Setting up your team and who can do what

Most payment problems are people problems: a refund made by the wrong person, a price changed by accident, a leaver who can still sign in. Medipay's roles are simple and the defaults are safe.

Three roles

• Admin: manages users, settings and branding, and sets the permission matrix
• Supervisor: runs the desk; by default can refund and void, manage products and prices, and manage card machines
• Staff: takes payments, sends links, sees patients, reporting and reconciliation; cannot reverse money unless an admin allows it

Inviting people

Settings, Team: invite by email and choose the role. They sign in with a password or with the Google or Microsoft account the practice already uses. When someone leaves, remove them from the same screen.

Changing the defaults

Admins can flip seven switches per role: process refunds and voids, manage products and prices, manage terminals, developer tools and API keys, view reporting, use reconciliation, view patients. The portal hides what a role cannot do and the server refuses it anyway, so a hidden button is never the only safeguard.

Tightening sign-in

• Two-factor authentication with an authenticator app on staff accounts
• IP allowlisting per workspace, so the staff portal only answers from your premises if you want it to; patient payment pages are never restricted
• Automatic sign-out after a period of inactivity
• A Security page showing failed sign-in attempts and recent devices, with one click to sign out everywhere; changing your password signs out every other device

A sensible starting point

• The owner and the practice manager as admins
• The senior receptionist as supervisor
• Everyone else as staff
• A look at the Team page whenever someone joins or leaves

More guides