Getting Started
Quick Start Guide
Get your clinic up and running with LumaEHR in under 30 minutes. Follow these steps to go from sign-up to your first appointment.
Step 1
Complete Your Clinic Profile
Set up your clinic's identity so patients and staff can find you.
- Go to Settings after signing up
- Add your clinic name, address, phone number, and email
- Choose your clinic type (solo practice, multi-provider, enterprise)
- Upload your clinic logo for branding on booking pages and documents
Tip: A complete profile builds trust with patients who find you through online booking.
Step 2
Choose a Subscription Plan
Select the plan that fits your practice size and needs.
- Start with the Free plan (2 providers, 50 clients) to explore features — online payments, billing and manual insurance claims are all included
- Essential ($99.90/mo, 3 providers included) adds AI-powered insurance claims, unlimited clients and analytics
- Team ($250/mo, 5 providers included) includes telehealth with AI notes and API access to your own inventory and records; add the API add-on ($250/mo) for full access (read and write) to your own patients and appointments too
Tip: The Free plan needs no credit card and has no time limit. Want to try a paid plan first? Essential is $29.90 for your first 30 days.
Step 3
Add Your First Client or Patient
Start building your patient records.
- Navigate to Clients (solo) or Patients (enterprise) from the sidebar
- Click 'Add New' and fill in demographics, contact info, and insurance details
- You can also import existing records via CSV on paid plans
- Patient data is encrypted and HIPAA-compliant from day one
Tip: Solo practitioners see 'Clients' in the sidebar. Enterprise clinics see 'Patients' with additional management features.
Step 4
Schedule Your First Appointment
Get your calendar started with your first booking.
- Go to Appointments from the sidebar
- Click to create a new appointment and select a patient
- Choose the service type, date, time, and provider
- The patient will receive an automatic confirmation email
Tip: Set up your services first (Step 7) to make appointment creation faster.
Step 5
Write Your First Clinical Note
Document a patient visit using templates or create a custom note.
- Navigate to Notes from the sidebar
- Choose from default templates (SOAP, DAP, Progress Note) or create your own
- Use the AI Note Taker add-on ($20/mo) for real-time transcription
- Notes are automatically linked to the patient record
Tip: Create custom templates for your most common visit types to save time on every session.
Step 6
Invite Your Team
Bring your staff on board with role-based access.
- Go to Settings and find the Staff/Team section
- Send email invitations to team members
- Assign roles: Admin, Provider, Nurse, Receptionist, Billing Staff
- Each role has specific permissions for data access and actions
Tip: Start with yourself as Admin, then invite your front desk staff first — they'll handle scheduling while you focus on patients.
Step 7
Add Your Services
Define the services you offer so patients can book them.
- Go to Appointments → Services
- Add each service with name, duration, and price
- Set availability windows for each service
- Services appear on your public booking page for patient self-scheduling
Tip: Keep service names clear and patient-friendly — they'll see these when booking online.
Step 8
Publish Your Booking Page
Let patients book appointments online 24/7.
- Go to Appointments → Booking Page
- Customize your booking page with your branding and available services
- Toggle 'Published' to make it live
- Share the link on your website, social media, and Google Business Profile
Tip: An active booking page can reduce phone calls by 60% and fill your schedule automatically.
Ready to get started?
Create your free account and follow these steps to go live today.