Help / Vendor portal

Onboard your company on the vendor portal

Medipyxis vendors set up their portal account through a five-step self-serve wizard. A clinic starts the process by inviting your company from their side; you finish it at your own pace. When you reach the end, your first tethered clinic already has your catalog on their picker and their receiving queue ready for your first shipment.

Before you start

• You need the invitation email from the clinic that's tethering your company. The email contains a one-time onboarding link with an embedded token. Every step is saved as you go, so you can close the tab and come back to the same link.
• Have your company's legal name, EIN, primary NPI (if applicable), business address, and BAA document on hand.
• Decide who from your team will be an admin and who will be a regular user or sales rep — you'll invite them in step 4.

Your company must exist in the Medipyxis vendor registry once. If a clinic tries to invite a company that's already onboarded, they get a "connect to existing vendor" flow instead of a duplicate onboarding. See Vendor directory on the clinic side.

The five steps

The wizard header shows your current step out of five. You can jump back to a completed step to make changes; you cannot skip forward.

#	Step	What you do
1	Profile	Company identity — name, legal name, EIN, NPI, address, contact info
2	BAA	Upload or link to your signed Business Associate Agreement
3	Modalities	Pick the product categories you sell (drives wizard filtering)
4	Staff	Invite your team members with their roles
5	Catalog push	Push your product catalog to the clinic that invited you

Step 1 — Profile

1. Open the onboarding link from your invitation email. The wizard lands on the Profile step with the clinic's invitation summary at the top.
2. Fill in the profile fields: - Company name — the trading name the clinic will see. - Legal name — used on invoices and contracts. - EIN — required for AR/AP. - NPI — optional, used only if you dispense in your own name. - Primary contact name and phone — the person clinic ops should call about your shipments. - Address — street, city, state, ZIP. - Website — optional public URL for the vendor directory listing.
3. Click Save & Continue. Every field is saved server-side; you can leave and resume without losing anything.

Step 2 — BAA

Medipyxis requires a signed BAA before your account can go live.

1. Either upload the PDF of your executed BAA or paste a link to it in your document management system.
2. Click Save & Continue. The BAA is marked as pending review; a Medipyxis compliance rep verifies within one business day.

Your account moves to pending_verification until BAA review completes. You can keep filling in the wizard, but catalog push (step 5) is blocked until the BAA is approved.

Step 3 — Modalities

Pick the product categories you sell. Modality drives which vendor slot you occupy in the clinic wizard's product picker — for example, checking Amniotic / placental allografts means clinicians see your SKUs under the Amniotic modality in the Visit Wizard.

Available modalities:

• Amniotic / placental allografts (grafts like Vendaje AC, AmnioWrap2)
• Biologics — collagen and ECM (matrix products like Artacent, ProgenaMatrix)
• PRP / autologous (Aurix and similar)
• DME and offloading
• NPWT (negative pressure)
• Compression and dressings
• Skin substitutes — synthetic
• Lab and diagnostics

Check every category that applies. You can add or remove modalities later from Settings, but at least one is required to save.

Step 4 — Staff

Invite your team members to the portal. Each invitee receives an email with a login link.

For each teammate:

1. Email — their work address.
2. First and last name.
3. Role: - vendor_admin — full access, can invite others, edit settings, sign terms with clinics, and approve BAAs on your side. - vendor_user — regular access to catalog, shipments, orders, invoices, and clinic communications. Cannot invite others or change company-level settings.
4. Click Add another to line up more invites, then Save & Continue. Invites go out immediately.

Sales reps who need the CRM (vendor_sales) can be added later from Staff once the account is fully live. The onboarding wizard sticks to admin and user roles so the initial invitations stay simple.

Step 5 — Catalog push

The last step lands you on the clinic that invited you, ready to push your first catalog.

1. The clinic name from the invitation is pre-filled. If BAA approval is still pending, the push button is disabled with a note explaining why.
2. Pick which SKUs to push: - All active products (recommended for the first push). - Select specific products — check individual rows in the SKU table.
3. Click Push catalog. Every selected SKU lands in the clinic's inventory_product_catalog_v2 and shows up in their Visit Wizard picker.
4. The confirmation screen summarizes what was pushed, how many rows the clinic's review queue caught, and any master-product proposals awaiting confirmation.

What happens next

• Your portal moves from pending_verification to active once the BAA is approved.
• Your invited teammates receive login emails.
• The clinic that invited you sees your SKUs on their catalog with a New badge; their inventory admin reviews and accepts the SKUs to make them wizard-selectable.
• Future SKU updates you make on accepted catalog rows auto-apply to that clinic — only brand-new SKUs need another one-click accept.
• You can push your catalog to additional tethered clinics from Catalog → Push to clinic at any time. See Manage your catalog.

Resume or edit

• Same invitation link — reopen the email. The wizard picks up on the last saved step.
• After onboarding completes — every setting collected during onboarding is editable from the portal's Settings area. Modalities are edited under Settings → Modalities, staff under Staff, BAA under Settings → Compliance.

Troubleshooting

Symptom	Likely cause	What to do
"Invitation token invalid"	Link expired (30-day TTL) or already consumed	Ask the clinic to send a fresh invitation
Wizard stuck on step 2	BAA rejected in review	Check your email for the review note; upload a corrected copy
Cannot pick modality	Modality is Medipyxis-scoped (labs, synthetics) — not open in v1	Reach out to Medipyxis support to enable; some modalities are limited by policy
Staff invite email not received	Recipient's mail filter	Ask them to check spam, then resend from Staff → Reinvite after onboarding completes
Catalog push button disabled	BAA still pending_verification	Wait for compliance review, or skip step 5 and push after activation from Catalog → Push to clinic