Support Center

IntroductionLive Product UpdatesGetting StartedContactsGroupsProtocolsTemplatesFormsDocumentsCalendar

Last updated: 1/12/20

Introduction

Maya is a software platform designed to help psychedelic practitioners track, measure, and illustrate the health outcomes of their work. This is essential so that we can scale safely and effectively, serve more people, and contribute clinical data to help advance psychedelic healthcare.

Platform Overview

System and Browser requirements

Since Maya is a cloud based solution, the Practitioner Platform and Client Portal can be accessed from the primary popular web browsers. We recommend keeping your web browser updated for optimal experience and security.

The Maya software is developed and tested for the browsers listed below. Select one of the following browsers to download or update as needed:

Live Product Updates

Current features on the platform:

The private alpha version of the Maya platform is focused on form features and contact management. This should give you the ability to understand and provide feedback on some of the basic elements of integrating measurement-based care into your practice.

  • Contact Notes and Creation
  • Group Creation
  • Protocol Creation for a Contact or Group
  • Graph Model Results from Form Responses
  • Unique Form Submissions
  • Calendar with Session Dates and Google Calendar Sync

Forthcoming feature priorities for the platform:

Our next priority is to enhance our data collection and illustration, enabling you to integrate measurement-based care into your practice. Additionally, we will continuously be focused on features based on your feedback.

  • Secure, HIPAA-compliant Direct Messaging
  • Enhanced Survey Completion Experience
  • Session Notes
  • Treatment Data Capture for Dosing & Compounds
  • CPT Treatment Codes
  • Mobile App - Client Portal
  • Interactive Insights Dashboards
  • Enhanced Data Capture

Getting Started

Practitioner Account setup

Once you have received your Account Activation Code, you can sign up to access the Maya platform using the instructions below.

Sign up screen screenshot
  • Choose sign up method
  • ~Sign up with Google
  • ~~Select & Authentication via Google
  • ~Sign up with an alternative email
  • ~~Enter email
  • ~~Create username
  • ~~Create a password
  • ~~~Password requirements:
  • ~~~~At least 8 characters in length
  • ~~~~Contains at least 3 of the following 4 types of characters:
  • ~~~~Lower case letters (a-z)
  • ~~~~Upper case letters (A-Z)
  • ~~~~Numbers (i.e. 0-9)
  • Special characters (e.g. !@#$%^&*)
  • An email will be sent to verify the email address used to create your account
  • ~Check your email
  • ~Select verify email
  • After selecting to verify your email, select Back to Sign in
  • Enter username & password
  • You will be redirected to a page to enter your Account Activation Code
  • ~Enter Activation Code
Activate practitioner account screen
  • You will then be redirected to your Practitioner Platform

Practitioner Key

Your Maya Practitioner Key is a unique code used for your client’s account setup. When a client enters your key during sign up, their account will be added to your contacts list so you are able to see their information and track their treatment protocols.

Accessing your Practitioner Key

  • Navigate to the profile icon in the upper righthand corner of the screen
  • Select Account from the drop-down
  • In the Profile section, there is a field called Practitioner Key
  • Copy your practitioner key
Account contact screen

Client Account Set up

The Maya Client Portal allows you to securely engage with your clients to share protocol, form, and session information with them. The instructions below outline how clients create a Maya account to access the Client Portal using your Practitioner Key.

Account signup screen
  • Choose sign up method
  • ~Sign up with Google
  • ~~Select & Authentication via Google
  • ~Sign up with an alternative email
  • ~~Enter email
  • ~~Create username
  • ~~Create a password
  • ~~~Password requirements:
  • ~~~~At least 8 characters in length
  • ~~~~~Contains at least 3 of the following 4 types of characters:
  • ~~~~~Lower case letters (a-z)
  • ~~~~~Upper case letters (A-Z)
  • ~~~~~Numbers (i.e. 0-9)
  • ~~~~~Special characters (e.g. !@#$%^&*)
  • An email will be sent to verify the email address used to create your account
  • ~Check your email
  • ~Select verify email
  • After selecting to verify your email, select Back to Sign in
  • Enter username & password
  • You will be redirected to a page to enter your Practitioner Key
  • ~Enter Practitioner Key
Enter practioner key screen
  • You will then be redirected to your Client Portal

Contacts

The Contacts page includes the features needed to organize your clients' relevant details, notes, sessions, protocols, and activity.

