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Adding and managing team members

Adding and managing team members

With the Plus plan, you can add new team members to your account at any time. We offer specialized team member roles with carefully tailored access levels for various clinician roles and non-clinician roles such as: practice billers, practice schedulers, supervisors, and a practice manager role.

Important: Team members can only be added on the Plus plan. To manage or update your subscription, go to Settings > Subscription Information and click Change Plan.

Practice billers, practice schedulers, and supervisors can be added for free, while the practice manager role is available for $39/month per person. Additional clinicians can be added at a discounted rate of $59/month per clinician.

In this guide, we’ll cover: 

Important: Group practice accounts in SimplePractice are designed for individual clinicians with additional administrative staff, and for practices consisting of multiple clinicians all billing under a single NPI, tax ID, and Online Payments account. See Is a group practice right for me? before expanding your account.


Viewing the team members page

To view the team members page:

To search for a team member by name, type their name into the search bar. You can also click All roles to use the dropdown menu to narrow the search down by role.

To sort the list by name, click the arrow next to Name:


Adding a new team member

Important: Only Account Owners and practice managers have access to add or manage team members. If you need to make updates to team members, contact your Account Owner or practice manager.

You can add as many team members as you need to your account. To add a team member:

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  • Select a clinical and/or administrative role
  • Click Continue

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  • Click Continue
  • If this team member will need supervision, toggle to On and use the drop down menu to select a supervisor
    • This option will only appear if a team member in your practice is already assigned the role of a supervisor

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  • Add clinician details, such as NPI number and Speciality
  • Click Continue
  • Review the changes to your SimplePractice plan
  • Click Send invitation

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The new team member's invitation will be sent to the email address you entered. They'll be able to create a password for their personal login after clicking the link in the invitation email.

Note: If Secure Messaging is enabled for the practice, it'll automatically be enabled for each clinician you add moving forward.

Using a unique email address for each SimplePractice login

If the prospective team member’s email address is already in use for an existing paid or trial SimplePractice account, you’ll see an error message that says: Could not add Team Member. If you see this message, you'll need to use a different, unique email address for this team member.

If a team member’s email address was used for an expired or recently deleted trial account, the email address associated with the trial account will be available 30 days after the account cancellation.

Some Billers or Schedulers work for multiple practices that use SimplePractice as their EHR. To learn more about streamlining this process for team members in this situation, see Adding team members or clients using the same email address.

Note: A team member’s email address can be changed after they’re added to your practice, but the same email cannot be used for multiple accounts.


Removing a team member

Important: Deleting a team member is a permanent action. We recommend performing a data export before deleting a clinician. When you remove a clinician from your practice, your account will retain all data tied to the clinician, but they'll no longer be able to log in or access any files. If you add the clinician back to the account later, they won’t be automatically linked to their former client files, and you’ll need to manually reassign them as the clients’ primary clinician. To learn more, see Granting specific client access for a clinician.

You can remove team members from your account at any time. To do so:

  • Navigate to Settings > Team Members
  • Next to the team member in question, click the 3 horizontal dots > Delete

  • Use the dropdown menu to Re-assign clients to a new primary clinician, if they’re a clinician

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  • Click Start export to open a new window and begin exporting client data for the departing clinician
  • Enter the team member's name exactly as is in the account
  • Click Delete account

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Important: The first and last name fields are case and space sensitive. The Delete account button will become clickable after you’ve typed the team member’s name exactly as it‘s listed.

If the team member is a clinician or practice manager, you'll receive a prorated credit back to your account for the remaining time that was paid for. This credit will apply toward your next billing cycle.


Updating a team member’s role

To update a team member’s role or access level:

  • Navigate to Settings > Team Members
  • Click the name of the team member you'd like to change
    • Next to the team member, you can also click the 3 horizontal dots > Edit team member
  • Under Role info, click Edit

  • Select the box for the appropriate role
  • Click Continue 
  • Toggle any of the additional permissions to On, if applicable

  • Click Continue
  • Review update(s) to your SimplePractice plan, if applicable
  • Click Save changes

Once a team member has been added to your account as a clinician, you can't remove the clinician role to give them only non-clinician access. If a team member with clinician access needs to be updated to only non-clinician access, you'll need to delete this team member and re-invite them with the desired role(s). 

