View Providers

How to view and filter your clinic providers list

Overview

The providers list shows all team members who are flagged as providers in your clinic. This view allows you to quickly identify who can deliver services and manage their status.

Per-Clinic View: The providers list is filtered by the currently selected clinic. Users who are providers in other clinics but not yours will NOT appear in this list.

Accessing Providers List

1. Navigate to Providers

   From the main menu, click Providers or navigate to /providers.

2. Select Clinic Context

   Ensure the correct clinic is selected in the clinic selector (top-right dropdown). The providers list is filtered by this selection.

3. View Provider Cards

   The system displays all users where user_clinics.is_provider = true for the selected clinic.

API Endpoint

GET /v1/clinics/{clinic_id}/providers?clinic_id={clinic_id}

Request

curl -X GET "https://api.clinic.example.com/v1/clinics/{clinic_id}/providers?clinic_id={clinic_id}" \
  -H "Cookie: access_token={jwt_token}"

Response

{
  "providers": [
    {
      "id": "abc-123-def-456",
      "user_id": "user-789-xyz-012",
      "full_name": "Dr. María García",
      "email": "[e-mail]",
      "phone_e164": "[phone]",
      "is_provider": true,
      "clinic_role": "STAFF",
      "status": "approved",
      "created_at": "2025-12-01T10:30:00Z",
      "updated_at": "2026-01-15T14:20:00Z"
    },
    {
      "id": "def-456-ghi-789",
      "user_id": "user-012-abc-345",
      "full_name": "Dr. Juan López",
      "email": "[e-mail]",
      "phone_e164": "[phone]",
      "is_provider": true,
      "clinic_role": "CLINIC_ADMIN",
      "status": "approved",
      "created_at": "2025-11-15T09:00:00Z",
      "updated_at": "2026-01-10T16:45:00Z"
    }
  ]
}

Authentication Required: This endpoint requires a valid JWT token in the access_token HttpOnly cookie. Unauthenticated requests will receive a 401 Unauthorized response.

Provider Card Information

Each provider card displays:

Basic Information

• Full Name: From user_clinic_profiles.full_name (per-clinic name)
• Email: Global identifier from users.email
• Phone: E.164 formatted phone number (e.g., [phone])
• Status: approved, pending, suspended

Role Information

• Clinic Role: CLINIC_ADMIN, STAFF, or custom role
• Provider Flag: Badge showing “Provider” status
• Created Date: When the user was added to this clinic

Quick Actions

• Edit Provider: Modify provider details, schedule, or services
• View Schedule: See provider’s work hours
• View Services: List services assigned to this provider
• Suspend/Reactivate: Change provider status

Filtering and Searching

By Status

Filter providers by their current status:

Active Providers

status = 'approved' - Providers currently delivering services

Pending Providers

status = 'pending' - Awaiting approval (new hires, pending verification)

Suspended Providers

status = 'suspended' - Temporarily inactive (leave, suspension)

By Name or Email

Use the search bar to filter providers by:

• Full name (partial match, case-insensitive)
• Email address

Example:

Search: "garcía"
Results: Dr. María García, Dr. Ana García López

By Service

Filter providers by the services they deliver:

1. Select Service Filter

   Choose a service from the dropdown (e.g., “Haircut”, “Consultation”).

2. View Assigned Providers

   Only providers assigned to this service are shown.

3. Clear Filter

   Click “Clear” to show all providers again.

Service Assignment: If a provider doesn’t appear when filtering by a specific service, they may not be assigned to that service yet. See Assign Services to configure service assignments.

Understanding Provider Status

Status Values

approved - Active Provider

Meaning: Provider is active and can deliver services.

Availability: Appears in appointment booking, generates availability slots.

Actions: Can suspend or edit configuration.

pending - Awaiting Approval

Meaning: Provider has been added but not yet approved (new hire, onboarding).

Availability: Does NOT appear in appointment booking, no slots generated.

Actions: Approve to activate, or reject to remove.

Use Case: Onboarding new team members before their start date.

suspended - Temporarily Inactive

Meaning: Provider is temporarily inactive (leave, suspension, medical leave).

Availability: Does NOT appear in appointment booking, no slots generated.

Actions: Reactivate to restore access, or permanently remove.

