You can add and manage team members yourself from the Manage page
SaRA has a self-serve Manage area with Company, Team Members, Clinics, Notifications, and Documents tabs.
Who sees Manage: company Owners and clinic admins — any team member marked "Admin" on at least one clinic. If you don't see Manage in your navigation, you don't have an admin role yet: your company owner (or a clinic admin) can grant it by editing your team member profile, or message us through the in-app chat. One thing that does not require an admin role: every team member can upload paperwork from the Documents page in the main navigation.
Adding a team member
Go to Manage → Team Members and choose to add a team member.
Pick the role: Provider (a treating clinician), Staff (front desk, billing, admin staff), or Owner (organization administrator with full system access). A treating clinician who does not have their own NPI, such as a PTA, COTA, SLP-A or audiology assistant, is still a Provider: tick No individual NPI on the form and choose their credential. Their claims bill under the supervising clinician on record, and they never show in Need Attention for a missing NPI.
Enter their name, work email address, title, and either their NPI or the credential you chose above. A licensed clinician whose NPI has not been issued yet is a third case: see Provider on a temporary license (NPI pending) below.
Assign one or more clinics. Mark one clinic as their default, and check Admin on any clinic they should be able to manage.
Choose which email notifications they receive (these can be changed later).
Save. The new team member receives an invitation email to set up their account. If it doesn't arrive, have them check spam/quarantine first — you can also resend the invitation from the Team Members list.
Provider on a temporary license (NPI pending)
When to use it: a licensed clinician who treats patients but whose NPI has not been issued yet. The usual case is a new graduate PT working on a temporary license while the NPI application is in progress. This is different from an assistant (PTA, COTA, SLP-A) who will never have their own NPI; for those, use No individual NPI as described above.
How to add them:
Go to Manage → Team Members and choose to add a team member (or open the person's row and choose Edit if they already exist).
Pick Provider as the role.
Under the NPI field, tick Temporary license, NPI pending. The NPI field now reads NPI (pending) and can stay empty.
Fill in the rest of the form as usual (name, work email, title, clinics, notifications) and Save. They receive the same invitation email as any other team member.
In the Team Members list, their NPI / License column shows NPI pending until the number is entered.
What works right away: the provider can sign in, be assigned patients, enroll patients, message patients, and log their care like any other provider.
What waits for the NPI: a provider marked NPI pending cannot sign notes for billing, and no claim goes out under their name. Until the number is in, a supervising provider who has an NPI signs those notes, and the claim bills under that signer. Their row stays in the Needs Attention count on the Team Members page as a reminder that the NPI is still owed.
When the NPI arrives: open the same row in Manage → Team Members, choose Edit, type the number into NPI (pending), and Save. The pending mark clears on its own, the row shows the NPI, and the provider can sign notes for billing from then on.
Removing (deactivating) a team member
From Manage → Team Members, open the departing team member and choose Deactivate. If they are the primary provider for any patients, the dialog asks you to select another active provider to receive those patients first — deactivation can't proceed until the patients have somewhere to go, so no patient is ever left unassigned. Type the person's name to confirm.
Deactivation is reversible: you can reactivate a team member later from the same list. There is also a bulk reassignment option if you need to move many patients between providers at once.
Multi-clinic access
Team members can belong to more than one clinic. Edit the team member at any time to add or remove clinic assignments. Scope to know: clinic admins see and manage only the team members of the clinics they administer; owners manage everyone in the company. Creating or deactivating clinics themselves is owner-only. Full detail on providers who cover multiple clinics: access vs. transfer.
When to contact us
One thing still requires support: changing a team member's login email address. Message us through the in-app chat and we'll take care of it.