For MedFlow admins who set up a group, and for group managers who use it
What changed
A practice group is a new kind of organization. MedFlow links it to the clinics it runs, and anyone who is a member of the group sees every linked clinic at once: orders, billing claims, procedures, coverage rules, and the finance figures.
Three things to know up front:
Members of a group can look, not change. A group manager reads everything the clinics' own managers can read, and nothing is editable from the group. Edits still happen inside each clinic.
Lists show which clinic a row belongs to. Orders, procedures and coverage rules gain a Practice column; billing claims gain an Organization column. A practice filter narrows any list to one clinic.
The home page is the group's finance view. The finance strip covers every linked clinic, and a Clinics card ranks them for the selected range.
This guide has two parts. Part A is for MedFlow admins who create a group and link clinics. Part B is for the people who log in as group managers.
A1. Before you start
You need the Organizations: create, Organization relations: create and Organization members: create permissions, which MedFlow admins have. Have the exact clinic names ready; you will search for each one.
A2. Create the group
Open Organizations from the menu. Next to the search box there is a new outline button, New practice group.
Click it. The form opens with the page title New Practice Group and a short explanation: An umbrella organization whose members see every linked clinic. Link clinics on the Relations tab after creating it. The Organization Type is already set to Practice Group.
Fill in:
Field | What to enter |
Name | The group's name as staff know it, for example OCP. Required. |
Address Line 1, City, State, ZIP Code | The group's main office. Required. |
Phone Number, Email, Fax Number | Optional. |
Tax ID | Optional for a group. The asterisk is shared with the practice form. |
You will not see the practice-only sections (NPI, Legal Name, DBA, Practice Type, Claim Submission) or the Create Stripe Customer box; a group never bills patients itself.
Click Create Organization. The page goes straight to the group's Relations tab. (On an organization record the tabs sit under two menus at the top, View and Organization; Members and Relations are under Organization.)
A3. Link the clinics
On the Relations tab, click Add Relation.
Relationship Type offers one option for a group, Practice Group - Practice, and is already selected.
Organization searches practices only. Pick the clinic.
There is no commission field; commissions belong to distributor relations.
Click Add relation. The toast reads Organization relation added successfully. Repeat for each clinic.
The table lists every link with the clinic's name, a Child badge, its type, and Practice Group - Practice under Relationship Type.
What stops you: linking anything that is not a practice. The server refuses with practice_group_practice requires a practice_group parent and a practice child. Pick a practice and try again.
To unlink a clinic, use Remove on its row. There is no confirmation prompt, so check the name first.
A4. Add the group's managers
Open the group's Members tab. The actions sit in the ⋮ menu at the top right of the page header.
For someone who already has a MedFlow login: Add Member, choose the person under User profiles, set Role to the one option offered (it shows as MANAGER), and click Add member. The toast reads (the person's name) added to organization.
For someone new: Add New User opens the user form with the organization filled in; set Organization Role to Practice Group Manager.
The members table shows the stored role key, practice-group-manager, in its Role column. A person can be a member of the group and of individual clinics at the same time; group membership only adds the combined view.
A5. What the group's record looks like
The organization header shows the name with (Practice Group) beside it. A group has three tabs, reached from the View and Organization menus under the header: Details, Members and Relations. The practice-only tabs (Locations, Logo, Portals, Custom IFUs, Pricing, Services, Enrollments, Storefront, Shipment Preferences, Integrations) do not apply.
In the Organizations list, the Type column reads Practice Group, and the Type filter has a Practice Group option.
B1. Before you start
Log in as usual. If you belong to more than one organization, pick the group from the organization selector. The menu you see is the group's menu: Home, Patients, DME, Medical, Providers, Finance, Clinics, Billing, Staff, Invoices, Organizations, Users, Contacts and NPI.
B2. The home page
Home opens on the group's finance view.
The finance strip shows the same figures a clinic manager sees, summed over every linked clinic, for the range in the strip's selector. Choose a preset or Custom… and enter From and To dates.
The Clinics card, Every clinic in this group for the selected range, lists each clinic with Expected Product Cost, Reimbursement Received and Margin, ordered by expected product cost, up to fifty clinics. It is a reading list; clicking a row does nothing.
If the range has no activity the card reads No activity in this range.
B3. Lists across every clinic
Each list under DME and Billing shows rows from all linked clinics together.
List | Clinic column | How to narrow to one clinic |
Orders | Practice | Select Organizations above the table |
Procedures | Practice | The organization filter above the table |
Coverage Rules | Practice | The organization filter above the table |
Billing Claims | Organization | Select Practice above the table |
B4. The Clinics page
Clinics in the menu opens a list titled Practices: the linked clinics with Date created, Name, NPI, Legal Name and DBA. Click a row to open that clinic's organization record (read-only for you).
B5. Finance for the group
Finance in the menu opens the finance workspace across all clinics. The Filter by practice control lets you pick one or several clinics; with nothing picked, every clinic is included. The breakdown views are by practice, by provider and by status.
B6. What you cannot do from the group
Group membership is read-only. You will not see create, edit or delete actions on orders, claims, procedures, coverage rules, organizations or users. Inventory, commissions, accounting close, reports and the metrics dashboards are not part of the group view. To change something, log in to the clinic it belongs to.
Worked example
OCP runs eight clinics. A MedFlow admin creates the group OCP, links the eight clinics on its Relations tab, and adds two managers on the Members tab. The next morning a manager logs in, picks OCP in the organization selector, and the home page shows the finance strip for all eight clinics and the Clinics card ranking them by expected product cost. In Billing Claims the Organization column shows which clinic each claim belongs to; choosing one clinic in the practice selector narrows the list to that clinic.
Corrections
Linked the wrong clinic: on the group's Relations tab, Remove the row, then add the right clinic.
Wrong person added as a manager: on the Members tab, Remove the member. Their clinic memberships are untouched.
A manager cannot see a clinic: check that the clinic appears on the group's Relations tab. Access updates within half an hour of linking; ask MedFlow to refresh sooner if needed.
Quick reference
Where | What is new |
Organizations list | New practice group button; Practice Group type label and filter |
Group record | Tabs Details, Members, Relations; header subtitle (Practice Group) |
Relations tab | One relationship type, Practice Group - Practice; practices only |
Members tab | One role, Practice Group Manager |
Group home | Finance strip across clinics; Clinics card |
Lists | Practice / Organization column; practice filter |
Permissions | Read everything the clinic managers read; no writes |
Questions
Contact the MedFlow support team.