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Set up a therapist

A therapist is a person who provides therapy services, appears in clinical documentation and scheduling workflows, and may be invited to sign in to RehabAlpha.

Before you start​

You need:

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

Choose a therapist setup workflow​

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

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

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

The steps below explain the manual setup workflow.

Manually create a therapist​

  1. Open People.
  2. Click Therapists.
  3. Click New therapist.
  4. Confirm the Role is Therapist.
  5. Enter the therapist's basic details, such as first name, last name, phone number, birthdate, and email.
  6. Turn on Invite user if the therapist should receive an invitation to join the organization.
  7. Enter the invitation email address if it should be different from the therapist's email.
  8. Enter location details when available, such as state, city, street address, ZIP code, and ZIP+4.
  9. Enter therapist details, such as title, supervisor, and National Provider ID (NPI).
  10. Add employment periods when you want RehabAlpha to track when the therapist worked for the organization.
  11. Add licenses when you have the therapist's state, licensure, license number, start date, and expiration date.
  12. Add tags or notes when helpful.
  13. Click Save.

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

Add or update licenses​

License information helps RehabAlpha identify whether therapist license details are missing, expired, or soon to expire.

A therapist can have more than one license. Add each license that should be available in RehabAlpha, especially when the therapist works in multiple states or has more than one licensure.

License information determines the therapist's discipline and level. For example, a physical therapist license identifies the therapist as PT, while a physical therapist assistant license identifies the therapist as PTA.

  1. Open People.
  2. Click Therapists.
  3. Open the therapist.
  4. Click Details.
  5. Click Edit.
  6. Find Licenses.
  7. Click Add license.
  8. Select the State and Licensure.
  9. Enter the License number, Start date, and Expiration date.
  10. Click Save.

Invite a therapist after creating the person​

You do not have to invite a therapist to join your organization at the same time you create the therapist record.

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

Manage therapist access and settings​

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

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

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

You should know​

Only admins can add therapists or delete people.

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

Do not delete a therapist if the record is still needed for schedules, documentation, signatures, notices, or reporting.

Frequently asked questions​

How do I specify a therapist's discipline (PT, OT, SLP)?​

RehabAlpha uses the therapist's license information to determine their discipline.

How do I specify whether a therapist is an assistant?​

When addding a license, specify the appropriate licensure. For example, "Physical Therapist Assistant (PTA)".

How do I assign a therapist to a facility?​

There is not a single facility assignment field on the therapist details form.

Use therapist Availability when you want RehabAlpha to know where the therapist can work for scheduling, planned hours, and autoscheduling:

  1. Open the therapist.
  2. Click Settings.
  3. Find Availability.
  4. Add or edit an available card.
  5. Select the facility or facilities the therapist can cover.
  6. Save the settings.

If the therapist is also a user, use Permissions on the therapist's Settings page to control which facilities they can read or edit in RehabAlpha. Availability controls scheduling coverage; permissions control application access.

Does every therapist need to be a user?​

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

Can I change a therapist to another role?​

The role field is locked after a person is created as a therapist. If you selected the wrong role, create the correct person record instead.

What to do next​

After creating the therapist, review their settings if they should sign in, manage schedules, document care, receive notices, or appear in planner workflows.