Creating Referral Contacts

Canvas maintains a global directory of contacts. Each customer can have up to 2 users with direct access to this directory to add or modify existing contacts. Users cannot delete or deactivate contacts themselves, but Canvas Support can assist as needed.

Logging In

Contacts are managed in the Canvas Medical Science instance. Begin by navigating to https://science.canvasmedical.com/admin/contacts/contact/ to log in. Once logged in, you’ll see a list of active contacts and a search option for filters.

Getting Started

Before adding a new contact, search to see if it already exists under a slightly different name. You can search the following fields.

• First Name (full or partial)

• Last Name (full or partial)

• Specialty

• Fax (10 digits only, no special characters)

• Phone (10 digits only, no special characters)

• Notes (full or partial text)

You can also use the filters located on the right side of the page to narrow your search results based on active status or specialty.

Adding a New Contact

To add a new contact, select Add Contact + in the upper right corner. This will open a new contact modal.

Adding a contact requires specific information for optimal use, including

• Specialty

  • If the new contact is an Imaging Location intended for use in the Image Command, the specialty must be set as Radiology.

• Provider’s First/Last name

• Business Address with Zip Code

  • A valid zip code is required for contacts to appear correctly in the Refer Command. Canvas filters contacts by zip code so an incorrect zip code may prevent the contact from being displayed.

• Business Fax

Additional fields such as Practice Name, Business Phone, Email, Website, and Notes can be used as desired.

Contact Naming Guidelines

Properly naming a contact is crucial for ensuring it can be easily searched and used in the future. Follow these best practices to avoid errors or confusion:

• For Practices Only: Enter the practice name in the First and Last Name fields (e.g., First Name: Canvas Medical, Last Name: Family Care).

• Avoid Using "TBD": Placeholder text like "TBD" in contact fields can confuse staff and referral locations and hinder searches.

• Do Not Duplicate Practice Name: Avoid entering the practice name in all three fields (Practice Name, First Name, Last Name) as this may result in too many characters, causing errors when sending referrals.

Using clear and consistent naming conventions helps streamline referral workflows and prevents issues.

Modifying an Existing Contact

Search for the contact that needs modification in the search bar at the top, and select the first name highlighted in blue to open the edit page. The following fields can be modified: Business Address, Business Phone, Business Fax, Email, Website, and Notes.

If you need any information modified that you do not have access, please reach out to Canvas Support for assistance.