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Clinic onboarding guide

This guide is for clinics who are rolling out Sematic Health.

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Written by Luke Hartman
Updated over 3 weeks ago

Welcome! Onboarding is intentionally personal: you’ll have a dedicated Sematic contact who partners with you from signup through go-live.

Before We Kick Things Off

Having these ready helps us move quickly:

  • Signed agreements (BAA and CSA) or timeline for completion

  • Primary contacts: practice admin and pilot users

How the Process Looks

We try to wrap up onboarding within a couple of days once the prerequisites are settled. Expect a steady cadence of check-ins via email.

  • Clinic Admin Signup (Day 1) – Your first user creates their Sematic account.

  • Sematic Setup (Day 1) – We configure your organization, connect to your EHR, and start syncing data. Syncing data may take a few hours up to a day, depending on how busy your EHR's FHIR bulk export is.

  • Clinic Review (Day 2) – You log in, invite teammates, and confirm everything looks right.

  • Go-Live (Day 2 or 3) – We enable production access together as soon as you give the green light.

Step 1: First Clinic Admin Signs Up

  1. Your designated clinic admin visits https://www.sematichealth.com/signup and completes the short form.

  2. This creates a user in Sematic (and our identity provider). We keep the organization workspace in a “pending” state while we finish setup.

Step 2: Sematic Sets Up Your Organization

Behind the scenes, we:

  • Create the organization in our identity provider and associate it with your clinic admin.

  • Run our onboarding scripts to register departments, provider groups, and other EHR resources.

Step 3: Connect EHR & Sync Data

Here we do the following:

  • Configure the Sematic ↔ EHR connection for your practice.

  • Run our FHIR bulk export scripts to pull provider groups, departments, and other reference data into Sematic.

  • Confirm your patient import preference (full roster vs. add-as-you-go) and execute the import if you opt for a full sync.

You’ll receive a “Ready to go live” message once everything syncs cleanly, along with any items to spot-check.

Step 4: Review, Invite, and Launch

  1. Log in to Sematic and make sure your clinic name, departments, and providers look right.

  2. Invite the rest of your team. Add clinicians, care coordinators, and staff.

  3. Finalize your day-one workflow (for example, which patients to start with if you’re importing gradually).

  4. Give us the thumbs-up and we’ll mark your organization as live so your team can start using Sematic.

After Go-Live

  • Want a different patient import strategy? Reach out and we’ll take care of it.

  • Send questions or feedback to your Sematic contact directly or email [email protected] .

  • We’ll keep you posted on new features and workflows.
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Thanks for partnering with Sematic Health. We’re excited to support your clinic and make the rollout smooth for your providers and patients.

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