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Set up a therapist

warning

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

Create a therapist member, add their details and licenses, and optionally invite them to sign in to RehabAlpha. The Therapist role identifies their clinical role; user permissions determine what they can access after signing in. A therapist can appear in documentation and scheduling workflows without a linked user account.

Before you start​

You need:

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

Choose a therapist setup workflow​

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

  • Manual setup: Enter one therapist directly in RehabAlpha using the steps below.
  • Import: Upload files with therapist information using the import tool.

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.

Create a therapist manually​

  1. Open People, then select All staff.
  2. Click New member and select Therapist for Role.
  3. Enter the therapist's First name and Last name, then add other basic details when available, such as Phone number, Birthdate, and Email.
  4. If the therapist should sign in, turn on Invite user and confirm Email invitation to. This initially copies the therapist's email; enter a different address if needed. Leave Invite user off to invite them later.
  5. Add optional location details, such as state, city, street address, ZIP code, and ZIP+4.
  6. Under Therapist details, add Title, Signature name, Reports to, and National Provider ID (NPI) when available. Signature name is the name used when signing documents.
  7. Click Add employment period if you want to track when the therapist worked for the organization.
  8. Under Licenses, click Add license for each license and complete the fields using the license requirements.
  9. Add optional tags or notes.
  10. Click Save.

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

Add or update licenses​

License information determines the therapist's discipline (PT, OT, or SLP) and level. Select the appropriate Licensure, such as Physical Therapist Assistant (PTA) for a physical therapist assistant. Add a separate license for each state or licensure the therapist needs in RehabAlpha.

  1. Open People, select Therapists, and open the therapist.
  2. Click Details, then Edit.
  3. Find Licenses. Update the existing license fields, or click Add license to enter another license.
  4. Complete the license fields using the requirements below.
  5. Click Save.

License requirements​

  • State and Licensure are required for each license. Add License number when known.
  • Effective date and Expiration date can be blank when saving, but both are required for a license to qualify for signing clinical documents.
  • Expiration date must be on or after Effective date. License periods for the same state and discipline must not overlap, including their boundary dates.
  • Signing requires a license that matches the document's discipline and service-location state and covers the service date. The licensure must also qualify for the document type.

RehabAlpha creates expired or expires-soon notices only when an expiration date is known. Blank dates do not trigger a separate missing-date notice, so the absence of a notice does not confirm that the license qualifies for signing.

Invite a therapist after creating the member​

Use this workflow when you created or imported a therapist without sending an invitation.

  1. Open the therapist and click Settings.
  2. Click Invite user.
  3. Confirm Email invitation to.
  4. Click Send invitation.

If an invitation is pending, expired, or rejected, you can send a new invitation from Settings. You can also revoke a pending invitation.

Manage therapist access and settings​

Open the therapist and click Settings to configure scheduling coverage and application access:

SettingWhat it controls
AvailabilityWorkdays, hours, facilities the therapist can cover, and planned-hours capacity.
PermissionsApplication access after signing in, including which facilities the therapist can read or edit.
TimesheetManual-entry access, required clock-in and sign-in prompts, allowed classifications, and network-based clock-in defaults. Only Owners and Admins can change these settings, including before a user account is linked.
PBJEmployee IDs and pay types for reporting service locations. Available to Owners and Admins, including for therapists without a linked user account.

Select facilities in Availability for scheduling coverage and configure Permissions separately for access to those facilities.

To change user access, use the controls under User:

  • Suspend access temporarily blocks organization access while preserving the user link and member record.
  • Reactivate access restores access for a suspended, linked user without a new invitation.
  • Unlink user removes the connection to the user's account while preserving the member record. A new invitation is needed to link the user again.

Managing another user's access requires Owner or Admin access. Only an Owner can manage another Owner's access.

Depending on your permissions, Settings may also include planner preferences, notice subscriptions, invitation controls, and danger-zone actions.

You should know​

Deleting a therapist has additional restrictions:

  • You must unlink the member from their user account before deleting them.
  • Custom access with Delete permission for Therapists allows deletion of therapists with Custom access.
  • Deleting a therapist with Admin access requires Owner or Admin access. Only an Owner can delete another Owner.

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

Frequently asked questions​

Why can't this therapist sign a clinical document?​

If the signing error refers to a missing matching active license, open Details → Edit and check Licenses against the license requirements. Use the document's service date when checking the license period; entering both dates alone is not enough. Assistant licensure does not qualify for every document type.

Can I change a therapist to another role?​

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

What to do next​