Set up an organization

warning

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

An organization is your therapy company's workspace in RehabAlpha. This guide walks you through creating an organization and getting it ready for your team. All of the data created within an organization is private to and stays within that organization including facilities, patients, therapists, physicians, clinical documentation, and billing setup.

Before you start

• Complete account setup, including email verification and two-factor authentication, and sign in.
• Your account must be associated with fewer than five organizations before you can create or join another one. Real and test organizations count toward the same limit, including organizations you joined by invitation.

Understand organizations

An organization contains your members, facilities, payors, schedules, notices, clinical documentation, and billing setup. Patients belong to facilities within that organization.

Organizations have separate records and access permissions. Creating a facility, patient, or therapist in one organization does not add it to another. Your personal account can belong to multiple organizations, each with its own member record and access level.

If your company already has an organization, accept an invitation to join it instead of creating another workspace for the same company.

Choose an organization setup workflow

	Create an organization	Create a test organization
Purpose	Set up your therapy company's workspace.	Practice workflows or try a sample company setup.
Name	You enter the company name.	RehabAlpha generates a name ending in (Test).
Starting content	Your member record, default clinical form schema, and Medicare Part A and Part B payors. No sample facilities or patients.	The same core setup, plus sample records for the selected template.
Appearance	House icon on a blue background.	Beaker icon on a green background.

Both options give you Owner access. A test organization is a separate, editable workspace: changes you make there are saved, and its sample records are not copied from your real organization.

Choose Blank organization under the test option when you want to practice setup from scratch. It still creates a test organization, even though it has no sample clinical records.

Create a real organization

Use this workflow to create your company's workspace without sample facilities, patients, or staff.

1. Open the account menu and select My account.
2. Click Create an organization.
3. Enter the Organization name.
4. Click Create organization.

RehabAlpha opens the new organization's dashboard. Medicare Part A and Medicare Part B are already available under Payors; review them before adding other payors.

Create a test organization

Use this workflow to learn RehabAlpha or try a different facility setup. Depending on the template, the organization includes sample facilities, payors, patients, therapists, physicians, admissions, schedules, and clinical records.

1. Open the account menu and select My account.
2. Click Create a test organization.
3. Click the template that best matches what you want to practice. Selecting a template starts creation immediately.
4. Wait for Creating test organization... to finish. RehabAlpha opens the new organization's dashboard automatically.

Available templates include:

Template	Included setup
Blank organization	Your Owner member record, default clinical form schema, and Medicare Part A and Part B payors, without sample facilities, patients, or additional staff.
Minimal places of service	Small sample facilities with SNF, office, and mixed places of service.
SNF with in-house therapy	A compact skilled nursing facility setup with active admissions and a therapy team.
SNF and outpatient company	A two-facility company with shared payors, physicians, and therapists.
Multi-state therapy company	Facilities across more than one state with different places of service.
Single outpatient facility	An outpatient therapy setup with scheduled visits and active admissions.

After the test organization opens, explore its facilities and sample patients, or add your own dummy records. Normal permissions and record-deletion restrictions still apply.

Automatic deletion of test organizations

RehabAlpha checks test organizations once a day and permanently deletes those with no qualifying saved activity in the preceding seven days by default. Deletion removes the organization and its data for every member. Your personal account and other organizations remain available.

The check looks for activity retained in existing records, such as saved patient changes, clinical document versions, and completed signatures. Opening the organization, browsing its pages, and autosaved drafts do not keep it active. Automatically generated notices and other background processing do not count.

Some changes leave no reliable activity timestamp. Deleting a record or making certain billing changes may therefore not extend retention. Treat test organizations as temporary practice workspaces; do not rely on every edit to preserve them.

Delete an organization

Only members with Owner access can manually delete an organization. The steps are the same for real and test organizations. Test organizations can also be deleted automatically under the policy above.

Permanent deletion

Deleting an organization removes it and all of its data for every member. This action cannot be undone.

1. Open the organization you want to delete and confirm its name.
2. Open the organization's Settings.
3. Under Danger zone, click Delete organization.
4. Check the organization name in the confirmation dialog, then type delete in the input box.
5. Click Delete.
6. Wait for deletion to finish. RehabAlpha returns you to My account.

If you only want to leave an organization, use Remove me on My account instead. This removes your access without deleting the organization. If you are its last active linked Owner, assign another Owner and confirm they have access before leaving.

You should know

• In either organization type, your member record starts with the Associate role and Owner access. Your role describes how you participate in the organization; your access level and permissions control what you can do.

• Owners and Admins can change the organization name in the organization's Settings. Renaming a test organization or removing (Test) from its name does not turn it into a real organization. The app does not offer a conversion between the two types.

Frequently asked questions

If I create an organization, can I transfer my ownership to someone else?

Yes. More than one user can have Owner access. Because you cannot change your own access, use this sequence:

1. As the current Owner, open People → All staff, select the other member, and open Settings.
2. Under Permissions, set Access level to Owner and click Save.
3. Ask the new Owner to confirm they can access the organization.
4. Ask the new Owner to change your access to Admin or Custom access, or suspend your organization access if appropriate.

RehabAlpha does not allow the last active linked Owner to be downgraded, suspended, or removed.

If I belong to multiple organizations, how do I switch between them?

To choose the active organization:

1. Open the organization menu in the top-left area of the app.
2. Select the organization you want to work in.
3. Confirm that the organization name changed before adding or editing data.

You can also open My account and select an organization. Opening or refreshing My account, including through the homepage's Dashboard button, keeps you on that page.

How do I choose what opens after sign-in?

When you have no organizations, the first organization you create or join becomes your default. Creating or joining additional organizations keeps your current preference, including having no default.

• On My account, click Make default beside the organization you want to open after sign-in. This option is available even if you belong to only one organization.
• Click the starred Default button on your default organization's card to clear it and choose an organization yourself after signing in. Hover over the button to see Clear default.

If you have no default or cannot access it, sign-in opens My account. If you leave your default organization or it is deleted, your default is cleared. Signing in to follow an invitation or another page's link returns you to that page instead of your default organization.

Why can't I create another organization?

Your account can be associated with up to five organizations at once. At that limit, creation options are disabled on My account and hidden from the organization menu.

To leave an organization you no longer need, open My account and click Remove me beside it, then complete the confirmation. This removes your access; it does not delete the organization. If you are its last active linked Owner, first assign another Owner and confirm they have access.

What to do next

For a real organization or blank test organization:

1. Set up a facility and its service locations.
2. Review the preloaded Medicare payors and add any other payors you need.
3. Add your staff and invite users who need to sign in.
4. Create patients from the Patients page of the facility that owns their records, using only dummy data while the current release restriction applies.

For a populated test organization, start with an existing sample patient and practice creating a therapy case.