Add New Contact

Add new contacts to track and engage with clients using Maya.

To create a new contact record:

  • Go to https://app.mayahealth.com/contacts
  • At the top of the contacts list, you will see the Add new contact option.
  • Select the + icon
  • Enter the client’s Personal Information including name, nickname, email, and cell phone.
  • ~The Nickname and Email fields are required
Create new contact screen
  • Select Next to continue
  • Enter the client’s Health Information including symptoms and conditions.
Create new contact screen part two
  • Select Save and Review to add the new record to your contacts and trigger the account activation email
  • Newly created contacts are pending in the system until the client completes account setup.


Pending Contact Account setup

Saving a new contact record will trigger an account activation email that will be sent to the email address entered when creating the contact.

Maya account activation email

The account activation email includes a unique sign up link that will automatically connect the client’s Maya account with associated the contact record in your Practitioner Platform.

As soon as the client completes account setup, the associated pending contact record status will be updated to active.

Contact Details

The Contact Details view includes relevant personal and health information for each client contact record.

Contacts screen
  • Personal Information
  • ~This section includes general contact details such as name, email, and phone number.
  • ~The Nickname field is the primary identifier used throughout the Practitioner Platform for each contact. By default, the Nickname is set to each client’s username but can be updated for your internal reference.
  • Health Information
  • ~Use this section to record clients' presenting symptoms, physical conditions, and psychological conditions.
  • ~These are searchable, multi-select fields that pull from our database of ICD-10 code descriptions.

Creating Notes

Use the Notes feature to record details of client interactions, progress, treatment methods, and medicine session dosing. To create a note for a contact:

  • Once on the Contact Notes view, select the '+'  button
  • Enter note content in the text editor
  • Select the Save button to finish
Contacs screen shot


Session Notes and Treatment Data

The Session Details section of the Edit Note view allows you to record the details and relevant treatment data for a specific individual session. This information can also be recorded from the Calendar view in a Session Event detail. To add a Session to a contact note:

  • Select a session from the Session Name field under the Session Details section
Contact screenshot
  • After selecting a session, you will see the relevant session schedule and protocol details
  • The Treatment Information section includes fields to record.
  • CPT treatment codes: CPT (Current Procedural Terminology) is a standardized coding system developed by the American Medical Association (AMA). The CPT codes included are specific mental health services and procedures.
Contact screenshot
Contact screenshot
  • Modalities: The treatment modalities field includes a curated list of evidence-based psychological interventions and holistic therapeutic methods.
Contact screenshot
  • Select the Medicine Session checkbox to record session-specific dosing and compound data
  • Each medicine session dose includes fields to record:
  • ~Compound used
  • ~Dose quantity and unit of measure
  • ~Administration route
  • ~Administration time
  • ~Duration of dose administration in minutes or hours
Contact screenshot


Activity

The Activity view includes a log of all past Maya-related interactions for each contact.

Contacts activity section
  • Available Form
  • ~This activity item is logged when a scheduled form is made available to this contact in the Client Portal.
  • Completed Form
  • ~This activity item is logged when a client completes an available form.
  • Individual Session
  • ~This activity item is logged when a client’s scheduled individual session is completed.
  • Group Session
  • ~This activity item is logged on when a scheduled group session is completed. This activity item will appear for all contacts that have been added as participants for the respective group.
  • Added to Group
  • ~This activity item is logged when a contact is added as a participant of any group.
  • Removed from Group
  • ~This activity item is logged when a contact is removed from the participant list for any group.

Groups

Create new group screen
  • Complete the Group Details section:
  • ~Group Name: this field is referenced throughout relevant areas of the practitioner platform and is displayed in the Client Portal for all group members
  • ~Description: use this field to record relevant details regarding the purpose of the group
  • ~Labels: add new or existing custom labels to classify and categorize your groups
  • Add Group Participants from the contact list
  • ~Search existing contacts
  • ~Hover over a contact in the list and select the circular plus icon to add the contact as a participant
  • ~A badge with the contact’s nickname will appear under the Group Participants section
  • Select the x icon on the badge to remove a contact from the group
  • Once all required fields are complete, select the Continue to Protocol button located at the top right corner of the group detail view
  • Create a protocol to set the group session and schedule forms that will be sent to all group participants
Groups - create person screen


Using the Maya Platform

Protocols

The Protocol feature set allows you to automate data collection and track clients' progress through their journey of doing work with you. You can create unique protocols for each individual client and group.

