Who Should Do This
User account creation is typically completed by the practice owner or office manager, with guidance from the onboarding team. In some cases, the onboarding team may create initial accounts on your behalf based on a staff roster you provide.How Users and Roles Work
StrataEMR uses role-based access control. Each user account is assigned one or more roles, and each role defines what parts of the system that user can see and what actions they can take. This means you don’t need to configure permissions individually for each staff member. You assign the right role, and the permissions follow.Available Roles
Creating User Accounts
Clinician-Specific Setup
Clinician accounts may require additional configuration beyond what other roles need, since provider identity affects clinical documentation and billing.Guidance by Persona
When setting up accounts, use these guidelines to match roles to staff. Clinicians (PTs, OTs, SLPs, and assistants): Assign the clinician role. Ensure their NPI, license, credentials, and taxonomy code are entered accurately, as this information flows onto clinical documents and claims. For assistants (PTAs, COTAs), confirm supervising provider assignments. Front desk and admin staff: Assign the front desk/admin role. These users need access to scheduling, patient intake, and demographics, but generally should not have access to clinical documentation or billing. Billers: Assign the biller role. These users work primarily in StrataOffice and need access to claims, payments, and billing reporting. If a staff member handles both front desk and billing duties, they may need both roles. Practice owners and managers: Assign the administrator role for full system access. Even if you also treat patients, having admin access lets you manage settings, users, and reporting alongside clinical work.Common Setup Mistakes
Giving everyone admin access. It’s tempting to give every user full access to avoid permission complaints. This creates security risk and makes it harder for staff to find what they need. Assign the narrowest role that fits each person’s job. Forgetting provider identifiers. Clinician accounts without accurate NPI and license information will cause billing problems. Verify these before go-live, not after claims start getting denied. Not assigning users to facilities. In multi-location practices, users need to be associated with the correct facility (or facilities) to see the right schedules and patient lists. Don’t skip this step.Verification
Before moving to go-live preparation, verify the following:- All staff members have active user accounts
- Each user is assigned the correct role for their job function
- Each user is assigned to the correct facility (or facilities)
- Clinician accounts have accurate NPI, license, credentials, and taxonomy codes
- Supervising provider relationships are configured for assistants
- At least one user has administrator access
- All users have logged in at least once to confirm account access works
Next step:
- Going Live — What happens when your account transitions to full production.