1. Using the Employer Dashboard: Getting Started

1.1. Register/Create an Account

1. Go to kyla.com/employers

2. Create accounts: 

• Employer Account: Enter your first and last name, email address, and password (this information will be used to log in to the Dashboard).

• Company Account: Enter your company name, company phone number, and approximate number of employees (you will be able to add more employees after completing registration).

 1.2. Onboarding

1. From the registration page, you will be redirected to the Onboarding page. 

Please Note: You can log in using this link: kyla.com/employers

2. Click "Select Plan". (Screen 1)

Please Note: If your company has more than 250 employees, our sales team will provide you with an additional discount.  

To apply the discount, click "Select Plan".

3. To pay, enter the number of employees you are going to test, your credit card information, and discount code, if you have one. (Screen 2)

Please Note: You can always add more employees after completing registration.

1.3. Add Employees to the Dashboard

1. To add employees to the Dashboard, enter their email address in the "Enter Employee Emails" field (Screen 1). The number of employees that you are adding should match the number of paid seats you chose.

Please Note: You can speed up this process by uploading a CSV file of the employees you would like to add to your Dashboard.

2. Once you have added your employees, you will be notified that the invitations were successful
   (Screen 2).

2. Dashboard

2.1. Add Employees 

1. If you would like to add more employees to your Dashboard, click "Register Employees" and enter the email addresses of the employees that you would like to invite.

2. The employees will appear on the Dashboard with the label "Awaiting User Registration with the Associated Email". This means that the user has not accepted your invitation yet.

3. If you click "Cancel", you will delete the employee from your list and the employee will not be able to join your company.

2.2. Filters/Search

The user is able to filter the list of employees by selecting a specific group or  by selecting all employees. Here you will see the number of employees who are vaccinated or who have positive COVID-19 test results.

1. Select a group or 'All'.

2. Click on the filter to see the list of employees you are searching for. You are able to search for employees by their email or first and last name.

2.3. Employee Information

You are able to see all COVID-19 information about your employees on the Dashboard.

1. Vaccination - Employee's vaccination status. See "COVID-19 Vaccination" below for more details.

2. Group(s) - Employee's group affiliation.

3. Insurance Status - Employee's insurance status. All employees with the status "Employer Pays" are able to get tested through your company's program.

4. Education - This indicates if the employee has reviewed the information about COVID-19 and how to protect themself and others from getting sick. 

5. Symptoms - This indicates if the employee recorded symptoms of COVID-19 in their daily check-in in the Kyla App.

6. Test Results - Employee's COVID-19 test results (positive/negative/inconclusive).

2.4. COVID-19 Vaccination

4. Test List

Test List provides the opportunity to understand quickly which group(s) have positive test results, who you need to inform, and how many employees have tested positive. 

To analyze a specific timeline, you will need to:

1. Choose a date or period of time that you would like to get employee information (Step 1)

Please Note: By default, the selected period is 7 days from today.

2. The list of all the employees who were tested during that period will appear showing "positive" or "negative".

3. To see the list of employees for a specific group, click on the filter with the name of the group (Step 2).

4. To download the data, click on the "Download" button (Step 3).

5. Orders and Billing

5.1. Employer Dashboard Subscription

To be able to view the information about your employees' test results, daily vitals, and vaccinations, they will need to be added as employees to the Employer Dashboard. 

If you would like to add more employees, you need to:

1. Click on the menu section "Orders and Billing"

2. Add a number of employees that you would like to add to the field "Amount of Paid Seats". 

Please Note: if there is any amount shown on "Amount of Paid Seats" and the button "Pay" is inactive, then the amount shows the number of employees you have already paid.

3. After you added the number of employees, the button "Pay" becomes active.

4. After you clicked "Pay", the confirmation pop-up will appear. After you confirmed that you would like to add more seats, then you will be charged.

5.2. Onsite Testing Plan

Testing Dashboard

The first block of the "Onsite Testing Plan" shows a company's testing analytics for the current month.

1. Ordered/Completed - includes the following data:

Ordered - the amount of tests that a company has ordered for both insured and uninsured testing subscriptions.

Completed - the amount of tests that has been completed at this point.

2. Employees without insurance:

This numbers shows the amount of users who are not able to be tested through insurance.

1st Number - the amount of employees who said that their tests will be paid by their employer.

2nd Number - the amount of employees whose insurance has not been verified or is invalid.

Please Note: If there are not enough ‘Paid by Cash’ tests then some uninsured employees will be blocked from testing. 

Testing Subscription Plans

The block "Onsite Testing Plan" displays the information regarding a company's testing plan including both insured and uninsured/pay by cash.

There are 3 testing options available (Screen 1)

1. Paid by Cash - a testing plan that is not covered by insurance, so employers should pay cash for those employees. The testing plan is renewed every month.

