Add a clinician in Gale

Add a clinician by chat

In chat, type "Add Maya Lee, LMFT, as a clinician at maya@example.com" (Ask in chat), with your colleague's name, license and work email. Chat puts up an Add clinician card. Tap Add clinician and Gale does two things at once: it gives her a calendar and client list of her own, and it emails her an invite to join your practice. Nothing happens until you tap, and no client is contacted.

Leave out her license, as in "Add Maya Lee as a clinician at maya@example.com" (Ask in chat), and chat asks for it first, with a button for LMFT, LCSW, LPC, Psychologist and PMHNP. Tap hers. The card shows her name, her license, the role she joins as and the email the invite goes to.

After the tap, chat tells you she's added and the invite is sent. If the email didn't go out, chat says so, and her row on Settings > Team has her link to copy and a Resend button.

"Add a therapist Maya Lee at maya@example.com" (Ask in chat) works too, and asks her license the same way. Not sure what to type? Ask "How do I add a clinician?" (Ask in chat) and chat answers with the steps and the sentence. Only the practice owner or a practice manager can add a clinician.

Add a clinician on Settings > Team

On Settings > Team, press Add team member. For "Does this person see clients?", choose Yes, with their own calendar and clients. Enter her full name and email, pick a role, then her credential, the states she's licensed in and the care she provides. Press Send invite. In the Gale layout, the same form is on Settings, under Account & opening day > Team members & roles.

Three roles see clients:

• Clinician sees their own clients and notes and keeps their own calendar.
• Clinician + scheduling also books and checks in for every clinician.
• Supervisor also reviews and co-signs supervisees' notes and reads reports.

NPI and taxonomy are optional. Before you send, the form lists what she can and can't do.

What the invite email does

The invite is one email to your colleague. Its subject reads "You're invited to join", then your practice's name, then "on Gale". It says she's invited as a clinician and carries her join link. The link works once and expires in 14 days. It's a work email between colleagues, so no client hears anything from Gale.

Until she joins, her row on Settings > Team shows invited and "awaiting sign-in", with Copy link, Resend and Cancel invite. Resend sends the same link again, or a new one if it expired. Cancel invite stops the link working at once.

How your colleague accepts

She opens the link in the email. Gale shows "Join" and your practice's name, and says she's been invited as clinician. She creates her account with the email the invite went to: Continue with Google, Continue with Apple, or an email and password and Create account and join. If she already has a Gale account, she chooses Log in instead, and her invite comes with her.

She also picks a layout, Classic or Gale. Classic is the default. With a password account, she confirms her email address first, then comes back to join.

The invite works only for the address it was sent to. An email that already belongs to another practice, or to a patient account, can't join. Send the invite to a different address instead.

Prepare her hours and services before she accepts

You don't have to wait for her. Open her row on Settings > Team and press Edit. Under Calendar and booking, the page says "They haven't joined yet. What you set here is ready when they do." Set the states she's licensed in and the care she provides under Licensing & care, and her fees under Fees by billing code.

Her hours live on the Calendar. Press Set availability in her Hours card to open Calendar > Availability with her picked. As the owner, you can also type "Set Maya's hours Tuesday and Thursday 9-5" (Ask in chat) and tap Save hours on the card. In the Gale layout, hours are on the Schedule.

Seeing clients at a second office? Once that office is saved and her hours are set, "Make Tuesdays and Thursdays at Eastside for Maya" (Ask in chat) puts those days at that office when you tap Save hours.

What she sees

As a Clinician, she sees her own clients, not yours. She keeps her own calendar, reads notes only for her own clients and takes no payments. Billing and Analytics show her own clients only. In the Classic layout she starts on her Calendar. In the Gale layout, her calendar is the Schedule and her clients are her Caseload.

In the practice, her clients' notes are read by her, the practice owner, any supervisor or nurse on the team, and a clinician covering for her while the coverage lasts. A note she marks Me only stays hers, apart from a supervisor she sends it to for co-signing.

To check exactly what she can do, open her row with Edit. Role and access lists what she can and can't do. If she should also book for every clinician, change her role to Clinician + scheduling there.

What changes for you when she joins

Nothing changes on your everyday screens while the invite is pending. When she accepts, your practice has two clinicians, and clinician pickers, the team calendar and team reports turn on. A one-line notice above your Calendar says so, with links to Team calendar, Team reports and Team, and a Dismiss button. In the Gale layout it sits on the Schedule.

Ask "What changed when Maya joined?" (Ask in chat) for the same news in chat, or "Is my practice set up as a group?" (Ask in chat) for your counts.

Team reports now answer "How much did each clinician collect last month?" (Ask in chat). Before she joined, that report needed two clinicians. A practice booking page can open too, once two clinicians take online bookings: see set up your practice booking page. The whole journey is in grow from solo to group practice.