Get started as a practice admin

As an owner or administrator you decide who can do what, how the practice appears to patients, and what the team can send. The owner created the practice and holds billing. Administrators help run it day to day. A practice is ready when each colleague can do their real work and patients receive what you intend.

Your first week

1. Open Manage in the sidebar and check your practice details under Organization → Settings: My organization and Practice locations. The country of the main address is fixed once set. Only the Owner can change My organization. Admins can change Practice locations. See Practice settings and Countries and languages. About 10 minutes.
2. Set up Patient communication: the contact email patients reply to, the sender name and the time zone used in patient emails. Only the Owner can change these. See Practice settings. About 10 minutes.
3. Invite colleagues under Organization → People → Invite people. Use Member for doctors, therapists, nurses and assistants, and Secretary for the front desk. See People and access. About 10 minutes.
4. Create teams if colleagues work in groups, and ask the front desk to assign clinicians to patients. See Roles and access. About 10 minutes.
5. Open Calendar settings from the calendar toolbar and define the appointment types and default working hours your team uses. Ask each clinician to set their own availability. See Calendar settings. About 20 minutes.
6. In Library (also under Manage), publish the forms and email templates patients will receive, or install them from the Marketplace. A saved draft is not published. See Templates and Marketplace. About 30 minutes.
7. Agree the sign-in policy. The owner can require an authenticator app for every member. Read Data and compliance first. About 10 minutes.
8. Check the plan, seats and AI credits, and set a monthly limit for anyone who should use fewer credits. See Billing and Billing: AI credits. About 10 minutes.

What you can and can't do

The Owner role can do everything in the practice, including billing, the two-factor and single sign-on policy, custom roles (Enterprise plan) and deleting the practice. There is one owner, and ownership can be transferred. The owner role cannot be given by invitation.

The Admin role can:

• Invite, change and remove members, and create, change and delete teams.
• Open every patient and every clinical record, and assign clinicians to patients.
• Manage all calendars, appointment types and locations.
• Create and publish templates, activate Marketplace content and manage Insights.
• Read the audit history and manage members' AI credit limits.

In Settings, the subscription, two-factor and single sign-on sections are shown to the owner only. An Admin can read the other sections but change only Practice locations, and cannot delete the practice. You can only give a colleague permissions that you hold yourself. Roles that can write clinical records count as practitioner seats, and other roles count as staff seats.

Give the smallest role that fits the job. After inviting someone, ask them to open the patient, calendar or page they need and check that it works. See Roles and access.

Keep learning

Continue with the Practice admin essentials course in Learn. Start with its first lesson on your team. The rollout plan covers your first 30 days.