Add Providers and Staff

Build your team in DPC Pro by inviting providers, front-desk staff, and practice managers, each with the right level of access.

DPC Pro uses role-based access so every team member sees the tools they need without exposure to areas outside their responsibilities. Providers access clinical records, scheduling, and messaging. Staff members handle scheduling and patient intake. Practice managers oversee billing, settings, and reporting.

Adding your team is a prerequisite for scheduling visits, assigning patient panels, and distributing messaging workload across your practice.

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Send an Invitation

To add a new team member to your practice:

1. Navigate to Staff → Invite Staff Member.
2. Enter the team member’s Email Address.
3. Enter their First Name and Last Name.
4. Select their Role from the dropdown (see the role table below).
5. Select the Practice this person will be assigned to.
6. Select Send Invitation.

DPC Pro creates an account for the new team member and sends them an email to set their password. If the person already has a DPC Pro account (for example, they work at another practice in your organization), they are added to your practice without needing to create a new account.

Existing accounts

If a team member was previously deactivated, inviting them again with the same email address reactivates their account and restores their assignment to your practice.

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Assign Roles

Each team member is assigned a role that determines their access level at your practice. You choose the role during the invitation process, and you can change it at any time.

Available Roles

Role	What They Can Access
Physician	Full clinical access: patient records, visit notes, scheduling, messaging, prescriptions
Nurse Practitioner	Same as Physician
Physician Assistant	Same as Physician
Nurse	Patient records, visit support, messaging
Medical Assistant	Patient intake, scheduling, basic patient records
Receptionist	Scheduling, patient check-in, front-desk tasks
Billing Specialist	Billing, memberships, invoices, payment processing
Practice Manager	Full administrative access: billing, settings, staff management, reports
Administrator	Full access to all features and settings
Other	Custom: permissions configured individually

Permissions

Beyond the base role, you can fine-tune access for each team member with individual permission toggles:

Permission	What It Controls
Can see all patients	View records for all patients, not only their own panel
Can manage schedule	Create and modify visit slots and scheduling settings
Can manage staff	Invite, edit, and deactivate other team members
Can manage billing	Access billing, memberships, invoices, and payment settings
Can view reports	Access practice-level reports and analytics
Can manage practice settings	Modify practice profile, locations, and feature settings

To adjust permissions after someone has been added:

1. Navigate to Staff and select the team member’s name.
2. Select Edit next to their practice assignment.
3. Toggle the permissions as needed.
4. Select Save.

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Provider-Specific Setup

Providers (physicians, nurse practitioners, and physician assistants) have additional profile fields that support clinical workflows and patient-facing features.

Professional Credentials

1. Navigate to Staff and select the provider’s name.
2. Select Edit Profile.
3. Enter the provider’s credentials:
   • NPI Number: 10-digit National Provider Identifier
   • License Number and License State
   • DEA Number (if applicable)
   • Post-Nominals (for example, MD, DO, NP, PA-C)
4. Select Save.

Professional Information

In the same profile editor, you can also fill in:

• Specialties: comma-separated list (for example, Family Medicine, Sports Medicine)
• Certifications: one per line (for example, Board Certified in Family Medicine)
• Education: one entry per line in the format: Degree, Institution, Year
• Biography: a professional description that can appear on your public website and patient-facing profiles

Scheduling Settings

Each provider has practice-specific scheduling settings that control how their calendar works. For full calendar configuration including availability templates and break times, see Provider Calendars.

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 (default: 30)
   • Max Patients Per Day: leave blank for unlimited
   • Accepting New Patients: toggle on or off
4. Select Save.

Multiple practices

If a provider works at more than one practice within your organization, each practice assignment has its own scheduling settings, permissions, and patient panel. You can mark one practice as their Primary Practice.

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Manage Existing Team Members

View Your Team

Navigate to Staff to see all active team members. You can filter the list by:

• Practice: show staff from a specific practice or all practices
• Role: filter by role type (for example, show only physicians)

Edit a Team Member

1. Select the team member’s name from the Staff list.
2. From their detail page, you can:
   • Select Edit Profile to update personal information and credentials
   • Select Edit on a practice assignment to change their role or permissions
   • Select Add Practice Assignment to assign them to an additional practice

Deactivate 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.

Deactivating a team member removes their access to your practice but preserves their records for audit purposes. Their name remains on any visit notes or actions they previously completed.

Deactivation is not deletion

Deactivated team members can be reactivated later if they return to your practice. Their profile, credentials, and history are retained.

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Related Pages

• Set Up Your Practice
• Create Your Membership Plans
• Invite Your First Patient
• Go-Live Checklist

Need Help?

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