Administrator Guide
This guide covers the configuration and management tasks available to administrators in Lilee. Administrators are responsible for organization setup, document type configuration, custom field management, and overseeing platform settings.
Permissions required: You must have administrator access within your Clerk organization to access the Configuration page and manage platform settings.
Table of Contents
Organization Configuration
Navigate to the Config page by clicking the Settings icon in the left sidebar.
The Configuration page is your central hub for managing how Lilee processes documents for your organization. The settings you configure here determine which document types are processed, what fields are extracted, and how the platform adapts its interface for your team.
[Screenshot: Configuration page showing the organization type badge and form type configuration sections]
Organization Type
Lilee adapts its entire interface based on your organization type. The organization type is displayed as a badge on the Configuration page.
Payer Organization
If your organization is a health plan or insurance company, your Lilee instance is configured as a Payer organization. This means:
Document types available: Prior Authorization, Concurrent Review, Appeals, Grievances, DME, Medical Record, Referrals, Claims
Dashboard categories: Prior Authorization, DME, Appeals, Grievances, Claims, Referrals
Sidebar navigation: Inbox, Config, Patients, Providers
Additional features: Create Authorization button, auth type toggle (Inpatient/Outpatient), Confirm column on the dashboard, member validation against EHR, provider search in the AI assistant
Provider Organization
If your organization is a hospital, clinic, or medical group, your Lilee instance is configured as a Provider organization. This means:
Document types available: Approval, Denial, Clinical Request
Dashboard categories: Approvals, Denials, Clinical Requests
Sidebar navigation: Inbox, Config, High Dollar List, Payers, Patients
Additional features: High Dollar List page, Payer Information page, HDL notification bell, Copy column on the dashboard, payer search in the AI assistant
Interface labels adjust: The counterparty column reads "Payer" instead of "Provider," the treatment column reads "Type of Service" instead of "Treatment," the lookup card title reads "Payer Lookup" instead of "Provider Lookup"
Label Differences by Organization Type
Counterparty column
Provider
Payer
Treatment column
Treatment
Type of Service
Counterparty field
Prescribing Provider
Payer Information
Facility field
Facility Name
Intended Facility
Lookup card
Provider Lookup
Payer Lookup
Config badge
Payer
Provider
Note: Organization type is set during initial setup. If your organization type needs to change, contact Lilee support, as this significantly alters the available document types, navigation, and feature set.
Document Type Configuration
The Config page lets you control which document types your organization processes and what data is extracted from each type.
Step 1: Select Form Types
Navigate to the Config page.
In the Form Types section, you see all available document types for your organization type.
Toggle each document type on or off based on what your organization processes.
Only enabled document types will appear as categories in the dashboard sidebar and be available for document classification.
[Screenshot: Form type selection showing toggleable document types with on/off switches]
Step 2: Configure Fields per Form Type
For each enabled document type, you can view and configure the fields that Lilee extracts:
Click on a form type to expand its field configuration.
Base fields are the default fields Lilee extracts for this document type (e.g., patient name, provider name, procedure codes for prior authorizations). You can toggle the visibility of base fields.
Custom fields can be added to capture additional data specific to your organization's needs.
Custom Fields
Custom fields extend Lilee's extraction capabilities beyond the built-in fields.
Adding a Custom Field
Select the form type you want to add a field to.
Click Add Custom Field.
Configure the field:
Field Name -- The internal identifier (e.g.,
referring_physician_specialty)Label -- The display name users see (e.g., "Referring Physician Specialty")
Type -- The data type: string, date, number, or other supported types
Description -- A description of what this field captures (helps the AI extraction know what to look for)
Click Save.
The AI extraction pipeline uses your custom field definitions to identify and extract the corresponding data from incoming documents.
Tip: Write clear, specific descriptions for custom fields. The AI uses these descriptions to understand what data to extract. For example, "The medical specialty of the physician making the referral, such as Cardiology or Orthopedics" is more effective than "Specialty."
User Management
Lilee uses Clerk for authentication and organization management. User management tasks are handled through the Clerk dashboard.
Adding Users
In your Clerk organization dashboard, invite new users by email.
Users receive an invitation to create their account and join your organization.
Once they accept, they can sign in at app.lilee.ai and access your organization's Lilee instance.
