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Staff Onboarding

When a new team member joins your practice, use this guide to get them set up in DPC Pro with the right access, credentials, and orientation.

Onboarding a new team member involves three phases: inviting them to DPC Pro with the correct role, configuring their profile and permissions, and walking them through the features they will use daily. This page gives you a manager-focused checklist for each phase.

For the detailed mechanics of adding staff and assigning roles, see Adding Providers and Staff and Staff Roles and Permissions.

Phase 1: Invite and Assign a Role

Section titled “Phase 1: Invite and Assign a Role”

Send the Invitation

Section titled “Send the Invitation”
  1. Navigate to Staff → Invite Staff Member.
  2. Enter the new team member’s Email Address, First Name, and Last Name.
  3. Select their Role from the dropdown. Choose the role that best matches their responsibilities:
RoleBest For
Physician / NP / PAClinicians who see patients and write notes
NurseClinical support staff with patient record access
Medical AssistantPatient intake, scheduling, basic records
ReceptionistScheduling, check-in, front-desk duties
Billing SpecialistBilling, memberships, and payment processing
Practice ManagerFull administrative access (billing, settings, staff, reports)
AdministratorFull access to all features and settings
  1. Select the Practice this person will be assigned to.
  2. Select Send Invitation.

DPC Pro sends an email with instructions to set their password.

Adjust Permissions

Section titled “Adjust Permissions”

After the invitation, fine-tune their access if the default role permissions do not match their responsibilities:

  1. Navigate to Staff and select the team member’s name.
  2. Select Edit next to their practice assignment.
  3. Toggle individual permissions:
    • Can see all patients: view records for all patients, not only their panel
    • Can manage schedule: create and modify visit slots
    • Can manage staff: invite and edit other team members
    • Can manage billing: access billing, memberships, and payment settings
    • Can view reports: access practice-level reports
    • Can manage practice settings: modify practice configuration
  4. Select Save.

For the complete permissions reference, see Staff Roles and Permissions.

Phase 2: Configure Their Profile

Section titled “Phase 2: Configure Their Profile”

For All Team Members

Section titled “For All Team Members”
  1. Navigate to Staff and select the team member’s name.
  2. Verify that their First Name, Last Name, and Email are correct.
  3. Confirm their Role and Practice assignment.

For Providers (Physicians, NPs, PAs)

Section titled “For Providers (Physicians, NPs, PAs)”

Providers have additional profile fields that support clinical workflows:

  1. Select Edit Profile on the team member’s detail page.
  2. Enter professional credentials:
    • NPI Number (10-digit National Provider Identifier)
    • License Number and License State
    • DEA Number (if applicable)
    • Post-Nominals (e.g., MD, DO, NP, PA-C)
  3. Optionally fill in specialties, certifications, education, and biography.
  4. Select Save.

Configure Scheduling Settings

Section titled “Configure Scheduling Settings”

For any provider who will see patients:

  1. Navigate to Staff and select the provider’s name.
  2. Select Edit next to their practice assignment.
  3. Configure:
    • Default Appointment Duration (in minutes)
    • Max Patients Per Day (leave blank for unlimited)
    • Accepting New Patients (toggle on or off)
  4. Select Save.

See Provider Calendars for additional scheduling configuration.

Phase 3: Orient and Train

Section titled “Phase 3: Orient and Train”

Walk Through Key Areas

Section titled “Walk Through Key Areas”

Once the team member has logged in, walk them through the areas relevant to their role:

For clinical staff (providers, nurses, MAs):

For front-desk staff (receptionists):

For billing staff:

For new practice managers:

Introduce the AI Assistant

Section titled “Introduce the AI Assistant”

If your practice uses the AI assistant, explain:

  • What the AI can do (answer practice questions, draft message replies, generate daily summaries)
  • What the AI cannot do (make diagnoses, send messages to patients without approval, modify records)
  • Where to find AI features and how to start a conversation

Point them to How the AI Works for the full overview.

Share Security Expectations

Section titled “Share Security Expectations”

Review account security practices with every new team member:

  • Use a strong, unique password
  • Enable single sign-on if your practice uses it
  • Never share login credentials
  • Report any suspicious activity immediately

See Account and Login and HIPAA Compliance for your practice’s security standards.

Onboarding Checklist

Section titled “Onboarding Checklist”

Use this checklist for each new team member:

  • Invitation sent with correct role and practice
  • Permissions adjusted if needed
  • Profile completed (credentials for providers)
  • Scheduling settings configured (for providers)
  • Logged in and verified access
  • Walked through relevant features for their role
  • AI assistant explained (if applicable)
  • Security expectations reviewed

Deactivating a Team Member

Section titled “Deactivating a Team Member”

When someone leaves your practice:

  1. Navigate to Staff and select the team member’s name.
  2. Select Edit on their practice assignment.
  3. Set an End Date and toggle Active off.
  4. Select Save.

Deactivation removes access but preserves records for audit purposes. See Adding Providers and Staff for details.

Section titled “Related Pages”

Need Help?

Section titled “Need Help?”

If you run into issues onboarding a team member, reach out to the DPC Pro support team at [email protected] or visit the troubleshooting guide.