For administrators
Setting up your practice
Users, roles, and what a practice administrator manages.
What a practice administrator manages
A TenantAdmin manages the things a whole practice shares: who has access, which EHR/RIS systems Fieldnote is connected to, whether native order write-back is turned on for a connection, and the practice-wide audit trail. Day-to-day recording and review stays with your Provider accounts.
Roles
| Role | Can do |
|---|---|
| TenantAdmin | Everything below, plus manage EHR connections, native write-back settings, and provider accounts. |
| Provider | Record visits, review and approve notes and actions, view their own write-back status. |
| Reviewer | Review and approve notes and actions without necessarily having recorded the visit — for practices with a separate documentation-review step. |
| Auditor | Query the practice audit trail without day-to-day clinical access. |
An account can hold more than one role. Roles come from your organization's user group membership and are included as claims on every sign-in.
Adding providers
Provider accounts are created by a TenantAdmin. As of this writing, the app does not yet have a self-serve "add a user" screen — new providers are provisioned through your Fieldnote onboarding contact, who creates the sign-in account and the matching provider record for you. Give them the clinician's name, NPI, and the EHR practitioner ID they should be matched to.
Every account is enrolled in MFA at creation — plan for each new provider to have an authenticator app or phone ready on their first sign-in.
Before your first clinician records a visit
- Connect at least one EHR/RIS system — see Connecting Epic / Oracle Health / another FHIR R4 system.
- Confirm the connection status shows Active in Settings and Test connection succeeds.
- Confirm a provider's schedule actually populates on their Today screen — this confirms the schedule feed, not just the connection, is working.
- Walk every provider through the recording-consent workflow for your jurisdiction before their first recorded visit.
- Run one full test visit end to end — record, review, approve, write-back — in a non-production/sandbox connection if one is available, before relying on production.