> ## Documentation Index > Fetch the complete documentation index at: https://docs.athelas.com/llms.txt > Use this file to discover all available pages before exploring further. # Provider Records 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: | | **What it is** | **Where you manage it** | | :------------------ | :------------------------------------------------------------- | :---------------------------------------- | | **Provider record** | The clinician's billing identity — NPI, tax ID, license, PTAN. | **Settings → My Practice → Providers** | | **Team member** | A user account that signs in, with roles and facility access. | **Settings → My Practice → Team Members** | 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](/air_admin/manage_your_practice/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 | **Field** | **What to enter** | | :---------------------------- | :------------------------------------------------------------------------------------------------------------- | | **First Name**, **Last Name** | The clinician's legal name, as it should appear on a claim. | | **Date of Birth** | The clinician's date of birth. | | **Phone**, **Email** | Contact details for the provider record. | | **Individual NPI Number** | The clinician's own 10-digit NPI, not your organization's group NPI. | | **TIN/SSN** | The tax identification number the clinician bills under. | | **License Number** | The state license number. | | **PTAN** | The Medicare Provider Transaction Access Number. Optional — leave it blank if the clinician does not have one. | 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](/air_admin/manage_your_practice/provider_credentials). * **Calendar and signature settings are separate too.** Availability, scheduling, and signature preferences live in [Provider Settings](/air_admin/manage_your_practice/provider_settings). * **Controlled substances need one more step.** Prescribing them requires the registration covered in [Register Providers for Rx](/air_admin/manage_your_practice/register_providers_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](/air_admin/manage_your_practice/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](mailto:support@getathelas.com).