Team Navigation Guide
Step-by-step directions for every Doula Lab portal role
Doula Lab — Team Navigation Guide
Printed August 12, 2026
Doula Hub Member
Directory, Referrals, or Premium tier members accessing the Doula Hub portal.
- 1Go to doulalab.org/community/login and sign in with your email and password.
- 2If this is your first login, you will be redirected to the 3-step account setup wizard at /community/setup-account.
- 3Complete all three steps: personal info, community selection, and profile photo (optional).
- 4After setup, you land on the Doula Hub at /community/doula-hub.
- 1Overview tab — Your dashboard summary: upcoming events, announcements, and quick links.
- 2Community tab — Connect with other Doula Lab members, view the member directory.
- 3Availability tab — Set your availability calendar for client matching and backup coverage.
- 4Backup Coverage tab — Request or offer backup doula coverage for births.
- 5Assessments tab — Complete clinical assessments and screening tools.
- 6Charting tab — Document client encounters and birth notes.
- 7My Profile tab — Update your bio, credentials, NPI number, and provider identity card.
- 8Resources tab — Access Doula Lab toolkits, guides, and reference materials.
- 9Preeclampsia tab — Preeclampsia screening and risk assessment tools.
- 10Ultrasound tab — Ultrasound reference charts and gestational age tools.
- 11Pregnancy Wheel tab — Interactive pregnancy wheel for EDD and gestational age calculation.
- 1Navigate to /community/ehr from the sidebar or top navigation.
- 2The EHR portal opens to the Cases tab showing your active client list.
- 3Click any client row to open their full chart with 10 sub-tabs: Summary, Intake, Encounters, Documents, Scheduling, Agreements, Midwifery, Lactation, Doula Notes, and Birth Plan.
- 4To add a new client, click the "+ New Client" button on the Cases tab and complete the intake form.
- 5Directory-tier members will see a membership upgrade prompt instead of the EHR portal.
- 1Go to the My Profile tab in Doula Hub.
- 2Scroll to the Provider Identity card.
- 3Enter your NPI number, provider type, credentials, and specialty.
- 4Click Save — this information appears on clinical documents and superbills.
Doula Hub Admin
Staff and admin users with elevated access to member management and oversight tools.
- 1Log in at /community/login with your admin credentials.
- 2Admin users see additional tabs and sidebar items not visible to regular members.
- 3The Admin Portal at /community/admin provides member management, finance, and reporting.
- 1Go to /community/admin → Members tab to view all registered members.
- 2Search by name, email, or membership tier using the filter bar.
- 3Click a member row to view their profile, adjust their membership tier, or deactivate their account.
- 4Use the Students Roster at /community/admin/students for VDTA student records.
- 1In the Doula Hub, the Backup Coverage tab shows all pending and confirmed coverage requests across members.
- 2Admins can approve, reassign, or close coverage requests.
- 1Navigate to /community/ultrasound-availability (requires canManageUtbt permission).
- 2Set available time slots for 3D/4D ultrasound appointments.
- 3View and manage scheduled appointments from the calendar view.
VDTA Student
Students enrolled in the Virginia Doula Training Academy (VDTA) program.
- 1Log in at /community/login using the credentials provided in your enrollment email.
- 2If prompted, complete the 3-step account setup at /community/setup-account.
- 3Select "VDTA" as your primary community during setup.
- 4You will land on the VDTA portal at /community/vdta.
- 1Dashboard — Your cohort progress, upcoming deadlines, and announcements.
- 2Curriculum — The full 16-week course outline. Click any week to open that week's content.
- 3My Grades — View grades for all submitted assignments, quizzes, and labs.
- 4Billing — View your tuition balance, payment history, and make payments.
- 5Transcript — Download your official VDTA transcript (available after program completion).
- 6Schedule — Your cohort calendar with class dates, lab days, and deadlines.
- 7Resources — Supplemental reading, toolkits, and reference materials.
- 8Discussion — Post questions and participate in cohort discussions.
- 1From the Curriculum tab, click the week you want to open (e.g., Week 1).
- 2Each week page contains lecture notes, learning objectives, assignments, and quiz links.
- 3Content unlocks on a drip schedule — future weeks are visible but locked until their release date.
- 4Cohort start date is January 12, 2026. Week 1 content is available from that date.
