Parent & Sub-Org Permission Template Guide

Healthie’s multi-provider capabilities enable organizations to share resources, collaborate across clients, and maintain custom permissions that streamline operations, promote cross-collaboration, and offer coordinated care to clients.

For organizations on our Enterprise plan, we offer an additional administrative layer that allows for the configuration of a Parent Organization with one or more Sub-Organizations. This article provides best practices for configuring permissions and settings in the Parent Organization to ensure seamless application to Sub-Organizations.

Settings and Permissions Hierarchy

Permissions set in the Parent Organization automatically trickle down to Sub-Organizations. Here are key details:

Member Permissions & Permission Templates

• Configuring Permissions: Member permission templates can be created within the Parent Organization and applied to Sub-Organizations at the time of their creation.
• Template Changes: Changes made to permission templates at the Parent Organization level will not retroactively update permissions for users in Sub-Organizations if the template was previously applied. 
• Bulk Updates: Bulk updates to permissions can be made via Healthie’s API or by contacting hello@gethealthie.com.

Best Practices

• Use permission templates to standardize settings across teams and ensure consistency.
• Perform most care actions (e.g., scheduling, billing, documentation) at the Sub-Organization level to maintain efficiency and data accuracy.

For detailed explanations of each permission setting, refer to Deep Dive: Team Member Permissions.

Configuring Organization Member Permissions

Permissions determine what actions team members (staff and providers) can perform within the platform. These settings can be tailored per individual or standardized via permission templates.

Considerations

Permission Templates for Standardization:

• Templates streamline the onboarding process and ensure consistency across roles.
• Updates to templates do not affect previously assigned users.

Sub-Organization-Specific Permissions:

• Customize permissions at the Sub-Organization level for actions like scheduling, billing, and documentation.
• Restrict sensitive actions (e.g., accessing patient data) to essential team members only.
• Creating a Permission template for Owners and Admins that is distinct from other permission template(s) can be helpful here. 

For an in-depth explanation of permission settings, visit Deep Dive: Team Member Permissions.

Organization-Wide Settings

Branding

• Parent Organization Branding: Branding configured at the Parent level is shared across the organization.
• Sub-Organization Branding: Sub-Organizations can customize branding independently. If you would like sub-organizations to have their own branding distinct from your parent organization, we recommend that the member setting “Can have their own branding” is enabled for sub-organization owners. We advise having this permission OFF for team members otherwise. 

Reporting

• Access to Reports: Sub-Organizations can generate and access reports, including patient data. Limit this access to essential personnel by adjusting permissions accordingly.

Managing Clients and Care Team Members

Actions involving clients, such as scheduling or care coordination, should primarily occur at the Sub-Organization level to maintain streamlined workflows and data accuracy.

Notes:

• Align permissions with team members’ specific roles.
• Ensure client-related data access is restricted to authorized personnel only.

Calendar and Appointments

Appointment Settings

• Parent-Level Configurations:
  • Appointment types created at the Parent level are visible to Sub-Organizations.
  • Sub-Organizations cannot edit Parent-level appointment types.
• Sub-Organization Customizations:
  • Sub-Organizations can create their own appointment types, including location details and calendar color schemes.

Billing Permissions

Billing actions should primarily occur at the Sub-Organization level to ensure accurate financial management.

Notes:

• Use permission templates to grant billing access only to designated team members, such as billing administrators.
• You can restrict non-essential team members from accessing billing settings or performing financial actions.

Creating a Sub-Organization

Follow these steps to create and configure a Sub-Organization:

1. Navigate to Organization > Sub Orgs > Add New Sub Organization.
2. Provide the following details:
   • Name of the Sub-Organization.
   • Sub-Organization Administrator information (only one admin can be added).
3. Select settings and content to apply from the Parent Organization:
   • Settings: Include appointment types, intake flows, and calendar configurations.
   • Content: Import forms, packages, and programs.

Notes:

• Appointment Types: Automatically imported but uneditable by the Sub-Organization.
• Forms: Copied from the Parent Organization and locked for editing by Sub-Organizations.
• Programs and Packages: Editable by Sub-Organizations; changes only affect their account.

More information can be found here: Using the Sub-Organization Layer. 

More Resources

If you require assistance configuring your sub-organization, contact hello@gethealthie.com.