Accessing Individual Protocols

  • Go to https://app.mayahealth.com/contacts
  • Search for & select a contact record from the contacts list
  • Select the Protocol tab from the sub-navigation at the top of the page
  • In this view, you will see the Individual Protocol for this contact record
Protocols screen

Accessing Group Protocols

Protocols screen


Create a Protocol

  • Once on the Protocol view, select the New Protocol button
  • This will open the New Protocol modal
  • Choose the Select button under Create New to continue to the blank new protocol view
  • Use the Select from template option to create a protocol from a template
Create new protocol screen
  • Enter the Protocol Name
New protocol screen
  • Select Add a Session to schedule each session in your protocol
New protocol session info entry screen
  • Add the Session Information for each session by entering the Session name and schedule with the Select date field
  • Search and select the additional practitioner Users involved in each session in the Practitioners section.
  • Use the Session Rules section to schedule the forms that will be sent leading up to and following each session date.
  • Select the + icon to add a form
Create new session rule screen
  • Search and select a form from the form library using the Form name dropdown
Treatment regimen selection
  • Use the remaining drop-down fields to set how many days or weeks this form will be sent either before or after the session date
  • Select the Add a Form button to continue scheduling additional forms for each scheduled session
  • Select the Save button at the top right corner of the protocol view when done
  • Select the clipboard icon to save this protocol as a template for future use

Session Rule Automation

Session rules allow you to automate the dissemination of the forms and documents incorporated in your protocols. Using the protocol timeline view, you can see the scheduled date for each session rule and the associated form or document completion status.

Protocol screen

Each form or document will become available to your clients in the client portal on the date scheduled. Clients will receive an associated email notification including a link to login and complete each form or document in the client portal.

Templates

The Protocol Templates feature allows you to create standardized protocols that can be reused across individuals and groups.

Accessing Protocol Templates

Each Protocol Template you create can be accessed from the Templates page of the Practitioner Platform.

Accessing templates


Create a Protocol Template

  • Go to https://app.mayahealth.com/templates
  • Select the New Template button in the upper righthand corner of the Templates view
  • Complete the Template Name and Template Description fields
  • Add new or existing Labels to classify and categorize your protocol templates
Protocol template information screen
  • Select Add a Session to configure the sessions included in this protocol template
  • Add the Session Information for each session by entering the Session name
  • The Select date field will be completed when using this template for a specific individual or group
  • Search and select the additional practitioner Users involved in each session in the Practitioners section.
New session information template screen
  • Use the Session Rules section to schedule the forms that will be sent leading up to and following each session
  • Select the   icon to add a form
  • Search and select a form from the form library using Form name drop down
Session selection
  • Use the remaining drop-down fields to set how many days or weeks this form will be sent either before or after the session date
  • Select the Add a Form button to continue scheduling additional forms for each scheduled session
  • Select the Save button at the top right corner of the create template view

Save Protocol as a Template

  • Create a protocol for an individual or group
  • Select the clipboard icon to the right of the Save button
Save protocol as template
  • This will open the New Template modal
  • Complete the Template Name and Template Description fields
  • Select the Save template button
Save new template view


Create a Protocol From a Template

  • Access the Individual or Group Protocol view to begin creating a new protocol
  • Once on the Protocol view, select the New Protocol button
  • This will open the New Protocol modal
  • In the Select from template section, search your saved templates using the Select template dropdown
New protocol creation
  • Choosing a template will enable the Select button to continue to the new protocol view
  • The selected template name will be displayed in the Protocol template information section at the top of this view
  • The Protocol Name field must be completed for each individual or group protocol
First time client protocol screen
  • The Session Information and Session Rules sections will be pre-populated from the selected template
  • The Select date field must be completed to schedule the specific session dates for each individual or group
First time client protocol date selection


Forms

The form library contains the best in class forms and assessments used by psychedelic practitioners to track progress and outcomes. All available forms can be incorporated into your individual and group protocols.