Use Case: Maternity leave, vacation, disciplinary suspension.

Suspended vs Closures: Use suspended status for long-term inactivity (weeks/months). Use provider-specific closures for short-term absences (days/weeks) like vacation or sick leave. Closures preserve the provider’s schedule and automatically restore availability when the closure ends.

Multi-Clinic Providers

When viewing providers, you may notice:

Same User, Different Clinics: A user can be a provider in Clinic A but NOT in Clinic B. The is_provider flag is stored per-clinic in user_clinics.

Example Scenario:

• Dr. María García:
  • Clinic A (Dental Clinic): is_provider = true (delivers dental services)
  • Clinic B (Physical Therapy): is_provider = false (administrative staff only)

When viewing Clinic A’s providers, Dr. García appears. When viewing Clinic B’s providers, she does NOT appear (even though she’s a user in both clinics).

Provider Details Modal

Click on a provider card to open detailed information:

Profile Tab

• Full name (per-clinic)
• Email (global)
• Phone (global)
• Clinic role
• Provider status
• Notes (per-clinic, from user_clinic_profiles.notes)

Schedule Tab

• Work hours by weekday
• Multiple periods per day (if configured)
• Intersection with clinic hours (calculated)
• Upcoming closures (provider-specific)

Services Tab

• List of services assigned to this provider
• Service details (name, duration, price)
• Quick assign/unassign actions

Appointments Tab

• Recent appointments
• Upcoming appointments
• Appointment history
• Performance metrics (completion rate, cancellations)

Empty State

If no providers are configured:

No Providers Found: Your clinic doesn’t have any providers configured yet. Without providers, patients cannot book appointments.

Next Steps:

1. Create your first provider
2. Configure their schedule
3. Assign them to services

Common Scenarios

Provider Missing from List

Problem: User exists but doesn’t appear in providers list.

Solution: Check user_clinics.is_provider for this clinic. If false, the user is not flagged as a provider. Update via Edit User or create a new provider entry.

Provider Appears in Wrong Clinic

Problem: Provider should only work in Clinic A but appears in Clinic B.

Solution: Each clinic has independent provider flags. Verify you’re viewing the correct clinic context (clinic selector, top-right). If the provider should NOT be in Clinic B, edit their user_clinic entry and set is_provider = false for Clinic B.

Provider Has No Schedule

Problem: Provider appears in list but has no availability.

Solution: Provider may not have work_hours configured. Navigate to Configure Schedule to set up their working hours.

Provider Has No Services

Problem: Provider appears in list but isn’t assigned to any services.

Solution: Navigate to Assign Services to link the provider to the services they deliver.

Database Query (For Developers)

-- Get all providers for a clinic with profile data
SELECT
  uc.id AS user_clinic_id,
  uc.user_id,
  ucp.full_name,
  u.email,
  u.phone_e164,
  uc.is_provider,
  uc.status,
  cr.name AS clinic_role
FROM user_clinics uc
JOIN users u ON uc.user_id = u.id
LEFT JOIN user_clinic_profiles ucp ON uc.id = ucp.user_clinic_id
LEFT JOIN clinic_roles cr ON uc.clinic_role_id = cr.id
WHERE uc.clinic_id = '...'
  AND uc.is_provider = true
ORDER BY ucp.full_name ASC;

Performance Optimization: The query uses indexes on user_clinics(clinic_id, is_provider) and user_clinic_profiles(user_clinic_id) for fast retrieval.

Access Control

Required Permissions

Action	Required Role	Notes
View providers list	STAFF	All staff can view providers
View provider details	STAFF	Read-only access to profile, schedule, services
Edit provider	CLINIC_ADMIN	Modify profile, schedule, services
Suspend/Reactivate	CLINIC_ADMIN	Change provider status
Delete provider	CLINIC_ADMIN	Remove provider flag (sets is_provider = false)

Global ADMIN Role: System administrators (role ADMIN) can view and manage providers across ALL clinics. Regular users can only manage providers in clinics where they have CLINIC_ADMIN role.

Next Steps

Create Provider

Add a new provider to your clinic

Configure Schedule

Set up provider work hours and availability

Assign Services

Link providers to the services they deliver

Manage Closures

Configure provider-specific closures (vacation, sick leave)