Users

Users tab overview

Open Edit Practice → Users to manage who works in this clinic and what they can book. Switch between Practice Staff and Providers after confirming the correct practice (and location when relevant).

This tab is clinic-scoped. Super Admin users in Administration → User Management are a different product area. Providers need Visit Type assignment and Provider Schedule before General Appointments booking works smoothly.

Practice Staff vs Providers

Staff and Providers are managed separately because their jobs and permissions differ.

Practice Staff covers front desk, MA, billing, and other non-provider clinic users. Providers (MD/DO, PA, NP, Resident, Fellow) need NPI, specialty, license, and clinical scheduling setup.

Staff roles come from Role Management; what they see after login comes from Roles Access. Providers also get Visit Types, Clinic Service Types, and schedule windows. Separate permission flags control who can manage each sub-tab.

How to add Practice Staff

Add clinic users who are not providers (front desk, billing, MA, and similar roles).

Typical required fields are First Name, Last Name, Email (unique), Role(s), and Start date. Also set phone, default role (used at login when multiple roles), assigned locations, and active status.

Prefer Inactive over hard delete when someone leaves. Without a role—or with a role that has no operations—the user sees an empty menu after login.

How to add a Provider

Providers need identity, credentials, NPI, and location assignment before they can be scheduled and booked.

Complete identity and password, Roles (often Provider in practice context), Specialty, License, State, Tax ID, and Provider Type (MD/DO, PA, NP, Resident, Fellow). NPI is 10 digits; uniqueness and NLM search may apply. Supervisor is required when provider type is not MD/DO.

Assign the clinics/locations the provider works at. Incomplete NPI or missing supervisor can block save for mid-levels. After save, assign Visit Types and add Provider Schedule in the same sitting so booking works on day one.

Roles and login access

Roles decide what a user is allowed to do after login. Creating a user without a role yields an empty or nearly empty menu.

Roles are created under Administration → Role Management. Operations are granted under Roles Access, with optional User Access overrides. Provider clinical permissions are separate from Visit Type assignment permissions—someone can chart without being able to Assign Visit Types on a colleague.

How to assign Visit Types to a provider

Assignment connects Visit Types from the Visit Types tab to a specific provider so those types appear when booking.

Creating a Visit Type on `/visit-types` does not assign it to anyone. Only Visit Types for the relevant location appear for selection. Multi-select every type the provider should offer, and optionally override default duration per type for this provider.

After assignment, build Provider Schedule windows for those types. If the book form Visit Type list is empty for a provider, start here. Assignment without schedule often means the type appears but no green Available slots show.

How to assign Clinic Service Types to a provider

Clinic Service Types power Appointments → Services (lab/imaging-style visits), not Visit Types.

Assign only services the provider (or resource) should appear on for Services booking. Set slot duration and default-for-service-appointment flags when your workflow needs them. Each Clinic Service Type also needs its own Schedule under Clinic Services Types.

Do not confuse this with eligibility Service Types under Practices → Service Types—those codes are for insurance eligibility checks only.

How to schedule a Visit Type (Provider Schedule)

Provider Schedule defines when a provider is available for each assigned Visit Type. Those windows become green Available bands on General Appointments.

Location Scheduling is when the building is open. Provider Schedule is when this provider can take a Visit Type inside those hours. Assign Visit Types first, then add weekly Working Day entries by Visit Type (day + start/end).

Use Provider Unavailability for PTO, meetings, or blocked times. Mark Unavailable on the Appointments calendar also creates unavailability overlays. Clinic Services Types use a separate Schedule on each service type—do not confuse them with Visit Type windows.

Keep provider windows inside practice hours and outside lunch breaks. When hours change at the location, revisit provider schedules so they still fit. After save, confirm Available bands under Appointments → General, and optionally run Next Available as a smoke test.

Provider note templates

Providers can have note template preferences linked from Users. Practice-wide Notes Templates are configured on the Notes Templates tab; provider-level links personalize which templates a clinician uses most.

Documentation still happens in the patient chart / clinical notes workflow. Linking templates here does not replace finishing notes on the visit or in the chart.

Active and inactive providers

Use Active/Inactive to control whether a provider can be selected for new work. Inactive providers should not be selected for new bookings; history and past appointments remain.

Search by name when the provider list is long, and use counts/filters on the Providers tab to find inactive people quickly. When a provider leaves, inactivate them and remove or end future schedule windows.

No active providers found

An empty Providers list means you still need to create and configure the first provider before go-live.

Create the provider, assign locations and Visit Types, add Provider Schedule, and confirm location hours under Scheduling before booking a test appointment.

Who can manage Users here

Access to Users is controlled by role operations. Super Admins can always manage Users; others need users management plus staff and/or providers sub-tab permissions.

Provider scheduling and visit-type assignment often need separate flags. If someone can view providers but cannot Assign Visit Types, grant the assignment operations on the role under Roles Access.