Sign and lock the note
Submit a Claim
- Go to Claims
- Find locked encounter
- Select claim type (CMS-1500)
- Verify information
- Submit to clearinghouse
Post a Payment
- Go to Payments
- Upload ERA (835) file or manual entry
- Match to claims
- Apply payments and adjustments
- Work any denials
Ready to Get Started?
Follow the setup checklist above or contact us for personalized onboarding assistance.