Key Words – Definitions & Descriptions

Welcome to the glossary of VYACARE terminology. This reference defines important terms you’ll encounter throughout the platform.

Account & User Management

• Account Admin: Highest User Role with unrestricted access to all software functions.
• Account Level: Practice-level operations managed by VYALUX.
• Primary Account Holder: Patient with full control over their and linked accounts' portals.
• Role: Predefined access levels assigned based on job functions.
• Subordinate Account Holder: Patient linked to a Primary Account Holder.
• User: Any authorized person with access to VYACARE.

Financial & Accounting Terms

• Accounting: Recording and managing all financial transactions.
• Bookkeeping: Daily entry of financial transactions.
• Cash on Hand: Undeposited payments received from Patients.
• Credit Card Surcharge: Extra fee for credit card payments.
• Net Revenue: Total sales minus discounts, allowances, and returns.
• Patient Price: Price paid by Patients for Products.
• Practice Cost: Cost paid by Practice to Suppliers.
• Prepaid Income: Payments received before service/product delivery.
• Payment Portal: Online payment gateway for Patients.
• Sales Tax Payable: Tax collected to remit to authorities.

Inventory & Orders

• Backorder: Orders with out-of-stock items.
• Discount - Line-Item: Discount applied to specific order items.
• Discount - Patient: Global discount applied to a Patient's order.
• Inventory: Complete list of available Supplements and Products.
• Line Item: Individual entries on invoices or records.
• Non-Supplement: Any non-nutritional product.
• Product: Any item (Supplement or Non-Supplement) for sale.
• Purchase Order: Commitment to pay for a Supplier’s products.
• Return: Products returned by Patients.
• Return Order: Document confirming product return.
• Sales Order: Document detailing a confirmed sale.
• Supplement: Dietary product with vitamins, minerals, etc.

Patient & Appointment Management

• Calendar: Scheduler for appointments.
• Exam - Practice: Private exams created by your Practice.
• Exam - Public: Public exams shared by Practices.
• Exam - System: VYACARE-provided exams.
• Nutrition Schedule: Supplement recommendation plan.
• Patient: Individual receiving services/products.
• Patient Dashboard: Overview of patient status and data.
• Patient Portal: Secure site for Patients to access records.
• Patient Profile: Patient demographic and health data.

Data Management & Reports

• Export: Moving data from VYACARE to Practice.
• Import: Bringing Practice data into VYACARE.
• Offboarding: Data transfer when leaving the platform.
• Onboarding: Initial Practice data setup in VYACARE.
• Reports: Data summaries for insight and decisions.
• Tools: Built-in business intelligence features.
• Work Instructions: Step-by-step task guides.

Practice Management & Settings

• Practice: The healthcare provider using VYACARE.
• Practice Cost: Cost paid by the Practice to the Supplier.
• Practice Dashboard: Overview of Practice operations.
• Practice Settings: Configurable appearance and behaviors.

System Maintenance & Operations

• Nightly Maintenance: Scheduled updates and optimization.
• System Level: VYALUX-controlled software operations.

Legal & Compliance

• HIPAA - BAA: Legal agreement ensuring HIPAA compliance.
• Permissions: Role-based access control for software features.

Sales & Transactions

• Invoice: Document confirming an unpaid order.
• Point of Sale: Checkout and payment processing feature.
• Receipt: Proof of full payment.

Miscellaneous Terms

• Document: Digitally stored record.
• Dose: Measured quantity of a supplement.
• Download: Exporting data from VYACARE.
• Free Trial: Temporary free access to VYACARE.
• Text / SMS Segment: Unit used to calculate text message length.
• Unit of Measure (UM): Common dosing units (mg, oz, capsule).
• Unit Quantity: Total UMs in one container (e.g., 100 capsules).