Forms screen


Preview

Use the preview section to review all form question content and to set expectations with clients prior to incorporating each form into your protocols.

Forms - answering form screen


Results

The form results page includes client-specific form responses and aggregate metrics. This section will help to give you insight into individual form response data while our full insights page is still being built.

  • Summary: The form results summary section shows aggregate form question response metrics across your individual clients and groups. Use the question drop down to search and select each individual question in the form.
Forms chart screen
  • Responses: In the responses tab, you can find all completed form files. Use the drop down to search by contact and select individual form responses.
Forms - answer forms screen


Requesting a Form

For data integrity and scalable insights, all forms are managed internally by the Maya team. Additional forms can be added to the library upon request.

  • Go to https://app.mayahealth.com/forms
  • Enter the title of the form in the Search Forms field to verify that the desired form is not yet available in the form library
  • Send an email request to isa@mayahealth.com including the following information:
  • ~Email Subject: [Name] - New Form Request
  • ~Email Body Content:
  • ~~Form title
  • ~~Form description
  • ~~Add an attachment or link to a blank version of the form

Form Details

The form details view includes specific descriptions and engagement metrics for each form in the library.

Forms detail screen
  • Information: This section outlines a form’s intended use and audience, along with relevant authorship, licensing information, and citations.
  • Participation: This section is a snapshot showing how many of your clients have received and completed this form as part of your protocols.
  • Completion Time: This section includes the range of form-specific completion times so you understand how much time you are asking your clients to spend as part of your protocols.


Documents

Use the documents view to create and manage the custom templates for your practice-specific documents. All document templates can be incorporated into your individual and group protocols.

Manage Documents

  • Navigate to the Forms page
  • Select the Documents tab from the sub-navigation at the top of the page
  • In this view, you will see the index of previously saved Documents
Documents screen


Documents Details

The document details view includes the saved descriptions and engagement metrics for each saved document.

Documents details screen

Preview

Use the preview section to review your saved Document templates. From this view, you can also download or print a blank version of your templates as needed.

Create a Document

  • Select the New Document button
Create new document
  • Upload the file from your computer that you wish to use for this document template. The supported file types for upload include:
  • ~PDF
  • ~JPEG
  • ~PNG
  • Complete the Document Details section, by entering the Document Title and Document Description
  • Create or search and select existing Labels to categorize the document
  • Select the Save button
  • You can now add this document template to your individual and group protocols

Calendar

The Calendar feature provides a view to manage and reschedule your individual and group sessions. Sessions scheduled while creating a protocol are saved as events on your Maya calendar.

Calendar screen


Session Events

All protocol session events across individual contacts and groups can be accessed from the Calendar view. Selecting a session event from the Calendar view will open the session event detail.

From the session event detail, you can update the session scheduled, view protocol details, and record Session Notes and Treatment Data.

Calendar screenshot


Calendar Sync

Maya has a one-way Google Calendar Sync feature that you can use to view your combined schedule from one place. When events are created or updated in your Google Calendar, you will see these changes reflected in your Maya Calendar. Because this is a one-way sync, modifications made to your Maya calendar will not be represented in your google calendar.

Follow the steps below to enable your Google Calendar Sync.

  • Navigate to the profile icon in the upper righthand corner of the screen
  • Select Account from the drop-down
Contacts screenshot
  • Select Calendar from the account menu
  • Add your Google account by selecting the Connect button in the Calendar Sync section
  • You will be redirected to select or add the Google account of your choice
  • After successfully authenticating with your Google account, you will be redirected back to your calendar settings view

Synced Events

After configuring the Calendar Sync, all events synced from your associated Google account calendar can be accessed from the Calendar view in Maya. Selecting a synced event from the Calendar view will open the synced event detail. From the synced event detail, you can access:

  • Link to edit the event in your Google calendar
  • Event name
  • Start date and time
  • End date and time
  • Location
  • Event description details
  • Guestlist, including event acceptance status
Synced Events screenshot