Please Note: If there are not enough tests, then your employees will be blocked from testing. When you exceed the amount of paid seats, an email will be sent.

2. Insurance - a testing plan that is covered by insurance. The testing plan is renewed every month.

Please Note: If there are not enough insured tests, do not worry the testing process will not be blocked.

3. Individual COVID-19 test - employers are able to buy a single test that will not be renewed every month. 

If you would like to review the status of your subscription plans, click on the button "Testing Plan Info" (Screen 1, 2)

Block in mPHM, reading from Stripe/E-Dash

Update the Testing Subscription

A company's owner and super admins are able to increase testing plan seats. To decrease or deactivate testing plans, a company's owner and/or super admins should contact Kyla Account Executives.

To buy more seats, you need:

1. To choose the testing plan that you would like to increase (Screen 1).

2. Type in the number of employees that you would like to add (Screen 2).

Please Note: You need to add a number of employees, not tests. The number of tests will be calculated automatically based on the selected testing plan.

3. Click the button "Pay" and confirm the payment (Screen 3).

4. Your testing plan subscription will be updated (Screen 4).

5.3. Mail-In Tests

Order COVID-19 Mail-In Kits *NO LONGER OFFERED*

We now allow employers to order COVID-19 mail-in kit tests to any state that they would like. COVID-19 mail-in kit can be covered by insurance and also paid out of pocket. 

1. To order the COVID-19 mail-in test, the employer (company owner and/or super admin) will need to fill out the form and add the following information:

• Quantity of Tests

• Name/Surname 

• Delivery Address (can be company address)

Please Note: If you add an incorrect delivery address we will not be able to return the mail-in kits or send them to another address, please ensure the information is correct before submitting the order.

2. After you click "Submit", you will need to add the credit card information. We will not charge straight away. Please read the payment policy in the next block.

Order Information 

After you submit the order, it will appear in "Recent Mail-In Test Orders".

It will include the following information:

1. Order ID - if you have any questions regarding the order, tell the ID so our support knows what order you are talking about.

2. QTY - the number of mail-in kits that you ordered. 

The quantity in the red brackets shows the number of mail-in kits that you need to pay for (the rules of charging are listed in the next block "Payment Policy").

Please Note: When your employees use the COVID-19 mail-in kits with insurance, this amount will be decreased. 

3. Date, Name, and Delivery Address - The information that you added during the ordering process. This information will be used by the shipment company to deliver the order.

Please Note: The date column is the date from which you need to count 35 days. On the 35th day, the company will be charged. 

4. To Pay - The amount that you are expected to pay on the 35th day. 

5. Credits - The number of mail-in kits that you paid for on the 35th day but have not used yet. 

Please Note: The credits can be used after the expiration date.

Observed Collection Procedure for COVID-19 Tests for Employees

When your employees receive COVID-19 mail-in kits, they need to use them within 35 days. 

Please Note: If a company does not want to be charged for unused mail-in kits, they should be used within 35 days from the time they were ordered.

Scheduling

Every Mail-In Kit should come with a flyer that has the calendly link to schedule an appointment. (https://calendly.com/kyla-covid)

1. When they go to that link, this is the page that should come up. (Screen 1)

2. From here they can click Observed Collection which will prompt them to this page showing instructions, along with available dates and times. (Screen 2)

3. Once they select their desired date and time, it will ask for them to confirm. (Screen 3)

4. After confirmation, the needed details for the appointment will be collected through this page. (Screen 4) Patients can open their box to collect the tracking information to input into the form, or can wait until the call to do so. Other materials should not be opened prior to the appointment. 

5. Once they are done and click "Schedule Event", the appointment is scheduled. They will get an email confirmation with the zoom link along with a reminder email 2 hours before their appointment.

Observed Collection

1. An employee should verify their insurance before the observed collection call.

2. An employee needs to have his ID, and insurance card (if insured) prepared for the call. 

3. During the procedure, the employee should say that he/she is testing through your company by providing the nurse with the Kyla Company ID. 

Please Note: Please make sure that all people who are using the mail-in kits your company ordered, know the Kyla Company ID. If they do not specify it during the observed collection, then the company will be charged for the unused mail-in kit.

4. After the appointment, patients will need to send the kit with UPS. Ideally kits are delivered to the lab within 24 hours, and results are released within 24 hours of the lab receiving the kits (overall of 48 hours). 

Please Note: The only exceptions are Thursday and Friday as the lab and Kyla Observed Collections do not operate on weekends. Thursday tests should have results by Monday, and Friday tests should have results by Tuesday.

Mail-In Testing in Mobile PHM

Payment Policy 

When your employees receive COVID-19 mail-in kits, they need to use them within 35 days. 

Please Note: If a company does not want to be charged for unused mail-in kits, they should be used within 35 days from the time they were ordered.

