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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.
Access: Adding and editing staff members requires Therapy Director permissions or above.

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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)

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Assigning a Staff Member to a Facility

You can assign a staff member to a facility, or update an existing assignment, directly from their profile — no support ticket required. The Assigned Facilities section unlocks once the staff member meets both conditions:
  • Their staff type is a treating type (PT, PTA, OT, OTA, SP, or SPA)
  • The required credential is on file — an NPI for treating therapists (PT/OT/SP), or a license number for assistants (PTA/OTA)
If either condition isn’t met, the section stays locked and displays a message asking you to contact StrataPT to change facility assignments for that user.
Multi-facility practices: If your practice has more than one location, you choose the facility (or facilities) directly in the staff member’s profile, you do not need to send a message to your Customer Success manager.

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Credentialing Holds on Facility Assignment

StrataEMR automatically places credentialing holds to protect your claims whenever the assignment could introduce risk.
  • New staff, or a staff member not previously assigned to any facility: When you assign their first facility, StrataEMR places a credentialing hold for certain key payers.
  • Staff member already assigned to a facility: Assigning them to an additional or different facility does not trigger new holds.
Warning: While a credentialing hold is active, claims will not submit for the affected payers until the hold is lifted.
When holds are placed, StrataEMR automatically sends a message to your practice’s admins confirming the staff member and facilities involved, along with the specific payer holds. Reply to that message with each payer’s in-network/out-of-network status (and proof of status if in-network) to have the Customer Success team lift the holds.

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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:

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Option 1 — Upload a Scanned Signature

  1. Have the clinician sign their name on a blank white sheet of paper using black ink.
  2. 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.
  3. From their profile in StrataEMR, use the Upload a Signature section to choose the file and save.

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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.

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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.
Check the clinician’s upcoming schedule before deactivating them. Appointments assigned to an inactive clinician move into a No Staff column rather than being removed. They aren’t lost, but future visits won’t be reassigned automatically. Reassign any upcoming appointments to an active clinician first. See Appointments for Inactive Staff for how the No Staff column works.

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Two-Factor Authentication

Two-factor authentication (2FA) can be enabled for individual staff members to add an extra layer of login security. This requires the staff member to verify their identity via a second method in addition to their password when logging in. To enable 2FA for a staff member, open their record in Setup > Staff and activate the two-factor authentication setting.