Organization Requirement
Every Lilee user must belong to a Clerk organization. Users who sign in without an organization assignment see a "No Organization Assigned" message and cannot access the platform. Ensure all new users are added to your organization in Clerk.
Access Control
Lilee uses Supabase Row Level Security (RLS) to enforce data isolation between organizations. Users can only see documents, patients, providers, and other data belonging to their organization. This is enforced at the database level and cannot be bypassed through the interface.
[Screenshot: User management showing the organization member list]
Provider Directory Management
Administrators manage the provider directory from the Providers page:
Add providers individually or import from a CSV/Excel file
Sync from EHR to pull provider records from your connected EHR system
Edit provider details including name, NPI, specialty, credentials, phone, fax, email, and address
Manage active status to indicate whether a provider is currently in your network
The provider directory is used for provider validation when documents are processed. When Lilee extracts a provider name from a document, it validates against your directory to ensure accuracy.
Payer Directory Management
For provider organizations, the Payer Information page provides the payer directory:
Add payers individually or import from a CSV/Excel file
Edit payer details as needed
Remove outdated payers when they are no longer relevant
The payer directory powers automatic payer matching on incoming documents.
See the Payer Information Guide for detailed instructions.
EHR Integration
Lilee connects to your EHR system for member lookup, provider validation, eligibility verification, and authorization submission.
Current Integration: AcuityNXT
Lilee currently integrates with the AcuityNXT EHR system via REST API. The integration supports:
Member Lookup
Search and validate members against EHR records
Provider Lookup
Search providers by name, NPI, or Tax ID
Authorization Creation
Send authorization data to the EHR for processing
Eligibility Check
Verify member eligibility and coverage status in real time
Service Type Retrieval
Pull service request types dynamically from the EHR
Integration Configuration
EHR integration setup is managed by Lilee support in coordination with your IT team. Contact your Lilee representative to configure or update your EHR connection.
Patient and Provider Sync
Once the EHR integration is active:
Patients can be synced from the Patients page using the "Sync from EHR" button
Providers can be synced from the Providers page using the "Sync from EHR" button
Synced records are matched by member ID (patients) or NPI (providers) and updated with the latest information
Security and Compliance
Multi-Tenant Data Isolation
Lilee enforces strict data isolation between organizations using Supabase Row Level Security (RLS). Every database query is scoped to the authenticated user's organization. There is no way for one organization to access another organization's data.
Authentication Security
All authentication is managed by Clerk
Users must belong to a Clerk organization to access the platform
Non-auth routes are protected by middleware
API routes require valid authentication tokens
HIPAA Compliance
Audit trail: All user actions are logged, including document views, edits, clinical review actions, authorization submissions, and configuration changes
PHI handling: Data is encrypted in transit and at rest via Supabase's security infrastructure
Access control: Role-based data visibility ensures users access only what is relevant to their responsibilities
No PHI in logs: Client-side logging is configured to exclude Protected Health Information
Compliance Best Practices for Administrators
Review your user list regularly and remove access for staff who have left the organization
Ensure custom field descriptions do not expose sensitive organizational logic
Use synthetic data when training new users or testing configurations
Coordinate with your compliance team when configuring document types and extraction fields that involve PHI
Compliance Checkpoint: As an administrator, you are responsible for ensuring that your organization's Lilee configuration aligns with your HIPAA policies and procedures. Review user access, data handling, and configuration settings periodically.
Troubleshooting
Config page is not accessible
You may not have administrator permissions
Contact your organization's Clerk administrator to verify your role
Document types not showing in dashboard
Form types may not be enabled in the Config page
Go to Config and enable the desired form types
Custom fields not extracting data
The field description may not be specific enough for the AI
Update the custom field description with more detailed guidance about what to extract
EHR sync fails
Network connectivity or credential issues
Contact Lilee support to verify the EHR integration configuration
Users cannot access the platform
Users may not be added to your Clerk organization
Add the user to your organization in the Clerk dashboard
Related Features
Intake Dashboard -- Document types configured here appear on the Intake Dashboard
Patient Management -- Patient registry that syncs with EHR
Payer Information -- Payer directory for document matching
Platform Overview -- Understanding how organization type affects the entire platform
Last updated: February 2026
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