Transferring the clinic admin role
There must always be at least one clinic admin on your ApexMentum organization. To hand the role off — say, when an admin leaves the practice — the right order matters.
Recommended steps
1. Promote a successor first
From 👤 Staff Dashboard, open the teammate you want to make an admin and change their role to Clinic admin. Save.
You now have two clinic admins. The successor has full administrative access immediately.
2. Have the successor sign in and verify
Ask them to sign in and confirm they can:
- See Staff Dashboard and the Admin section in the sidebar
- Open Financial → Patient Payments and Apexmentum Billing
- Open Branding and Portal Settings
If any of those are missing, double-check their role is set to clinic admin.
3. Demote yourself (or get demoted)
Now you can have the new admin change your role to provider, staff, or deactivate your account entirely. This step can be done by either of you — clinic admins can change other clinic admins' roles, so long as at least one clinic admin remains.
4. Update billing contact
If you were the billing contact (the email Stripe charges renewal notices to), have the new admin update it from Financial → Apexmentum Billing → Billing contact.
5. Update connected accounts
- Stripe. The connected Stripe account is owned by the clinic, not by the person who set it up. No action needed unless you want to also change the Stripe account owner — that's a Stripe-side process.
- Google sign-in. If you used Google to sign in, the successor needs their own Google account linked (or just uses email + password).
Edge cases
You're the only admin and you've already lost access
If you genuinely cannot sign in (e.g. former admin offboarded and is unreachable), email support@apexmentum.com from a verifiable clinic email. We require proof:
- A current invoice from us with your clinic's name on it, OR
- A signed letter from the clinic's legal entity
This is to protect against social-engineering attacks. Allow 1–2 business days for verification.
Multiple admins, none responsive
Same process. We'll verify ownership and re-issue admin access to the verified contact.
The clinic is closing
Email support@apexmentum.com and we'll walk you through:
- Exporting all patient records (each patient gets a copy of their record on request)
- Downloading financial reports for accounting
- Cancelling your subscription
- Permanent data deletion
You have access to your data after cancellation for a 90-day grace window before it's purged.
What clinic admins should never do
- Don't share your password. Each person should have their own login. Audit logs depend on it.
- Don't deactivate every admin at once. Always keep one active.
- Don't reuse a departed admin's account for a new hire. Create a new account so the audit trail stays clean.