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AIO - Creating Provider or Admin User

This article provides instructions for creating new user accounts (both clinical and non-clinical users) and managing access across the Practice Management (PM) and Clinical modules.

 

The email address is the critical link between all your user and member accounts in Motivity.

Always use the same email address to represent the same individual in both modules of your Motivity environment (PM & Clinical).

1. Provider User Creation (Clinical Staff)

 
Provider accounts are for clinical staff (such as BCBAs, RBTs, etc.) who will be working in the Clinical module. All Providers must be created in Practice Management (PM) first.
 

Core Process: Creating a Provider record in PM automatically creates their core Motivity user account and their record in Clinical (known as a member account in the Clinical environment).

 

Step Action Details
1. Create Provider in PM Use your standard workflow (i.e. assigning role and permissions) to create a new Provider record in Practice Management (PM). This action automatically creates the Provider’s core user account and their member profile in your Clinical module.
2. Assign Role in Clinical Navigate to the Member's profile in the Clinical module. You must manually assign a Role to the new member in Clinical to grant them the correct access and permissions.
3. User Receives Email The system automatically sends an email to the user. The user will receive an email notification to create their password. 
4. Login Once the password is created, the user can log in to either PM or Clinical, according to the Roles and access you have assigned. They only need one set of login credentials (username/password) to access both modules.

For detailed steps on adding a new Provider in PM, refer to: How to Add a Provider

 

 

 

2. Admin User Creation (Non-Clinical Staff)

 
Admin Users are non-clinical staff (such as billers, schedulers, etc.) who primarily need access to the Practice Management (PM) module.
 

Core Process: Creating an Admin User in PM automatically creates their core Motivity user account but does NOT automatically create a member record in Clinical.

 

Step Action Details
1. Create Admin User in PM Use your standard workflow to create a new Admin User record in Motivity Practice Management (PM). This action creates the Admin User’s account for login.
2. Assign Role in PM Assign the user’s role within PM. This grants them the correct access and permissions within PM.
3. User Receives Email The system automatically sends an email to the user. The user will receive an email notification to set their password and can then log in to PM.

For detailed steps on creating an Admin User, refer to: creating an Admin User

If an Admin User Needs Clinical Access

  1. Manually Add Member in Clinical: Once the Admin User account is created in PM, you must manually add the individual as a Member to the Clinical module.
  2. Use the Same Email: It is crucial that you use the exact same email address that was used to create the Admin User record in PM.
  3. Assign Role in Clinical: Assign the Member a Role in Clinical for access permissions.
  4. Automatic Linking: The accounts will link automatically based on the matching email address, and the Admin User will then be able to access the Clinical module.

3. Changing an Admin User to a Provider

 
An Admin User can be changed to a Provider later if needed.
  • You will create a new Provider record in PM and link it to the Admin User's existing user account.
  • When the change occurs, the system will check for a corresponding Member record in Clinical:
    • If no Member exists, a new Member record is automatically created in Clinical.
    • If a Member already exists (e.g., if you manually created one earlier), no new Member is created.
  • You still need to manually assign the appropriate Role to the Member in the Clinical module.

4. Linking Users Created in the Clinical module First (Not Recommended)

 
While we strongly recommend creating all users in Practice Management first, some organizations may have an existing Member in Clinical that does not have a corresponding record in PM.
 
To resolve this and ensure proper linking:
  1. Get the Email Address: Obtain the exact email address from the Clinical Member's profile.
  2. Create User in PM: Create either an Admin User (for non-clinical staff) or a Provider (for clinical staff) in PM using the exact same email address.
  3. Automatic Linking: The two accounts will be automatically linked because the email addresses match.
  4. Assign PM Roles, Designations, and Access (If Needed): If the user requires access to PM, ensure you assign them the appropriate Role and Designation in PM for permissions.

 

Last updated by Dr. Katie Palmer on 1/20/26