Admin Layers for Your Account (Sub-Organization Layer)

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

As part of our Enterprise plan, we can set up an additional administrative layer to your account, for advanced administrative purposes. 

In order to add or use the Sub-Organization layer, a semi-white label or full web white label is required. 

What is a Sub-Organization Layer?

As part of the organization plan, we can help you set up an additional administrative layer (also known as our "Sub-Organization layer") to help you manage your providers, clinics, and/or regions. This is in addition to Healthie's standard roles of Admin, Standard, and Support that you see when you add or remove a member in your organization. 

This may be applicable if you:

• Need an additional "layer of hierarchy" if you work with a large volume of providers using Healthie 
• Organize your providers / clinics into regions 
• Offer a front-end marketplace, and would like to have individual calendar links for individual clinics / providers, but have a single back-end experience
• Work with sites that each have multiple providers or support staff that may or may not need to interact with each other / share client information (we can help you cover both cases)
• Re-sell Healthie to your partners, and your partners need their own, independent instances that you have oversight into
• Want to sell access to other organizations without them being added to your own list of providers or support staff. 
• Want each Sub-Organization to control their day to day while providing them with a backbone of content/default workflows 

One other benefit of setting up administrative layers within your organization is that it can impact Reports you generate within Healthie. 

Example: Using Healthie's Sub-Organization layer 

• With the Sub-Organization layer, Organization can centrally create and distribute Programs, Documents, Intake Forms, and Charting Templates to the individual independent clinics. It is up to the Organization whether these materials can be further modified by the Provider, or if you'd like to centralize Branding and/or content. 
• Organization pulls reports on the Organization for Business Analysis
• Organization can add Sub-Orgs without affecting admin level settings/content. 
• From the sub-org perspective their experience is fully white labeled in the event that the master org has purchased the white label, and Healthie is only used to power features/support. If the sub-org needs their own white label settings, they would need to purchase their own white label from Healthie.
• Sub-Orgs are allowed to customize their client experience. They can set up their own intake flows, packages/services, while using Admin level created content.  

Using the Sub-Organization Layer

If you want to use the Sub-Organization layer, here are some additional details on how to best coordinate this with the Healthie team, for a smooth experience:

Step 1: Add a Sub-Organization

Create your own Sub-Org by navigating to Organization > Sub Orgs > Add New Sub Organization.

• If you are an administrator of the master Organization, please email hello@gethealthie.com if you would like to create your own Sub-Organization.
• An aside tab will appear, with the following prompts: 
  • Name of Sub-Organization 
  • Sub-Org Administrator Details (there can only be one admin added) 
  • Settings you wish to carry over from the master organization (see more below) 
  • Content you wish to carry over from your master organization (see more below) 
• Copy over Settings: You can optionally import settings from your organization to this new sub organization.
• Appointment Types: Appointment types from your master org are visible to a sub org account, but are NOT editable by the Sub-Org. New appointment types that you create would automatically be visible to the Sub-Org.
  • Note: Your appointment types are automatically imported into a sub org that you create, even if you uncheck the "Import settings from your organization" checkbox.
• Appointment Settings & Calendar Color Schemes: A Sub-Org starts with the same appointment settings and color schemes as your master org. A Sub-Org can edit them, with edits only affecting the Sub-Org.
• Intake Flows: A Sub-Org starts with the same intake flows as your master org. A Sub-Org can edit them, with edits only effecting the Sub-Org.
• Copy over Content: You can optionally copy content from your master organization to this new sub organization.
• Forms: Forms from your master org are visible to a sub org, but they are NOT editable by the sub org. New forms that you create would automatically be visible to the Sub-Org.
  • Note: Your forms are automatically copied to a sub org that you create, even if you uncheck the "Copy content from your organization" checkbox.
• Packages: A Sub-Org starts with the same packages as your master org. A Sub-Org can edit them, with edits only effecting the sub org.
• Programs: A Sub-Org starts with the same programs as your master org. A Sub-Org can edit them, with edits only effecting the Sub-Org.

Step 2: Migrate Existing or New Customers to a Sub-Org (optional) 

You can migrate current providers in your master account into a Sub-Org, and the same provider can be in multiple Sub-Orgs.

You can migrate current clients into a Sub-Org. Their experience will NOT be disrupted, as they will have the same log-in, visiblity & permissions, and materials that you have shared with them to date. Their full client record (including PHI) will be transferred. The same client cannot exist with the same profile in multiple sub-orgs. On the other hand, when a client is added into Sub-Org they’re automatically added to the master Org Client List.

A client could theoretically use the same e-mail address with multiple Sub-Orgs, but they'd need to switch across accounts, and entries or actions would not carry over. 

You can follow our Client Import process to import new clients to a Sub-Org account. In your e-mail to our team, please indicate which sub-org the Clients should be imported into.

Note: If you have already created your Sub-Organization and have settings or content you would like to push, please email hello@gethealthie.com. If you edit some piece of content in the master organization after creating the Sub-Organization, that update will not automatically trickle down to the Sub-Organization.  

Notes and Best Practices for Sub-Orgs

There is no limit to the number of Sub-Orgs that you can have associated with your Master Account, however, it is not possible to delete a Sub-Org once it has been created. You are able to change the access e-mail address to remove the Sub-Org "Switch."

If a Sub-Organization has an active Healthie account that is not associated with your organization, we are unable to directly transfer that account to live within your Sub-Organization (for security, business, or legal reasons). We recommend creating a new account for that member, and if desired, the Sub-Organization can cancel their independent account. 

Learn more: Best Practices for Sub-Organizations.

Additional Resources

Please reach out to us at hello@gethealthie.com if you have any additional questions about Sub-Orgs. We also encourage you to check out our relevant Onboarding Guides.