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Set up a non-clinician

A non-clinician is a person who supports scheduling, billing, administration, management, or other non-clinical workflows. In RehabAlpha, use the Staff role for non-clinical team members.

A person record represents someone connected to therapy care or operations. Person roles include:

  • Patient: receives therapy services.
  • Therapist: provides therapy services.
  • Physician: signs or is associated with clinical documents.
  • Staff: supports scheduling, billing, administration, or other non-clinical workflows.

Before you start​

You need:

  • An organization. See Set up an organization.
  • Admin access to add a staff member.
  • The staff member's name and, when available, email address, phone number, signature name, title, supervisor, and employment dates.
  • The email address to use for an invitation if the staff member should sign in to RehabAlpha.

Choose a staff setup workflow​

There are two ways to set up a new staff member in RehabAlpha:

  • Manual setup: Add the staff member directly in RehabAlpha. Use this workflow when you are entering one staff member or want full control over each detail as you create the record.
  • Import: Upload one or more files with staff information using the import tool. This is explained in Import data.

Import does not create user accounts or send user invitations. If an imported staff member should sign in to RehabAlpha, invite them after the staff record is created.

The steps below explain the manual setup workflow.

Manually create a staff member​

  1. Open People.
  2. Click Staff.
  3. Click New staff.
  4. Confirm the Role is Staff.
  5. Enter the staff member's basic details, such as first name, last name, phone number, birthdate, and email.
  6. Turn on Invite user if the staff member should receive an invitation to join the organization.
  7. Enter the invitation email address if it should be different from the staff member's email.
  8. Enter location details when available, such as state, city, street address, ZIP code, and ZIP+4.
  9. Enter staff details, such as title and supervisor.
  10. Add employment periods when you want RehabAlpha to track when the staff member worked for the organization.
  11. Add tags or notes when helpful.
  12. Click Save.

RehabAlpha creates the staff person record. If Invite user was turned on, RehabAlpha also sends the invitation email.

Invite a staff member after creating the person​

You do not have to invite a staff member at the same time you create the staff record. Create the person first when you want to review details or set permissions before the staff member signs in.

  1. Open the staff member.
  2. Click Settings.
  3. Click Invite user.
  4. Confirm the invitation email address.
  5. Send the invitation.

If an invitation is pending, expired, or rejected, the staff member's settings page lets you send a new invitation. Pending invitations can also be revoked.

Manage staff access and settings​

  1. Open the staff member.
  2. Click Settings.
  3. Update the available settings for that staff member.

Depending on your permissions, the settings page may include user permissions, notice subscriptions, invitation controls, and danger-zone actions.

Use Permissions when the staff member needs access to specific facilities or organization tools.

Use Subscriptions when the staff member should see specific notices on their dashboard.

Use Unlink user when the staff member should no longer have access to the organization but the staff person record should remain available for notices, assignments, audit history, or reporting.

You should know​

Only admins can add staff members or delete people.

You cannot delete a person who is linked to a user. Unlink the user first if the staff member should lose access but the person record should remain.

Do not delete a staff member if the record is still needed for notices, permissions, billing requests, assignments, audit history, or reporting.

Patients cannot be users. Use the Staff, Therapist, or Physician role when the person should be able to sign in.

Frequently asked questions​

Does every staff member need to be a user?​

No. Create a staff person record whenever the person needs to appear in RehabAlpha workflows. Invite the staff member as a user only when they need to sign in.

Should an administrator be Staff or Therapist?​

Use the role that best describes the person in RehabAlpha workflows. A non-clinical administrator is usually Staff. A clinician who also helps with administration may still need the Therapist role if they provide therapy services or need to appear in therapist workflows.

Can I set permissions before sending the invitation?​

Yes. Create the staff member with Invite user turned off, open Settings, configure permissions, and then send the invitation.

What should I do when a staff member leaves?​

Use Unlink user to remove the staff member's access while keeping the person record and related history. Delete the person only when the record itself is no longer needed.

What to do next​

After creating the staff member, review their settings if they should sign in, manage users, access facility information, receive notices, or help with billing and operations.