Map the team before sending invitations
List the people who need Porvio, what they must do, and which information they need to see. Do not start by inviting the full directory. A clinician reviewing notes, a staff member preparing patient context, and a billing user do not need identical access.
Porvio's Team plan is designed for practices with five to twenty-four clinician seats and a pooled encounter allowance. Larger rollouts require a tailored setup. Confirm current plan availability and capacity in the pricing or billing view before inviting users.
Assign roles by responsibility
A role name is a starting point, not a substitute for policy. The organization should verify the current permissions, decide which responsibilities may be delegated, and review access when a person's duties change.
- Owner: accountable workspace control, including the highest-risk organization actions.
- Administrator: practice, team, and clinical access for authorized operational leads.
- Clinician: clinical workspace access for encounter and note workflows.
- Staff: scheduling and patient-context work within the product's permissions.
- Billing and coding: billing and coding workflows without general administrative ownership.
Invite and onboard deliberately
- 01
Confirm the seat
Check that the plan has capacity before creating the invitation. Pending, unexpired invitations can occupy capacity.
- 02
Use the intended work email
The invitation is tied to an address. Verify spelling and avoid forwarding private invitation links.
- 03
Choose the role
Start with the least access that supports the person's work. Owners and administrators can adjust non-owner roles when responsibilities change.
- 04
Complete security setup
Each member should use an individual account, secure their email and device, and enable the available two-factor protection.
- 05
Train on the workflow
Cover consent, patient selection, draft review, task ownership, privacy reporting, and the product's clinical boundaries.
Roll out one workflow at a time
Start with one encounter type and a small group. Publish only the shared templates needed for that workflow. Review the first notes and audit events, gather concrete issues, and refine the process before adding specialties or teams.
Include offboarding in the test. Suspend access promptly when someone leaves or no longer needs the workspace, cancel pending work where the product does so, and preserve the organization's record and audit obligations.