Add your providers and medical director

Add and onboard the medical director first, then complete each provider’s credentials, signature, schedule, Healthaide review, and pharmacy-network approval.

This guide is for clinics that run their own clinical team with an Own Provider Network. It covers provider model setup, medical director and provider invitations, permissions, provider onboarding, and state routing.

Where to go

• Settings > General > Provider Model
• Staff and Permissions
• State Coverage > Exam Routing by State

Step 1: Switch to Own Provider Network

1. 01

   Open Settings, then General.
2. 02

   Find Provider Model.
3. 03

   Select Own Provider Network and confirm the change.
4. 04

   Complete the Own Provider Network onboarding steps if prompted.

Step 2: Invite your medical director

1. 01

   Enter the medical director's email when prompted during onboarding.
2. 02

   The medical director completes onboarding and signs the required agreement accepting responsibility for medical oversight and the clinic-managed health intake screenings, including the liability terms in that agreement.
3. 03

   Confirm director onboarding is complete before inviting other providers. Return to Settings > General and confirm Own Provider Network is selected.

Step 3: Add providers after medical director onboarding

1. 01

   Open Staff and Permissions.
2. 02

   Select the option to invite a user.
3. 03

   Enter the person's name and email.
4. 04

   Select the applicable location or locations.
5. 05

   Select User, then choose Provider or Medical Director.

Step 4: Set provider permissions

Review the permissions that fit the provider's responsibilities. Common provider permissions include:

• Patients
• Tags
• Analytics
• Catalog
• Exam queue
• Scheduling
• Clinical exam access
• Pharmacies

Create Manual Pharmacy Orders remains unavailable until the provider has completed onboarding and Healthaide has approved the provider for the pharmacy network. An administrator can enable that permission after approval.

Step 5: Complete provider onboarding

Each provider opens Profile by selecting their photo or profile icon in the top right or bottom left of the clinic portal. They complete:

1. 01

   Personal information and address.
2. 02

   Their individual NPI number.
3. 03

   License number and expiration date for each state where they will practice, plus other required registrations.
4. 04

   DEA information when applicable.
5. 05

   An adopted prescription signature.
6. 06

   Calendar connection and their schedule or availability for patient visits.

State licensure and routing

For Own Provider Network clinics, open State Coverage. The page is titled Exam Routing by State.

Each state can be set to

• Your Clinic
• Healthaide
• Disabled

When a state is set to Your Clinic, the platform checks whether your clinic has an active provider with the applicable state license saved in Healthaide.

The routing decision uses the state that applies to the specific order. If a patient selects a delivery address that differs from the primary address on their profile, the delivery state for that order can determine routing.

If a state is set to Your Clinic but no eligible clinic provider is licensed in that state, the Healthaide Provider Network acts as the fallback.

If a state is set to Disabled, patients cannot apply for care through either provider network in that state.

Build your clinic intake exams in the Exam Builder and define the Exam Rules. For each applicable product, open Catalog > Products, select the product, scroll to Product Variants, and set the clinic exam for each variant. Confirm every intended provider has an approved NPI before prescribing. Exam Assignment also matters. If your clinic does not have its own health intake screening exam assigned to a treatment, the Healthaide exam acts as the fallback and the Healthaide Provider Network handles the clinical review. The normal Healthaide exam fee applies.

Approval and manual orders

• A provider who is still being reviewed will see a pending approval status. Healthaide checks that the NPI and licenses are active, reviews licensure for issues, and adds the provider to the pharmacy network. Pharmacy-network addition is required before the provider is approved.
• After approval, a provider can provide care and place manual orders only where their profile, permissions, licenses, and pharmacy-network approval allow.
• If a provider cannot place a manual order, review their Profile, state license, approval status, and Create Manual Pharmacy Orders permission.