A clinic invitation arrives as a link. Clicking it opens the Accept Invitation screen, which shows the clinic name, the role, the person inviting and the expiry date — and only then asks for a decision. An invitation is valid for 7 days.
The screen also works when you do not have an account yet: first you create one on the invited address, and the invitation is accepted right after you sign in.
How to do it
Open the link from the message
The heading reads Join plus the clinic name, with Invited by and the inviter's name underneath, plus the Role and Expires fields.
Sign in with the invited address
With no open session the screen says: Sign in or create an account with … to accept this invitation., with Sign in and Create account buttons. The account address has to be exactly the one the invitation was sent to.
Accept the invitation
The Accept invitation button closes the matter. The screen then shows Please wait while we set up your portal access and takes you onward. When a session is already open on the right address, the invitation is accepted on its own — no clicking needed.
Add someone to the team (clinic admin)
Settings → Team members → Invite Member. You give the Email address, the Role and optionally a Specialization (optional), then Send Invite. The options are Admin, Practitioner and Assistant; inpatient facilities additionally have eight clinical roles.
The same list handles the rest of the team: Change Role and Remove from Clinic. Removal takes effect immediately and says so plainly: They will lose access immediately. This action cannot be undone.
When something doesn't work
Email address must match your account email.
What this means: The account holding the session has a different address from the one the invitation was sent to.
Invitation expired
What this means: Seven days have passed since it was sent.
Invitation revoked
What this means: The clinic withdrew the invitation before the link was opened.
Already accepted
What this means: This link was used earlier — every invitation is single-use.
We couldn't find that invitation. The link may be incorrect or no longer valid — please ask your clinic for a new one.
What this means: The address is incomplete — usually the link was copied out of the message without its tail.
This person is already a member of the clinic.
What this means: You are trying to add an address that already holds an active membership at this clinic.
This patient record is already linked to another account.
What this means: A portal invitation concerns a patient who has already been linked to somebody's account.
Who has access
Clinic AdminOnly the clinic owner and admin can invite and remove team members. Other roles see Team member management is available to clinic owners and administrators only.
The last owner can be neither removed nor demoted — Heltio refuses: Cannot remove the last owner of the clinic.
Related
- Roles and permissions — what each role sees and can do.
- Working at several clinics — for when you join a second clinic.
- Sign-in and account security — how to create an account on the invited address.
Related features
Sign-in and account security
Signing in with an email and password or through Google or Apple, the verification code from your inbox, password recovery, and a PIN lock on a shared computer.
Working at several clinics
One account can belong to several clinics. The switcher at the top of the sidebar decides whose data you see — and nothing mixes between clinics.
Clinic registration
The application to open a clinic on Heltio: six steps filled in online, then approval by the Heltio team — usually within 1–2 business days.