Organizations & Teams
Organizations & Teams
Organizations allow clinics, hospital departments, group practices, and health systems to manage multiple providers under a single account — with shared billing, centralized session history, and role-based access control.
Creating an Organization
- Sign in at
portal.medimic.ai. - Go to Account Settings → Organization → Create Organization.
- Enter the organization name (e.g., "Riverside Family Practice").
- Your account becomes the Organization Admin.
Roles
MediMic uses three organization-level roles:
| Role | Capabilities |
|---|---|
| Organization Admin | Full access: invite/remove members, manage billing, view all sessions, configure org settings |
| Provider | Create and manage their own sessions, view their own history, manage their devices |
| Viewer | Read-only access to session history and audit logs (for compliance officers, supervisors) |
Inviting Team Members
- Go to Organization → Members → Invite Member.
- Enter the invitee's email address.
- Select their role: Provider or Viewer.
- Click Send Invite.
The invitee receives an email with a registration link. If they already have a MediMic account, they can accept the invite and join the organization without creating a new account.
Invites expire after 7 days. To resend, go to Members → Pending Invites → Resend.
Managing Members
From Organization → Members, admins can:
- Change role — promote a Provider to Admin or demote an Admin to Provider
- Remove member — removes access to org features; the member's own account remains active
- View last active — see when each member last used the platform
Shared Session History
When an organization is configured to share session history:
- All sessions created by org members appear in the Organization Sessions view.
- Admins can filter by provider, date, and mode.
- Transcript access is still controlled by session key availability (see Security Overview).
Organization Settings
Admins can configure:
| Setting | Description |
|---|---|
| Org Name | Display name shown in the portal |
| Default Session Mode | Pre-select Shared Device or Two-Device for all members |
| Data Retention Policy | How long session transcripts are retained (30 / 90 / 365 days, or custom) |
| Allowed Domains | Restrict member invites to specific email domains |
| SSO (Enterprise) | SAML/OIDC single sign-on integration |
Billing for Organizations
Organizations are billed at the Team or Enterprise plan level. Sessions across all org members count toward the shared plan limit.
- Team Plan — up to 10 providers, pooled session quota
- Enterprise Plan — unlimited providers, custom session volume, dedicated support, SLA
The Organization Admin manages billing from Billing → Plan & Payment.
See Plans & Billing for pricing details.
Leaving or Dissolving an Organization
Leaving as a Member
Go to Account Settings → Organization → Leave Organization. Your personal account remains active; you lose access to org-shared resources.
Dissolving as Admin
Go to Organization → Settings → Dissolve Organization. This requires confirming all member removals and settling any outstanding billing. Session data is retained for each individual member in their personal account history.
Enterprise: Multi-Location Support
Enterprise organizations can create Sub-organizations (departments, locations, or sites):
- Each sub-org has its own member list and session history.
- Billing rolls up to the parent org.
- A top-level Enterprise Admin can view and manage all sub-orgs.
Contact [email protected] to discuss Enterprise configuration.