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 clinicians and non-clinician staff. Our non-clinician roles are as follows: practice biller, practice scheduler, supervisor, and practice manager.

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

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.

• Viewing the team members page
• Adding a new team member
• Removing a team member
• Tracking data from a deleted clinician team member
• Updating a team member’s role
• Organizing your team member list
• Resending the team member invitation email
• FAQs

Important: Group practice accounts have access to billing profiles, which can populate different billing information on claims for certain clinicians. To learn more about group practice accounts before expanding your account, see Is a group practice right for me?

Viewing the team members page

To view the team members page, navigate to Settings > Team > Team members.

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

To sort the list by name in ascending or descending order, click Name:

Adding a new team member

Important: Only an Account Owner and practice manager can add or manage team members. If you need to make updates to team members, contact your Account Owner or practice manager.

Note: Before inviting a new team member, we recommend they add the email address yourteam@simplepractice.com to their email contacts. Because email spam filters can change over time, adding this address beforehand can help the invitation reach them without being diverted.

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

• Navigate to Settings > Team > Team members
• Click Add team member
• Enter the team member's first and last name
• Add the team member’s email address
  
  • The email address must be unique
  • If the team member‘s email address is already in use, see Adding team members or clients using the same email address
• Click Continue

• Select the clinical and/or administrative role(s) for the team member
• Click Continue

• Add additional permissions, if any
  • To learn more, see Adding additional team members permissions
  • To show the team member’s current permissions, click Show permissions

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

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

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.

If the prospective team member’s email address is already in use for an existing paid or trial SimplePractice account, you’ll see the following error message when you click Send invitation.

If you see this message, you'll need to use another unique email address for this team member.

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

Some practice billers or practice schedulers work for multiple practices that use SimplePractice. To learn more about streamlining this process for these team members, 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 can’t be updated to an email address they’re already using for another account.

Removing a team member

Important: Deleting a team member is a permanent action. We recommend exporting your data 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, so you’ll need to manually reassign them as their 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 > 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

• Click Start export to open a new window and begin exporting client data for the departing clinician
  • This option is only available when the Account Owner is deleting the clinician
  • For more information, see Data export: Exporting client information
• Enter the team member's name exactly as is in the account
• Click Delete account

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.

Tracking data from a deleted clinician team member

Deleting a team member is a permanent action. Even if the clinician is re-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. The team member also won’t be removed 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 through a strikethrough on their name.

Any Secure Messages between the deleted team member and existing team members will 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, their former clients can be reassigned to them by another team member with access to all clients. To learn more, see Granting specific client access for a clinician.

Updating a team member’s role

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

• Navigate to Settings > Team > 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(s)
• Click Continue 
• Toggle any of the additional permissions to On, if applicable

• Click Continue
• Review updates 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 their clinician role to only give them non-clinician access. If you’d like to make sure a clinician team member only has non-clinician access, you'll need to delete this team member and re-invite them with the desired role(s).

To do this:

• Navigate to Settings > Team > Team members
• Select the name of the team member you'd like to change to a non-clinician role
• Remove the team member
• Add the team member with the desired non-clinician role(s)

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 this:

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

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

FAQs

• I’m going on maternity or paternity leave, sabbatical, or taking a break from the practice. Can I freeze my subscription?
• If I enable Telehealth for my practice, is it applied to all team members?
• How do I calculate payroll for my group practice?
• Is there a discounted rate if my group practice has a lot of clinicians?
• I’m trying to add a new team member, but it says the email address is already in use. How do I resolve this?
• What’re the updated names of the team member roles and access levels?

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 keep or remove the team member from the account. If the team member is removed, 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 the 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 or team members on an account. The rate for each additional clinician is $59/mo. Practice managers can be added for $39/mo., while practice billers, practice 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 another 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:

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