Scheduling

Every Mail-In Kit should come with a flyer that has the calendly link to schedule an appointment. (https://calendly.com/kyla-covid)

1. When they go to that link, this is the page that should come up. (Screen 1)

2. From here they can click Observed Collection which will prompt them to this page showing instructions, along with available dates and times. (Screen 2)

3. Once they select their desired date and time, it will ask for them to confirm. (Screen 3)

4. After confirmation, the needed details for the appointment will be collected through this page. (Screen 4) Patients can open their box to collect the tracking information to input into the form, or can wait until the call to do so. Other materials should not be opened prior to the appointment. 

5. Once they are done and click "Schedule Event", the appointment is scheduled. They will get an email confirmation with the zoom link along with a reminder email 2 hours before their appointment.

Observed Collection

1. An employee should verify their insurance before the observed collection call.

2. An employee needs to have his ID, and insurance card (if insured) prepared for the call. 

3. During the procedure, the employee should say that he/she is testing through your company by providing the nurse with the Kyla Company ID. 

Please Note: Please make sure that all people who are using the mail-in kits your company ordered, know the Kyla Company ID. If they do not specify it during the observed collection, then the company will be charged for the unused mail-in kit.

4. After the appointment, patients will need to send the kit with UPS. Ideally kits are delivered to the lab within 24 hours, and results are released within 24 hours of the lab receiving the kits (overall of 48 hours). 

Please Note: The only exceptions are Thursday and Friday as the lab and Kyla Observed Collections do not operate on weekends. Thursday tests should have results by Monday, and Friday tests should have results by Tuesday.

5.4. Payment History 

If you would like to see your company's payment history, click on the button "Payment History" at the top of the screen.

The history of payments will be displayed from the most recent to the oldest. 

If you need to see the receipt, find the needed payment and click "View". The pdf file will be opened. 

5.5. Payment Method

If you would like to review your credit card information or change it, you will need to:

1. Click the "Payment Method" button

2. You can review the list of credit cards that you have added before.

3. To add new credit card, click the button "Add Card".

Please Note: You are not able to delete credit cards through the Employer Dashboard. To delete a credit card, contact your Kyla Account Executive. 

6. Protocols 

Please Note: All protocols we provide to help you maintain a safe work environment for your employees are recommendations only.  

We highly recommend you set your own protocols that are compliant with your company's policies.

7. Groups/Admins

The main purpose of Groups is to allow more flexibility for managing employees by an assigned Admin from by the employer.

The Admin can act in almost the same way as the employer. The only difference is that the Admin only manages the employees in their assigned Group, while the Employer has access to all functionality and all data about employees in the company.

7.1. Edit a Group

To create a new Group, a user needs to:

1. Click on "Groups" in the menu section (Screen 1, Step 1).

2. Click the button "Add New Group" (Screen 1, Step 2)

3. Enter the name of the group, description, Group Admin (optional), and set a time when employees will get notifications to do their "Daily Work Clearance" (Screen 2).

4. Click "Save" and the group will be created.

The next step is to add employees to the group. 

4. Click "Add Employees" and start by entering their email address or first and last name of the person you would like to add to the group. The list of people that are suitable will appear (Screen 3).

5. To add the particular user to the group, you need to select him/her by ticking a checkbox (Screen 4, Step 1 and 2).

6. The column "Assigned to" displays the information if a user was also added to other groups in your company (Screen 4, Step 3).

7. To save the list, click "Save" (Screen 4, Step 4).

To edit details of the group, you will need to:

1. Choose a group and click on 3 dots. Choose "Edit Group" (Screen 1).

2. User is able to change the name of the group, description, time of "Daily Work Clearance", and add/delete group admin (Screen 2).

To edit the employees' list of the group, you will need to:

1. Choose a group and click on 3 dots. 

2. Choose "Edit Employees List" (Screen 1)

3. If you would like to review the list of employees in the group and/or remove employees from the group, you can do it on the tab "List of Employees" (Screen 2)

4. If you would like to add employees to the group, click on the tab "Add New Employees" 

The next step is to add employees to the group. 

4. To add the particular user to the group, select him/her by ticking a checkbox (Screen 4, Step 1 and 2)

5. The column "Assigned to" displays if a user is also added to other groups in your company (Screen 4, Step 3)

6. To save the list, click "Save" (Screen 4, Step 4).

7.2. Employees in Groups

Here you will find videos explaining different functions of the Groups feature.

7.3 Super Admin/Admin

The Super Admin has the same level of permissions as the Employer in terms of access and functionalities. The Super Admin has the same rights as the Employer for billing, reports, assigning other Admins, etc.

Please Note: Group Admins only have permission to manage employees within their assigned Group(s) and have no access to billing, Admins, or Groups.