QRM Medical Suite | Administrator Guide

Enrolling Your Team

How to add staff accounts, give each person the right medical role, and confirm they see exactly what their job needs and nothing more.

1. Pick the role before you invite

Every staff member carries one medical role. The role decides which patients they can reach and what they can change. Pick from this table first; the invite takes thirty seconds once you know the role.

Role	Who it's for	What they can do
Super Admin	Practice leadership / system owner	Everything, across all practices, including staff roles and the admin-only "Viewing as" preview.
OPS Manager	Operations lead	Practice administration, all patients, care plans incl. approval, calls, billing and payments, analytics.
Practice Manager	Front-office manager	Patients (view, add, edit), care plans (view), calls, billing view, analytics.
Care Manager	Day-to-day patient care	Their assigned patients, adding patients, care plans, and the service calls and check-ins.
Enrollment Rep	Patient outreach & enrollment	Their assigned outreach patients, add patients, run the guided enrollment call with its dispositions. Non-billable outreach work.
Provider	Physicians / NPs	View patients and care plans, approve or reject care plans. Their sign-off completes enrollment.
Practice Biller	Revenue cycle	Billing and payments only. No patient charts.

No role deletes history. Patients, call history and enrollment records can only be deleted by a practice administrator. Care Managers and Enrollment Reps can add and edit, never remove.

2. Add or invite the person

Open the Workforce screen Go to Medical > Care Management > Workforce and click Add / Invite Staff.

Fill in the person and their role Enter their name and email, then choose the medical role from the table above and the practice(s) they belong to. A person with no medical role can sign in but sees no patient data.

Choose how they get their password

Invite link: they receive an email with a link to set their own password. Recommended.
Temporary password: you set one and they must change it at first sign-in.

Exactly one email goes out either way.

Optional: portal-only view Turn on medical portal only for clinical staff who should live entirely inside the medical screens. It hides the wider workspace navigation and leaves them a focused interface. You can toggle this later from their row on the Workforce screen.

3. Change a role later

Open Workforce, click the person, and pick the new role in their drawer. The change applies on their next page load, with no re-invite needed. The same drawer resends the password-setup email if someone never finished signing up.

4. Confirm they see the right things

Administrators have a "Viewing as" switcher in the header of the medical dashboards. Pick any role to preview the screens exactly as that role sees them, then switch back to My view.

Only administrators see this switcher. It is not shown to any other role, and the server independently refuses role previews from non-admin accounts. What a Care Manager or Enrollment Rep sees on their own screen is always the real, enforced view of their role.

What each role's menu hides is deliberate: Providers, Care Managers and Enrollment Reps don't see billing, payments, practice administration or other tabs unrelated to their job. If someone reports a "missing" tab, check their role first. It is usually working as intended.

5. An Enrollment Rep's first day

Their outreach list. The home dashboard shows patients in onboarding, invitees awaiting activation, and their activation tasks.
Calling a patient. Start the call from the patient record. Patients not yet enrolled get the guided Enrollment Call script.
Dispositions do the bookkeeping. No Answer and Voicemail log the attempt and schedule the retry. A requested callback books the task and the calendar slot. Requested More Information creates the send-info task plus the follow-up call. Opted In moves the patient into onboarding with a documentation task. Opted Out records the reason and keeps the history. The rep never has to remember to create a follow-up.
Bad phone number? The Wrong / Bad Number disposition flags it and creates an alternative-contact task. Patients are never removed automatically.
After an opt-in. Consent, assessments and the care plan are completed from the patient record. A Provider's approval finishes enrollment.

QRM Medical Suite | Enrolling Your Team | This guide reflects the platform as of August 31, 2026. Your workspace administrator can tailor the enrollment call script and role assignments to your organization.