User Management

User Management is where clinic admins invite new practitioners, configure their practitioner type and scope, and manage existing accounts. Navigate to Admin Portal → Users to access it.

Practitioner types

Qliva supports a wide range of practitioner types, each with tailored feature access. The practitioner type is set when the account is created and determines which modules appear in that practitioner's sidebar.

Practitioner TypePrescribingNotesPathologyBilling
gp✅✅✅✅
specialist✅✅✅✅
nurse✅ (with endorsement)✅✅✅
clinical_pharmacistView only✅✅View
naturopath—✅✅✅
nutritionist—✅✅✅
dietitian—✅✅✅
health_coach—✅✅—
exercise_physiologist—✅✅✅
psychologist—✅✅✅
physiotherapist—✅—✅
osteopath—✅—✅
chiropractor—✅—✅
podiatrist—✅—✅
massage_therapist—✅——
acupuncturist—✅—✅
Warning:

The practitioner type determines feature access. Set this correctly when sending the invitation — changing a practitioner's type later requires contacting Qliva support. If you are unsure which type applies, choose the one that best matches the practitioner's primary registration category.

Inviting a practitioner

  1. Go to Admin Portal → Users
  2. Click Invite Practitioner
  3. Enter:
    • First name and Last name
    • Email address — the invitation is sent here
    • Practitioner type — from the list above
  4. Click Send Invitation

The practitioner receives an email with a magic link. Clicking the link takes them to a setup page where they complete their profile (AHPRA number, prescriber number, provider number, and password if applicable).

New practitioner accounts are active immediately after they accept the invitation.

Note:

If a practitioner does not receive the invitation email, check their spam folder first. Resend the invitation from the Users list by clicking the three-dot menu next to their name.

The practitioner profile

Each practitioner has a profile with both personal and professional information:

FieldPurpose
First name / Last nameDisplay name across the platform and in patient communications
EmailLogin credential and notification delivery
AHPRA numberAppears on prescription PDFs and invoice footers
Prescriber numberMedicare prescriber number — required for any prescription
Provider numberClinic-specific Medicare provider number — required for Medicare billing
BiographyShort bio shown on the patient booking portal
Profile photoShown on the patient portal booking page

Practitioners update their own profile via the profile menu (bottom-left of the sidebar). Admins can view any profile from User Management but cannot edit professional identifiers on behalf of another practitioner.

Admin vs standard practitioner

The clinic_admin flag grants access to the Admin Portal. A practitioner can be both a clinical user (with their own patient list and appointments) and an admin (with access to clinic-wide settings).

To promote a practitioner to admin: contact support@qliva.com.au. This change is performed by Qliva support to prevent accidental privilege escalation.

Deactivating a user

If a practitioner leaves the clinic:

  1. Go to Admin Portal → Users
  2. Find the practitioner
  3. Click the three-dot menu → Deactivate

Deactivation is a soft operation:

  • The practitioner cannot log in
  • Their clinical records, notes, and prescriptions are retained
  • Their name continues to appear on historical notes and invoices
  • No data is deleted

Reactivation is available by contacting support@qliva.com.au.

Warning:

Before deactivating a practitioner, ensure their outstanding invoices are finalised and their unsigned notes are reviewed. Notes drafted by a deactivated practitioner will remain as unsigned drafts — another practitioner at the clinic will need to handle them.

Multiple clinics

If you operate multiple clinic locations, each location is a separate Qliva tenant with its own subdomain and user base. Practitioners who work across locations need a separate account for each clinic.

Contact support@qliva.com.au to discuss multi-clinic configurations.

Last updated 2026-05-15

Clinic SetupAppointment Types