- 1Go to /community/lab-assignments to view all lab assignments for your cohort.
- 2Each lab has a due date, instructions, and a submission form.
- 3Submitted labs are reviewed by your facilitator and graded in the Gradebook.
- 4You must meet lab eligibility requirements before certain labs unlock — check the eligibility banner on the lab page.
- 1Quizzes are linked from each week's content page.
- 2Complete quizzes before the deadline shown on the Schedule tab.
- 3Scores appear in My Grades within 24 hours of submission.
VDTA Instructor / Facilitator
VDTA instructors and facilitators managing curriculum, grades, and student progress.
- 1Log in at /community/login with your instructor credentials.
- 2Navigate to /community/vdta/facilitator — this is your instructor hub.
- 3The Facilitator Hub shows all cohort students, upcoming deadlines, and quick actions.
- 1Calendar Management — Add, edit, or remove cohort calendar events and class sessions.
- 2Attendance — Mark attendance for each class session; view attendance history per student.
- 3Lectures — Upload or update lecture slides and supplemental materials for each week.
- 4Gradebook — Enter and edit grades for assignments, labs, and quizzes.
- 5Surveys — Create and distribute cohort surveys; view aggregate results.
- 6Quiz Admin — Create, edit, and publish quizzes; view individual student responses.
- 7Applicant Review — Review and approve or deny new VDTA program applicants.
- 1Go to the Gradebook tab in the VDTA portal.
- 2Select the assignment or lab you want to grade from the dropdown.
- 3Click a student's row to open their submission and enter a score and feedback.
- 4Click Save — the grade appears in the student's My Grades tab immediately.
- 1Navigate to /community/vdta/facilitator/week-[N] (e.g., /facilitator/week-1) to access the facilitator view of each week.
- 2The facilitator view shows student-facing content plus instructor notes and rubrics.
- 3Use /community/vdta/facilitator/rubrics to view and print all grading rubrics.
- 4Use /community/vdta/facilitator/orientation for the program orientation materials.
EHR Portal User
Referrals and Premium tier members using the full Electronic Health Record system.
- 1You must have a Referrals ($40/mo) or Premium ($75/mo) membership to access the EHR.
- 2Log in at /community/login, then navigate to /community/ehr from the sidebar.
- 3The EHR opens to the Cases tab — your active client list.
- 1Cases — View and manage all your clients. Click a client to open their chart.
- 2Encounters — Log and review clinical encounters across all clients.
- 3Billing — Manage billing records, superbills, and payment tracking.
- 4DME & Supplies — Track durable medical equipment and supply orders.
- 5Claims — Submit and track insurance claims (EDI 837P via Availity).
- 6Prior Auth — Submit and manage prior authorization requests.
- 7Visit Allowances — Track insurance-authorized visit counts per client.
- 8Messaging — Secure messaging with clients (HIPAA-compliant).
- 9Grants & Reporting — Grant tracking and outcome reporting tools.
- 1Summary — Overview of the client's demographics, active conditions, and recent activity.
- 2Intake — Client intake form responses and HIPAA consent status.
- 3Encounters — All documented encounters for this client.
- 4Documents — Uploaded files, lab results, and clinical documents.
- 5Scheduling — Appointment history and upcoming scheduled visits.
- 6Agreements — Service agreements with e-signature status.
- 7Midwifery — Midwifery-specific clinical notes and assessments.
- 8Lactation — Lactation charting and IBCLC notes.
- 9Doula Notes — Doula-specific birth and postpartum notes.
- 10Birth Plan — 11-section structured birth plan; print to PDF using the Print button.
- 1Open the client's chart and go to the Intake tab.
- 2Click "Send Intake Link" — a unique 48-character token link is generated.
- 3Copy the link and send it to your client via email or text.
- 4The link expires in 7 days. The client completes a 5-step public intake form.
- 5Once submitted, the Intake tab updates with the client's responses.
- 1The AI Clinical Assistant is available in the EHR for documentation support.
- 2Important: Do NOT enter any Protected Health Information (PHI) into the AI assistant at this time.
- 3PHI entry will be enabled after Doula Lab completes its Anthropic HIPAA-ready organization setup and Business Associate Agreement (BAA).
- 4Use the assistant for general clinical guidance, documentation templates, and non-PHI queries only.
Last updated August 2026 · For support, contact the Doula Lab team at [email protected]