To do this:

Note: To learn more about each role, see Team member roles and access levels.


Organizing your team member list

You can organize the order in which team members are displayed in both your SimplePractice account and the Client Portal. To do so:

  • Navigate to Settings > Team Members
  • Click Manage list order

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  • Select how your team member list is ordered across SimplePractice:
    • Date team member was added
    • Last name alphabetically
    • First name alphabetically

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  • Click Save

Resending the team member invitation email

If a team member can’t find the invitation email for your practice, you can resend it to them so that it’s at the top of their inbox. To do this:

  • Navigate to Settings > Team Members
  • Find the team member in question
  • Under the Last sign in column, click Resend invitation 
    • You can also click the 3 horizontal dots > Resend invitation


Tracking data from a deleted clinician team member

Deleting a team member is a permanent action. Even if the clinician is again added to the account at a later date with identical credentials and personal information, your account will see them as a brand new clinician. 

However, deleting a clinician won’t remove any existing client data. Additionally, deleting a team member from your account won’t remove their name from any existing notes, reports, billing documents, claims, or payroll. 

A deleted clinician's history will still be tracked in all reports for your practice. Deleted clinicians will remain in the Income allocation report and the Appointment status report. However, they'll be indicated as a deleted clinician by a strikethrough and the word deleted next to their name.

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Any Secure Messages between the deleted team member and existing team members will also be deleted. If you need to keep a record of the Secure Messages between a team member and their clients, make sure to do a complete data export before removing the team member.

The deleted clinician’s appointments will remain on the calendar, but they’ll be unassigned. For information on reassigning these clients to a new primary clinician, see Removing a team member. If no one will be seeing these clients moving forward, and you’d like to delete their future appointments, see Deleting an appointment.

If the clinician returns to the practice, they can have their former clients reassigned to them at any time by another team member with access to all clients. To learn more, see Granting specific client access for a clinician.


FAQs


I’m going on maternity or paternity leave, sabbatical, or taking a break from the practice. Can I freeze my subscription?

There isn’t a way to pause a subscription. If a clinician is going on leave, the Account Owner can decide to keep or remove the team member from the account. If a team member is deleted, they'll need to be re-added to the account when they return from their leave, and their clients will need to be reassigned to them. To learn more, see Granting specific client access for a clinician


If I enable Telehealth for my practice, is it applied to all team members?

Telehealth is only available for clinicians and is included at no additional cost on the Plus plan. There’s no way to enable or disable this feature on a per-clinician basis.


How do I calculate payroll for my group practice?

Payroll is calculated for you and your team members through our Income allocation report. This report tracks all funds earned by each team member within a given time period. For more information on best practices and how to use this report for payroll, see Calculating payroll for group practices.


Is there a discounted rate if my group practice has a lot of clinicians?

We don't offer discounts based on the number of clinicians on an account. The rate for each additional clinician is $59/month. Practice Managers can be added for $39/mo., while Billers, Schedulers, and Supervisors are free.

We do offer a referral credit when colleagues sign up for a paid account using your referral link. To learn more about our referral program, see Refer-a-Colleague: SimplePractice referral program.


I’m trying to add a new team member, but it says the email address is already in use. How do I resolve this?

Each team member must have a unique email address. If they already have their own SimplePractice account or are part of a group practice that uses SimplePractice, their email address will show as already in-use.

If you do need to use the same email address for multiple SimplePractice users or multiple client files, see Adding team members or clients using the same email address for additional workflows.


What’re the updated names of the team member roles and access levels?

We recently updated the titles of a few of our team member roles and access levels. You can view the changes below:

Old name New name
Account Owner Account Owner (no changes)
Clinician with Administrator Access Clinician with entire practice access
Clinician with Full Client List Access Clinician with full client list access
Clinician with Basic Access + Billing Clinician with billing access
Clinician with Basic Access Clinician with basic access
Practice Manager Practice manager
Supervisor Supervisor (no changes)
Biller Practice biller
Scheduler Practice scheduler

To learn more about each role, see Team member roles and access levels.

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