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Set up a physician

warning

RehabAlpha is still under active development. It is not yet HIPAA compliant and should only be used with dummy data.

Create a physician member to use in patient admissions and clinical documentation. Invite the physician as a user only if they need to sign in to RehabAlpha.

Before you start​

You need:

  • An organization.
  • Owner or Admin access, or Custom access with Create permission for Physicians. Owner or Admin access is required to invite the physician as a user.

Choose a physician setup workflow​

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

  • Manual setup: Enter one physician's details using the steps below.
  • Import: Upload one or more files with physician information using the import tool.

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

Create a physician manually​

  1. Open People, then select All staff.
  2. Click New member.
  3. Select Physician for Role.
  4. If you have the physician's NPI, go to Physician details and enter it in National Provider ID (NPI) first. RehabAlpha checks the NPI Registry and fills available name, contact, location, title, and signature details into empty fields. It preserves details you have already entered. Use Search the NPI Registry if you need to find the NPI.
  5. Return to Basic details. Review or enter First name and Last name, which are required. Add other basic details, such as Phone number, Birthdate, and Email, when available.
  6. If the physician needs to sign in, turn on Invite user and confirm Email invitation to. This field initially uses the physician's email; you can enter a different invitation address.
  7. Review any location details filled from the registry and add missing details when available, such as state, city, street address, ZIP code, and ZIP+4.
  8. In Physician details, review or enter Title, Signature name, Reports to, and Fax number when applicable. Signature name is the name used for signing documents; Reports to identifies the physician's supervisor.
  9. If another therapist or physician should be able to sign on the physician's behalf, select them under Authorized signers. Associates cannot be authorized signers. Only Owners and Admins see this control.
  10. Add employment periods when you want RehabAlpha to track when the physician worked with the organization. Add tags or notes when helpful.
  11. Review the completed details, including any filled from the registry, then click Save.

NPI is optional. If you enter one, it must contain ten digits and validate against an individual provider's NPI Registry record. After a successful lookup, the registry link opens the matched provider's record so you can check it.

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

Invite a physician after creating the member​

Owners and Admins can invite the physician after creating the member record, including after an import.

  1. Open the physician.
  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 physician settings page lets you send a new invitation. Pending invitations can also be revoked.

Manage physician access and settings​

Open the physician's Settings to review their Permissions. Owners and Admins can manage another user's access level and facility permissions, subject to the limits described in that guide.

Use Unlink user when the physician should no longer have access to the organization but the physician member record should remain available for admissions, documentation, signatures, notices, or reporting.

You should know​

  • Only Owners and Admins can unlink another user; only an Owner can unlink another Owner.
  • Deleting a physician requires Owner or Admin access, or Custom access with Delete permission for Physicians. A member linked to a user cannot be deleted.
  • Keep the physician member record if it is still needed for admissions, documentation, signatures, notices, or reporting.

Frequently asked questions​

Where do I connect a physician to a patient?​

Add physicians to the patient's admission. Open the patient, click Admissions, open or create the admission, and use the Physicians section.

Can I change a physician to another role?​

No. After a member has the Physician role, the role cannot be changed. A member also cannot be converted into a patient.

What to do next​

After creating the physician, add them to a patient admission when they should appear in clinical documentation or signature workflows.