How to add or update team members

Team members are the people in your practice who use Referral Intel to manage referrals, update patient status, review dashboards, or track outreach activity.

Keeping your team list current helps make sure the right people have access and that referral activity is tracked accurately.

Short answer

Add team members who need access to Referral Intel or who need to be associated with referral activity, patient follow-up, scheduling, care coordination, or outreach.

Update team members whenever someone joins, leaves, or changes roles.

Why team members matter

Referral Intel is designed to support the people who manage your referral workflow.

Team members may be involved in:

Reviewing new referrals
Manually entering referrals
Updating referral status
Contacting patients
Scheduling appointments
Presenting care or treatment
Logging outreach activity
Reviewing dashboards
Managing settings

Adding the right team members helps your practice keep referral activity organized and accountable.

Where to manage team members

Team members are managed inside your Referral Intel portal.

To add or update team members:

Log in to your practice portal.
Go to Settings.
Open the team members or users section.
Add a new team member or select an existing team member.
Enter or update their information.
Save your changes.
Confirm their access or role is correct.

Who should be added?

Add team members who actively participate in your referral workflow.

This may include:

Practice owners
Providers
Office managers
Practice administrators
Front desk team members
Referral coordinators
Treatment or care coordinators
Marketing or outreach coordinators
Team members responsible for reporting or dashboards

Not every employee needs access to Referral Intel.

Only add team members who need it for their role.

What information should be included?

When adding a team member, include the information needed to identify them clearly.

This may include:

First and last name
Email address
Role or position
Login access, if applicable
Location, if applicable
Provider or team association, if applicable

Use names and roles your team will recognize.

Team member access vs. team member tracking

In some cases, a team member may need login access.

In other cases, a team member may simply need to be listed so they can be associated with referral activity, treatment or care coordination, or outreach.

For example:

A front desk team member may need login access to update referral status.
A care coordinator may need to be associated with scheduled care or treatment.
An outreach coordinator may need to log visits or meetings.
A provider may need to be associated with a patient or referral source.

Your setup should match how your practice actually works.

When to add a new team member

Add a new team member when someone begins helping with referral-related work.

Examples include:

A new office manager joins the practice
A new front desk team member starts managing referrals
A new treatment or care coordinator begins presenting recommended care
A provider joins the practice
A marketing or outreach coordinator starts logging activity
A team member needs access to dashboards or reporting

Adding team members early helps keep your data clean from the start.

When to update a team member

Update a team member when their role or responsibilities change.

Examples include:

A team member changes positions
A team member moves to a different location
A team member begins or stops managing referrals
A team member begins or stops presenting care or treatment
A team member needs dashboard access
A team member’s email address changes

Keeping team information current helps avoid confusion.

When to remove or deactivate a team member

If a team member leaves the practice or no longer needs access, update their access promptly.

This helps protect your practice’s referral data and keeps your team list accurate.

Common reasons to remove or deactivate access include:

Employee leaves the practice
Provider no longer works at the practice
Team member changes to a role that does not use Referral Intel
Temporary access is no longer needed
Email or login should no longer be active

Do not leave old users active unnecessarily.

Best practice: assign clear responsibility

Referral Intel works best when your team knows who is responsible for each part of the referral workflow.

Before launch, decide who will be responsible for:

Reviewing new referrals
Manually adding referrals that arrive outside the online form
Updating referral status
Confirming scheduled appointments
Tracking patients who have not responded
Logging outreach activity
Reviewing dashboard data
Managing user access

Clear ownership helps prevent referrals from being missed or left in the wrong status.

Best practice: train team members before launch

Before a team member begins using Referral Intel, make sure they understand the basic workflow.

At minimum, they should know how to:

Access the practice portal
View a new referral
Manually add a referral
Update referral status
Find uploaded attachments
Understand which actions may trigger notifications
Ask for help if something does not look right

This helps protect data quality and keeps the referral process consistent.

Common mistake: giving access to too many people

Referral Intel should be easy for the right team members to access, but not everyone needs login access.

Too many users can make accountability harder and may increase the chance of accidental changes.

Start with the team members who are directly involved in referrals, scheduling, coordination, outreach, and reporting.

Common mistake: not updating access when someone leaves

When someone leaves the practice, update their access as soon as possible.

This is a simple but important step for protecting your practice’s referral information.

Common mistake: unclear roles

If multiple team members assume someone else is updating referral status, referrals may stay incomplete or outdated.

Make sure your practice has a clear workflow for who updates each part of the referral journey.

How to access your practice portal
How to bookmark your practice-specific login link
How to set up your organization details
How to add locations and providers
How to update referral status