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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.

StrataEMR uses a tiered permission system to control what each staff member can see and do. Every staff login is assigned a Permission Level — a baseline that determines access across scheduling, documentation, and administrative functions. On top of that, Restrictive Modifiers can be applied to narrow access for specific staff members without changing their base level. Permission levels and modifiers are set per staff member in the Staff page of the Setup area. Changes take effect the next time the staff member logs in.
Access: Adding and editing staff members, including setting permission levels, requires Therapy Director permissions or above. Assigning Business Owner level requires Practice Administrator or above.

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Permission Levels

Permission levels are additive — each level includes everything from the levels below it. Front Desk is the baseline. All staff in StrataEMR have at minimum Front Desk access.

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Front Desk

The baseline permission level for all StrataEMR users.
  • View and edit patient demographics, case info, policies, tasks, notifications, contact history, and payments
  • View and edit patient stored documents
  • View patient clinical documents (cannot edit)
  • View inbound faxes and attach them to patient charts
  • View and edit the schedule

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Clinical Staff

Everything in Front Desk, plus:
  • Edit patient clinical documentation

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Therapy Director

Everything in Clinical Staff, plus:
  • Delete patients
  • View other staff members’ mobile view in StrataEMR
  • Add and edit staff members in the Setup area
  • Edit Templates, Fragments, and Selections in the Setup area
  • Edit patient intake message template content for fax cover sheets, emails, and text messages
  • Edit the Billing Plan of Care section on a patient’s Case Info page
  • Delete documents from a patient’s Clinical Documents list (where no charges are contained)
  • Receive document status review and correction requests on clinical documents
  • Edit patient clinical documents using Text Editing mode and Raw Editing mode
  • When completing a document where Charge Advice doesn’t meet the Billing Plan of Care, receive warnings instead of errors (allowing document completion)
  • View the list of custom completion actions taken after a document is completed

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Practice Administrator

Everything in Therapy Director, plus:
  • Create, receive, and read admin-only messages in the messaging area
  • Receive email alerts on overdue message threads for all users
  • Receive notifications about upcoming CMS Revalidation and therapist license expirations
  • Access more sensitive financial and practice reports

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Business Owner

Everything in Practice Administrator, plus:
  • Create and receive Business Owner-level messages in the messaging area

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Restrictive Modifiers

Restrictive modifiers can be applied to any staff member regardless of their base permission level. They narrow access for specific scenarios without requiring a separate permission tier.

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Prevent Document (with Billable Charges) Completion

The staff member retains all other permissions but cannot complete any clinical document that contains billable charges. Useful for assistant-level staff whose documentation requires a licensed therapist’s review before billing.

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Limit Messaging Access

The staff member retains all other permissions but cannot:
  • Be redirected to the Tickets area after login
  • Read tickets in the onboarding area
  • Create new tickets
  • View the tickets section of the dashboard
  • View or search current or historical ticket threads

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Limit Financial Features

The staff member retains all other permissions but cannot:
  • View Financial Reports or Marketing Reports
  • View billed-out charge information in the charge advice section of the clinical document editor

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View Only Own Facilities Schedules

The staff member retains all other permissions, but the facilities dropdown on the dashboard, schedule, and schedule map will only show facilities they are explicitly assigned to in the Setup area.

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View Only Own Schedule

The staff member retains all other permissions but cannot view other staff members’ scheduled appointments on the schedule calendar. They can only see their own appointments.

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Staff Type

Staff Type is a separate setting from permission level. It controls which documentation templates a staff member can access and which patient cases they can document in — preventing cross-discipline documentation errors. For example, a staff member with a PT Staff Type will only see PT templates and will be locked out of OT cases. This ensures clinicians document within their licensed scope. Staff Type can also be set to Clinical Only or Clinical + Front Desk depending on whether the staff member needs access to administrative functions.

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PTAs and COTAs

Every clinical document in StrataEMR requires a supervising therapist with an NPI listed on the note — regardless of who creates or completes it. A PTA or COTA can create and, depending on their permission settings, complete a document, but the supervising therapist’s name must appear on it. StrataEMR does not enforce a specific workflow for how this happens, and requirements vary by state. Some clinics allow the PTA or COTA to add the supervising therapist’s name and complete the note without a formal review step. Others route each document through StrataEMR’s Review workflow, which requires the supervising therapist to open and approve the document before it is finalized. If your practice requires review before completion, enable the Prevent Document (with Billable Charges) Completion modifier on PTA and COTA staff accounts.

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Additional Admin Capabilities

Staff members with Therapy Director permissions or above can also:
  • Reset staff passwords from the Setup area
  • Set staff to inactive to immediately block login access without deleting the account
  • Impersonate a staff member to see the exact view they experience in StrataEMR — useful for troubleshooting access issues (blue menu bar > Setup > Staff > Impersonate)
  • Set schedule sort order to control the column sequence for each staff member on the schedule