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Set up an associate

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.

A member record represents someone who belongs to the organization. Member roles include:

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

Patients are separate facility-owned records, not organization members.

Before you start​

You need:

  • An organization. See Set up 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.

Manually add an associate​

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

You do not have to invite an associate at the same time you create their member record. Create the member first when you want to review details or set permissions before they sign in.

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

Manage associate access and settings​

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

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

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

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

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

You should know​

Owners and Admins can add or delete associates. Custom access can do so with the matching Create or Delete permission for Associates. Only Owners and Admins can invite users, unlink another user, or change user access.

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

Do not delete an associate if their record is still needed for notices, permissions, billing requests, assignments, audit history, or reporting.

Patients cannot be users. Create a member and select Associate, Therapist, or Physician for Role when someone should be able to sign in.

Frequently asked questions​

Does every associate need to be a user?​

No. Add an associate whenever they need to appear in RehabAlpha workflows. Invite the member as a user only when they need to sign in.

Should an administrator be an associate or a therapist?​

Use the role that best describes the member in RehabAlpha workflows. A non-clinical administrator is usually an Associate. 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. Configure Owner, Admin, or Custom access separately; neither the Associate nor Therapist role grants administrative access.

Can I set permissions before sending the invitation?​

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

What should I do when an associate leaves?​

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

What to do next​

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