Overview
In this article, you will find some admin FAQ's, activation tips, and our full Admin User Guide which reviews all of the necessary responsibilities for admins, including how to register your organization and different scenarios related to user access.
Table of Contents
Welcome to Cohere!
Cohere Health simplifies healthcare by enabling patients, physicians, and health plans to collaborate on getting the right care, at the right time, at the right place, and at the right cost. Our focus is to enable an efficient, transparent patient journey where patient goals and achieving optimal clinical outcomes are central to decision-making.
We recognize the importance of our provider partners and look forward to partnering with you on the journey to better care.
Please use this document to learn more about the tasks required of an admin at your organization.
Register for an Account
Cohere is focused on empowering our provider partners. To that end, our portal allows admin users to control user access.
Admin users are responsible for adding new users, as well as removing access, when appropriate. Please ensure that these processes are managed according to your organization’s policies.
Registration Overview
Registration Overview
Step 1: Complete Registration
Visit www.coherehealth.com/provider/resources and click "register for an account" to complete registration.
Step 2: Activate Account
You will receive an email prompting you to activate your account. This email will include your username. Click "activate my account" to continue.
Step 3: Login
Create a password and choose your security question and image. When logging in, your username will always be your email.
Account Verification Options
Cohere requires account verification to ensure the security of sensitive patient information. After completing the screening questions, you will be asked to verify your account.
Option 1: Existing Accounts Only
Option 1: Existing Accounts Only
Verify by Email Domain:
Users are granted full access to start submitting authorizations immediately.
Users must have the same email domain as the admin.
Users will not be able to utilize this method unless the organization's admin enabled this feature when the organization was created. If this option is not enabled, the admin must manually add all new users.
Option 2: New Organizations Only
Option 2: New Organizations Only
Verify by member information:
Must have 5 member IDs and DOBs to verify by member info.
User Management
Adding Users
Adding Users
If auto-verification based on email domain was selected during registration, users will be automatically added to your organization. If this option was not enabled, each user must be manually verified by the admin. In cases where users must be created manually, you will receive an email from Cohere when someone at your organization registers. Please be sure to check your junk folder for this email.
Enter your username and password to sign in to login.coherehealth.com
Click the ‘My Account’ option in the top right corner of your screen, and select ‘Management’.
The next screen will list users that are associated with your organization who already have active accounts.
Press ‘+ Add Member’.
Enter the new user’s information in the pop-up window.
Click ‘Create’ to complete the process of adding the user. The user will then receive an email with instructions to complete activating their account.
Verifying New Users
Verifying New Users
In cases where auto-verification based on email domain is not enabled, each user that goes through the registration process will need to verify their account by entering 5 member IDs and DOBs. In these cases, the admin user will need to manually verify the user following the steps below:
There are 2 ways that an admin can verify new users:
Within the notification email, click ‘Review request’ for each new user, or
Within the portal, click the ‘My Account’ option in the top right corner of your screen, and select ‘Management’.
Go to the “unverified members” section of the page, and click ‘Review’ next to any unverified members that should be approved.
Verify that all fields are filled out and that the user’s information is correct then click, ‘Verify account’.
Please only reject access for a user if you are sure that they are requesting access inappropriately. Some users may work in different parts of your organization and may be approved by other admins.
Deleting Users
Deleting Users
Once you have logged in to the Cohere portal, click the ‘My Account’ option in the top right corner of your screen, and select ‘Management’.
Find the correct user on the next screen.
Click the three dots to the right of the user to view more options. Select ‘Delete Account’. A pop-up window will appear. Press ‘Delete’ to confirm. This process cannot be undone, so please only delete users when necessary and appropriate.
Editing Users
Editing Users
Your ability to make updates to certain information within existing user accounts is dependent on the user’s status (active or pending).
Send User a New Activation Link
Send User a New Activation Link
When a user’s status is pending, this means that they have not yet activated their Cohere account. The activation link expires after 7 days. If the user requires a new link, the admin can send a new activation link directly from the management page.
How to Send Activation Link
Search/sort for user by name or status. User's status must be pending.
Click the three dots to the right of the user to view more options. Select ‘send activation link’.
The user will then receive an email and be able to activate their Cohere account.
Assigning Other Admins
Assigning Other Admins
As an admin, you have the ability to create additional admin users while on the account management page. First, add the user following the “adding users” steps, and then click on the “admin” slider in the box where you enter their information. You can also toggle this slider for verified members of the organization.
If you believe you should not be an administrative user at your organization, please follow the steps below to assign another admin before removing the previous admin access.
Step 1: Add a new admin user
Please ensure that the correct user who will be added as an administrator has access to Cohere. If not, review how to add users in the earlier section of this guide.
If their user account is active, find their name and switch the toggle under 'Admin' to "Yes". They are now an admin user
New admin removes the previous admin
The new administrative user will then log in, go to 'My account,' select 'Management,' and untoggle the "Admin" option for the previous administrator to "no."
Adding or Removing a Health Plan
Adding or Removing a Health Plan
Navigate to the upper right side of the dashboard and select the ‘My account’ drop-down.
Select ‘Management’.
Once on the Management dashboard you will navigate and click into the appropriate organization.
When inside the organization’s page, you will select the button in the upper right corner.
Click into the ‘Health Plans’ drop-down and click into the checkboxes next to each of the payers you would like to add.
Removing Health Plans
Follow the same steps above to access the health plans.
To remove, simply uncheck the boxes next to the payer.
Frequently Asked Questions
Frequently Asked Questions
How do I add multiple tax ID numbers to my organization?
Login to the Cohere portal, click on the "My Account" button in the top right corner of the portal, and select "Management".
You are then directed to the management page. Please be sure to click "Edit Organization" to make any changes - including adding TINs.
Go to the field labeled "Taxpayer identification number(s) (TIN)" and enter all applicable TINs.
A TIN must be 9 numbers, so make sure to add a "0" in front of your TIN if it is only 8 digits.
Can I change my organization's ability to utilize auto-verify by email domain when registering? Can I add multiple domains?
Yes, you can do this after the initial registration process by logging in to the Cohere portal. After logging in, click on the "My Account" button in the top right corner of the portal and select "Management".
Once you are directed to the management page, click "Edit Organization".
Within the section of the details about your organization, there is a slide that says, "Auto-verify new users by email domain" Click this to toggle, then verify that you want to activate this. Lastly, add all applicable email domains.
These cannot be generic domains, like @google.com or @yahoo.com
What if someone at my organization needs a new activation link, can the admin send that?
If a user's status is pending, their activation link has expired. Admins are able to send new activation links directly from the management page in the portal. Find the user with a pending status, click the three dots to the right of the user and select "send new activation link". The user will then receive an email and be able to activate their Cohere account.
What are some important user statuses?
Status | What it means | How to troubleshoot |
Active | The user has an active account in Cohere. | |
Pending | The user has not activated their account. | The activation link expires after 7 days. If the user requires a new link, the admin can send a new activation link directly from the management page in the portal. |
Deactivated | The user has been deactivated by Cohere due to admin changes at the organization and no longer has access to Cohere's portal. | |
Locked | The user's account is locked because they have incorrectly entered their password 6 times. | Admins have the ability to unlock by clicking the three dots next to the user's name. |
No status (blank) | The user has attempted to reset their password but does not remember their security question. | There is no way to reset a security question. We recommend: 1. Delete and re-add the user |