Removing a Clinician

Admins can remove any clinician (except themselves, if they’re the only Admin) from the agency. Here’s exactly what happens.

How to remove

In the Members tab, click Remove next to the row. Confirm in the dialog. Done.

What happens to the clinician

• Loses agency plan access immediately. Their planType, subscriptionStatus, and agency link are cleared from their user account. The extension and app start showing them the standard paywall on next refresh, exactly like any non-subscriber.
• Keeps their account. Their Firebase Auth login still works — they can still sign in to /account. They just don’t have a paid plan anymore.
• Keeps their personal data. Patient notes stored locally on their device stay there. Cloud-synced data (Firestore patient records, voice transcripts) stays in their personal user records.
• Can subscribe individually if they want to keep using SOAP Note Buddy. Their old account picks up right where they left off.

The org-level BAA still covered them while they were on the plan. Once removed, that coverage ends — if they continue using the product as an individual, they’d need to accept the individual click-to-accept BAA on next login (standard onboarding step for non-agency users).

What happens to your agency

• Their seat is freed. Your Active count drops by 1 in that seat type. You can reassign the slot by inviting someone new or accepting a Pending-login member who was blocked by capacity.
• Their member entry is preserved as “removed” in Firestore for audit trail, but doesn’t show in the active members list in the dashboard.
• Your seat count in Stripe doesn’t change automatically. You’re still paying for the same number of seats. If you don’t plan to backfill, go to Seats & Billing and reduce your seat count — Stripe credits the prorated difference. More on managing seats →

What can’t be removed

• The only Admin. If you’re the sole Admin, the Remove button on your own row is hidden. To leave the agency yourself, first promote another member to Admin, then remove yourself (or have them remove you).
• A blocked or removed member. These aren’t active, so there’s nothing to remove. You can delete the audit trail entry only by contacting support.

Re-adding a clinician you previously removed

You can invite them again like any new clinician — Single invite or Bulk invite with their email. Their existing user account will pick up the new invite seamlessly (it doesn’t need to be re-created).

If you want them as an Admin this time, set Role = Admin in the Single invite form.

Frequently asked

“I removed a clinician. Will their patient notes still be in their account?” Yes. Patient data is stored on each clinician’s device (local SQLite/IndexedDB) and in their personal Firestore records — none of that is touched when you remove them from the agency. If they re-subscribe individually, everything is right where they left it.

“Can they still see notes they made on the agency plan?” Yes. The notes belong to the clinician, not the agency. We don’t share patient data between members of an agency. Removing them doesn’t delete any of their patient work.

“What if they were the BAA signer?” The BAA was signed on behalf of the agency, not by a specific person in their personal capacity. Removing the original signer doesn’t void the agency BAA — it stays on the org. You can re-sign on a new admin’s name anytime if you want to update the record (contact support).

“Will they get a notification that I removed them?” Not automatically. If you want them to know, send them an email separately. The next time they open the extension/app, they’ll see the paywall instead of the plan-active state, which is the in-product signal that something changed.