Managing your team's access in DigitalPatientChart keeps your practice running securely and efficiently. This guide covers everything from sending your first staff invite to deactivating a former employee — without losing their associated records.
What You'll Need Before You Start
Before you invite a new staff user, confirm you have the following:
- Owner or Admin role — only these roles can manage staff accounts
- The staff member's work email address — personal emails are not recommended
- Their intended role — see role definitions below before sending the invite
- Location assignment — know which practice location(s) they'll need access to
How to Invite a New Staff User
Adding staff to your patient portal takes under two minutes. Here's how:
- Go to Settings in the left sidebar.
- Select Staff Management.
- Click Invite New User.
- Enter the staff member's work email address.
- Select their Role from the dropdown (see role definitions below).
- Assign one or more Practice Locations.
- Click Send Invite.
The staff member receives an email with a secure setup link. Invites expire after 72 hours. If they don't accept in time, you can resend from the Pending Invites tab in Staff Management.
Understanding User Roles and Permissions
DigitalPatientChart user permissions setup uses four roles. Assign the most restrictive role that meets each staff member's needs.
Role What They Can Do Owner Full access — billing, staff management, settings, all locations. Cannot be deactivated by an Admin. Admin Most Owner permissions except transferring ownership or modifying Owner accounts. Can invite and deactivate staff. Front Desk Scheduling, patient check-in, basic patient record viewing. No billing access, no staff management. A front desk user needs read access to the schedule and patient contact info — nothing more. Billing Insurance claims, invoices, payment posting. No clinical notes access. {{screenshot: Role dropdown in Invite New User modal showing all four options}}How to Edit a Staff Member's Role
To change a user role in your practice management software after a staff member has already been added:
- Go to Settings > Staff Management.
- Find the staff member in the Active Users list.
- Click their name to open their profile.
- Select a new role from the Role dropdown.
- Click Save Changes.
The change takes effect immediately on their next page load.
How to Deactivate or Remove a Staff User
When you need to remove an employee from your medical software — due to a departure or role change — deactivation is the correct action. Deactivating a user removes their login access but preserves all records they created.
- Go to Settings > Staff Management.
- Click the staff member's name.
- Click Deactivate User at the bottom of their profile.
- Confirm the action in the dialog box.
Note: Deactivated users appear in the Inactive tab. Their records, notes, and activity history remain intact. To permanently delete a user, contact support — permanent deletion cannot be undone.
Multi-Location Practices: Assigning Staff to Multiple Locations
For multi-location practice staff access management, DigitalPatientChart lets you assign one user to more than one location from a single account.
- Open the staff member's profile in Staff Management.
- Under Location Access, click Add Location.
- Select the additional location(s) from the list.
- Click Save Changes.
The user can switch between assigned locations using the location selector in their top navigation bar. Access controls apply per location — you can set different roles per location if needed.
{{screenshot: Staff profile showing Location Access section with multiple locations assigned}}Monitoring Staff Activity with the Audit Log
Owner and Admin users can track staff activity in the patient chart software using the built-in Audit Log.
- Go to Settings > Audit Log.
- Filter by User, Date Range, or Action Type (e.g., record views, edits, logins).
- Export results as a CSV if needed for compliance documentation.
The Audit Log retains activity history for 12 months.
Troubleshooting: Staff Invite Email Not Received
If a staff member reports they haven't received their invite from the healthcare platform, work through these steps:
- Check spam or junk folders — invite emails come from [email protected]. Ask staff to add this address to their safe senders list.
- Verify the email address — go to Pending Invites and confirm no typos in the address.
- Resend the invite — click Resend next to the pending invite. A fresh 72-hour window starts immediately.
- Check IT/firewall filters — some employer email systems block automated platform emails. Your staff member's IT team may need to whitelist the sender domain.
- Invite already accepted — if the invite no longer appears in Pending Invites, the staff member may have already created their account. Check the Active Users list.
Still Need Help?
Contact the DigitalPatientChart support team:
- In-app chat: Click the ? icon in the bottom-right corner of any screen
- Email: [email protected]
- Help Center: Browse all articles at medximity.com