Clinic Administrators¶
A clinic administrator runs a clinic on the web without treating anyone: they bring therapists in, see every patient of the clinic and who treats them, hand patients over when a therapist leaves, and share the administration with colleagues. A clinic is a tenant (a clinic site such as yourclinic.oterahealth.com), so the administrator sees everything on that site and nothing on any other.
The platform team creates a clinic's first administrator from the admin panel. From then on the clinic looks after itself.
Two kinds of administrator¶
| Administrator account | Therapist with administrator rights | |
|---|---|---|
| Who | An office manager, a practice owner who doesn't treat | A treating therapist who also runs the practice |
| Signs in to | The web app only; the mobile app says the account works on the web | Web and mobile as before |
| Lands on | The clinic area (/clinic) |
Their dashboard, with a Clinic link in the header |
| Patients, plans, notes, messages | None | As any therapist, for their own patients |
| Taken away by | Deactivating the account | Removing the rights (the account is untouched) |
Both kinds do exactly the same things in the clinic area.
Setting up the first administrator (platform admin)¶
Admin panel → Operations › Clinic administrators → choose the clinic (tenant).
- New administrator account — first name, last name, email, the language of the welcome email, and the clinic's name as the email shows it. The platform's name is the region's own (Otera Health or OKTA Health) unless you type another. The account is created at once and approved. The welcome email holds the sign-in address, a temporary password and what the clinic area is for; if you switch the email off, or it cannot be sent, the temporary password is shown once on screen so you can pass it on. The person changes it in their profile after signing in.
- Make a therapist an administrator — pick one of the clinic's active, approved therapists.
- Per administrator: Deactivate / Reactivate an administrator account, or Remove rights from a therapist. The platform admin may switch off a clinic's last administrator (a clinic being wound down); a clinic administrator may not.
A yellow note appears on tenants where therapists sign up on their own (the shared Otera and OKTA sites): those are many independent therapists, not one clinic, and a clinic administrator there would see all of them. Add one only when the tenant is a single clinic.
Like every new account, an administrator is asked to accept personal-data processing the first time they sign in.
What a clinic administrator sees¶
Overview¶
| Tile | Counts | Opens |
|---|---|---|
| Therapists | Active therapist accounts | Therapists |
| Patients | Patients in care: connected to at least one of the clinic's therapists | Patients |
| Need a therapist | Patients in care whose therapists have all been deactivated | Patients, filtered to them |
| Active this week | Patients who completed a session in the last 7 days | |
| Sessions completed | Sessions completed in the last 30 days, with the last 7 beside it | |
| Invited, not started | Patients who haven't signed in yet (they accept personal-data processing the first time they do) | Patients, filtered to them |
| New patients | Patients added in the last 30 days | |
| Administrators | Active administrators of the clinic | Administrators |
Sample patients are never counted.
Therapists¶
Every therapist of the clinic with their active patients, the sessions their patients completed in the last 30 days, their status, and when they joined. A therapist's patient count opens the Patients page filtered to them.
- Invite therapist creates an approved therapist account straight away, with a welcome email and temporary password as above.
- Approve a therapist who is waiting: one who signed themselves up where the clinic asks an administrator to approve new therapists first (the
doctorApprovalRequiredflag, see Feature flags), shown with a Pending approval mark, or one whose approval was revoked. Where the flag is on, the therapist sees a waiting screen until then, the clinic's administrators get an email when someone is waiting, and the therapist gets one the moment they are approved. - Deactivate signs the therapist out everywhere and blocks every way of signing in (password, email code, link) until Reactivate. A deactivated therapist also gets no more notices about patients (messages, pain alerts, screenings), and their patients no longer see them on their care team or among the therapists they can message. An administrator cannot deactivate their own account, nor the clinic's last active administrator. If the therapist had patients, the next step is offered straight away: move them to a colleague.
- Move patients hands all of a therapist's patients to another active therapist in one step, for example when someone leaves. The colleague sees them on their dashboard and can edit their plans, and the first therapist comes off their care teams. Their sample patient stays with them.
Patients¶
Every patient of the clinic (search by name or email; filter by status, by therapist, and Needs a therapist), with the therapists on their care team, their status — Active, Invited (hasn't signed in yet) or Deactivated — their last completed session and when they joined. Deactivated therapists are crossed out on the care team and marked in the therapist filter.
- Add therapist puts another active, approved therapist of the clinic on the patient's care team; the therapist then sees the patient on their dashboard and can edit the plan. A therapist who was on the team before is simply brought back.
- The × on a therapist's chip takes that therapist off the care team for good: it no longer appears among their archived patients either, so only an administrator or a colleague can add them back. A patient always keeps at least one active therapist: to hand a patient over, add the new therapist first.
- Needs a therapist marks a patient whose therapists have all been deactivated. A patient with no therapist at all (for example one who was discharged) shows No therapist instead.
This works whether or not the clinic has the therapistPatientAssignment flag; the flag only governs what therapists can do from their own dashboard.
Administrators¶
Who can run the clinic, since when, and who added them.
- Invite administrator creates an administrator account (welcome email or temporary password, as above).
- Make a therapist an administrator gives one of the clinic's therapists the clinic area on top of their own dashboard.
- Remove rights (therapist) or Deactivate / Reactivate (administrator account). A clinic always keeps at least one active administrator, and nobody can deactivate themselves. A therapist who removes their own rights goes back to their dashboard.
If someone's rights are taken away while they have the clinic area open, the page says so as soon as they next do anything there.
What an administrator account can't reach¶
An administrator account opens the clinic area, its own profile (name, password, photo), the personal-data consent and the product feedback board. Everything else is closed to it: plans, workouts, notes, messages, screenings, video visits, RTM billing, the platform admin panel, feature flags and other tenants. Nobody can start a conversation with an administrator account either. The mobile app tells an administrator account that it works on the web; an older app build shows it an empty screen, because every request it makes is refused.
See internal/clinic-administrators.md for the data model, endpoints and guards.