Your Role as an Org Admin in the EMR

Overview

Org Admins play a critical role in ensuring Pathfinder EMR is set up correctly, securely, and ready for daily use. As an Org Admin, you manage access, privacy, and activation for providers and clients. Your actions determine who can log in, who can see which clients, and when services can begin.

Org Admins are responsible for completing required setup and activation steps, and supporting providers and staff throughout onboarding and ongoing operations.

Create and Manage Programs

Programs define privacy and visibility boundaries in Pathfinder EMR and should be established before adding providers or clients.

As an Org Admin, you are responsible for:

• Creating Programs for different teams or service lines
• Ensuring staff are assigned to the correct Programs
• Separating Programs when staff should not share client visibility

If Programs are not set up correctly, staff may not see the right clients or may see clients they should not.

Add and Activate Providers

Org Admins are responsible for adding providers and ensuring they are fully activated before access is granted.

This includes:

• Creating provider accounts
• Assigning providers to the correct Programs
• Reviewing and clearing all Action Required onboarding gates. A gate is a required approval or completion step that ensures readiness and compliance before services are delivered.
• Approving credentials after they are entered
• Setting preferences like payroll, schedules, and supervisor. 

Creating a provider account alone does not grant access. All required gates must be cleared.

Add and Activate Clients

Org Admins ensure clients are fully onboarded before services can begin.

This includes:

• Creating or reviewing client profiles
• Assigning clients to the correct Programs
• Reviewing Action Required items
• Approving insurance (Org Admin–only step)
• Confirming assessments are uploaded and complete

Clients cannot receive services until all required onboarding gates are cleared.

Use Action Required to Monitor Readiness

The Action Required notifier is your primary tool for identifying what is blocking progress. You can find this under status on the client or provider dashboard and then highlighted on each users page. 

Org Admins should:

• Check Action Required first when issues arise
• Use it to diagnose provider login problems- if a provider is struggling to log in they may not be approved and you will see action required notifiers.
• Use it to confirm client readiness for services

Action Required helps prevent incomplete setups and ensures compliance.

Summary

As an Org Admin, you are responsible for making sure Pathfinder EMR is properly configured, compliant, and ready for day-to-day operations. Your work controls access, privacy, and readiness for both providers and clients. By correctly setting up Programs, fully activating providers and clients, and actively monitoring the Action Required section, you ensure services can begin without delays and that staff only see what they are authorized to see. A well-managed Org Admin setup supports smooth onboarding, protects client information, and sets your organization up for long-term success in Pathfinder EMR.