Skip to main content
A provider record is the billing identity behind a clinician: their own NPI, tax ID, state license, and Medicare PTAN. Claims are built against that record, so every clinician who renders billable care needs one before their charges go out. Provider records live on the Providers tab of My Practice, listed under Active and Inactive. The Providers tab of My Practice, with a search box, Active and Inactive tabs, and the Add New Provider button

​
A provider record is not a login

A provider record and a team member are two different things, and adding one does not create the other: A clinician who both signs in and bills needs both. You can create the pair in either order:
  • Add the provider record first, then link it when you invite the team member — the Provider Credentials step of the New Member form offers Link to existing provider.
  • Or create both at once from that same step, with Create new provider.
See User Management for team members, roles, and facility access.

​
Add a provider

To add a provider record:
  1. Go to Settings → My Practice and open the Providers tab.
  2. On the Active tab, click + Add New Provider in the top right.
  3. Fill out the Add Provider form. Every field carries a red asterisk except PTAN. The Add Provider form with fields for name, date of birth, phone, NPI, TIN or SSN, license number, email, and PTAN
  4. Click Confirm.

​
What each field is for

Check the Individual NPI Number and TIN/SSN before you confirm. Both travel onto every claim for this clinician, so a typo here turns into payer rejections later rather than an error on this form.

​
Find a provider

Use Search Keyword above the list to find a provider by name. The Active and Inactive tabs split the list, so a provider you cannot find under Active is worth checking under Inactive before you add a second record for the same clinician.

​
Things to know

  • One record per clinician. A duplicate record splits that clinician’s claims and reporting across two identities.
  • Credentialing is separate. The record holds the identifiers; payer enrollment and credentialing status are tracked in Provider Credentials.
  • Calendar and signature settings are separate too. Availability, scheduling, and signature preferences live in Provider Settings.
  • Controlled substances need one more step. Prescribing them requires the registration covered in Register Providers for Rx.

​
FAQ

No. A provider record is a billing identity, not a user account. To let that clinician sign in, invite them as a team member and link the record at the Provider Credentials step. See User Management.
The clinician’s own individual NPI. Your organization’s group NPI belongs on the practice record, not here.
Leave PTAN blank. It is the only field on the form that is not required.
Check the Inactive tab. Adding a second record for the same clinician splits their claims history, so confirm the record is genuinely missing first.
Questions about a provider record? Reach out to your account team or support@getathelas.com.