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Set up an associate

warning

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

Associates support scheduling, billing, administration, management, or other non-clinical workflows. In RehabAlpha, use the Associate role for team members who do not belong in therapist or physician workflows.

Before you start​

You need:

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

Understand associates and user access​

A member record represents someone who belongs to your organization. The Associate role describes their work; Owner, Admin, and Custom access determine their permissions. Being an associate does not automatically grant administrative access.

An associate needs a linked user account only if they need to sign in. You can create their member record without sending an invitation. Patients are separate facility-owned records and cannot be invited as users.

Create an associate manually​

  1. Open Staff, then select Associates.
  2. Click New associate.
  3. Enter the member's basic details, such as First name, Last name, Phone number, Birthdate, and Email.
  4. Turn on Invite user if the member should receive an invitation to join the organization.
  5. If Invite user is on, review the invitation email address and change it if needed.
  6. Enter location details when available, such as state, city, street address, ZIP code, and ZIP+4.
  7. Enter Title and Signature name when helpful, and select a supervisor in Reports to. Signature name is the name used for signing documents.
  8. Add employment periods when you want RehabAlpha to track when the member worked for the organization.
  9. Add tags or notes when helpful.
  10. Click Save.

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

Invite an associate after creating their member record​

To review details or set permissions before inviting an associate, create the member with Invite user turned off. Then:

  1. Open Staff → Associates and select the member.
  2. Click Settings and configure Permissions if needed.
  3. Click Invite user.
  4. Confirm Email invitation to.
  5. Click Send invitation.

If an invitation is pending, expired, or rejected, select Send new invitation from the invitation menu. For a pending invitation, you can also select Revoke invitation. The invitation guide explains how the recipient joins your organization.

Manage associate access and settings​

Open Staff → Associates, select the member, and click Settings.

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

SettingWhen to use it
PermissionsConfigure access to facilities and organization tools.
Suspend accessTemporarily block organization access while keeping the user linked and preserving the member record and associated data.
Reactivate accessRestore a suspended user's access. A user who is still linked can return without a new invitation.
Unlink userRemove the user's connection to the organization while retaining the member record and related history. A new invitation is needed to link the user again.

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

You should know​

Creating an associate requires Owner or Admin access, or Custom access with Create permission for Associates. Only Owners and Admins can invite users or manage another user's access; only an Owner can manage another Owner's access.

Deletion has additional restrictions:

  • A member must be unlinked from their user account before you can delete them.
  • Custom access with Delete permission for Associates allows deletion of associates with Custom access.
  • Deleting a member with Admin access requires Owner or Admin access. Only an Owner can delete another Owner.

Keep the member record if it is still needed for notices, billing requests, assignments, audit history, or reporting. Suspending access or unlinking the user preserves that record.

Frequently asked questions​

Should an administrator be an associate or a therapist?​

A Therapist can do everything an Associate can do, but an associate cannot perform some therapist-specific clinical tasks. If someone does both administrative and clinical tasks, choose Therapist. For someone who only does administrative tasks, choose Associate. Their user permissions still determine which tools and actions they can access.

What should I do when an associate leaves?​

For a temporary absence, use Suspend access so the user can return after you reactivate access. If you need to remove the user link, follow the unlinking guide. Keep the member record when its history is still needed.

What to do next​

If the associate will sign in, review their permissions and send an invitation when ready. They can then accept the invitation and open your organization.