Staff Setup is where all StrataEMR user accounts are created and managed. Each staff member has a login, a permission level, and a profile that includes their professional credentials. Treating therapists and assistants also require a digital signature on file before they can complete clinical documentation. Navigate to Staff Setup: Menu Bar > Settings > Staff.Documentation Index
Fetch the complete documentation index at: https://docs.stratapt.com/llms.txt
Use this file to discover all available pages before exploring further.
Access: Adding and editing staff members requires Therapy Director permissions or above.
Adding a New Staff Member
Select Add New Staff Member from the Selected Staff Member dropdown and enter the following details:- Display Name — How the staff member’s name appears throughout StrataEMR
- First Name / Last Name
- Email Address — Used for login and notifications
- NPI — Required for all treating therapists; used on claims
- License Number — Required for treating clinicians
- Password / Confirm Password — Initial login credentials
- Assigned Permissions — The staff member’s permission level (see User Permissions)
Staff type and facility assignment are completed by StrataPT. When you add a new staff member, StrataPT receives a notification and completes the staff type configuration and facility assignment on your behalf. If your practice has multiple locations, include the desired facility assignment in a message to your account manager.
Setting Up a Provider Signature
All treating therapists and assistants must have a digital signature on file before they can sign and complete clinical documents. Staff members can set up their own signature directly from their profile — no StrataPT involvement required. There are two ways to add a signature:Option 1 — Upload a Scanned Signature
- Have the clinician sign their name on a blank white sheet of paper using black ink.
- Scan the signature and crop the image so the borders are close to the edges of the handwriting — a tight crop produces the cleanest result.
- From their profile in StrataEMR, use the Upload a Signature section to choose the file and save.
Option 2 — Adopt a Font-Generated Signature
Staff members can adopt one of six font styles as an electronic representation of their signature. From their profile, the Adopt a Signature section displays a dropdown with font options — selecting a font renders a preview of their name in that style. Clicking Adopt Signature accepts the legal agreement and saves it as their electronic signature.Legal agreement: By adopting a font signature, the staff member agrees that the generated signature serves as the electronic representation of their signature for all purposes when used on documents.
Credentialing Holds for New Staff
When a new treating therapist is added, StrataEMR may place credentialing holds per payer if credentialing is still in progress. Claims for the new therapist will not submit until the hold is cleared. Once a therapist’s credentialing process has concluded, provide your StrataPT account manager with the credential details so that holds can be lifted.Making a Staff Member Inactive
When a staff member leaves your practice, set their account to Inactive to immediately block login access without deleting their record. Their historical documentation and task history are preserved. To deactivate: open the staff member’s record in Settings > Staff, change their status to Inactive, and save.Inactive staff members do not generate tasks. Setting a staff member to Inactive prevents new administrative tasks from being created for them. Existing tasks that were created before the status change will remain until resolved.