Visits, documents, patients and templates are part of your practice’s records, so they stay with the practice when the person who created them is removed, leaves or deletes their account. Owners and admins decide who takes them over.
Where to find them
Go to Settings → Organization → Members. Owners and admins see a Former members section listing everyone who has left but still owns visits, patients, templates or slash commands here, with how many of each. Each person is marked No longer a member, Deletion pending or Account deleted.
Until their records are reassigned, they stay under that person’s name. With the shared team workspace off, no one else can open their visits; with it on, everyone in the practice still can. Patients are shared across the practice either way.
Reassign records
- Select Reassign… next to the person.
- Under Reassign to, choose an active member of the practice. Anyone can take over records, whatever their role.
- Under What to move, choose any of Visits (including any in the trash), Patients, Templates and Slash commands.
- Select Reassign. A message confirms what moved.
You can also reassign while removing someone: the Remove from practice dialog shows what they own and lets you pick who takes it over. They’re removed first, then their records move.
Good to know
- Signed documents always keep their original signer, and every document keeps who created it. Only who can work on the records changes.
- Visits still recording or being processed are skipped. Reassign again once they’ve finished.
- Draft visits ask the new clinician to confirm the patient’s consent before recording.
- Private templates and slash commands stay private to the person who receives them.
- Personal Ask Quillentra conversations can’t be reassigned. They stay private, and they’re deleted if the person deletes their account.
- If a removed member rejoins the practice, any records you didn’t reassign are theirs again.
- Every reassignment is recorded in the audit log.