How to Set Up an Administrator Profile

  • Updated

 

Learn how to set up or edit an Administrator Profile. Administrator profiles are ideal front-desk staff, clinic assistants, managers, accountants, and bookkeepers.  

 

Permissions 

  •  You'll need to be logged in as an Administrator or
  •  Have Add, Edit & Delete Users granted in your assigned User Type

 

Adding a New Administrator

  1. Go to Settings
  2. Under Staff, select Administrators 
  3. Select +New Administrator 

 

  1. Complete the fields in the Profile tab 
    • Many of the fields are optional 

 

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Employee # This number is for your own reference (optional) 
Salutation This field will populate fields within documents and letters
Group

Select: Administrators 

If you have more than one location, you can create groups based on the location. For example: Administrators Toronto, Administrators Mississauga etc.
First Name 

We suggest adding the word "Admin" at the end of the last name in the event the employee also has a Practitioner profile to avoid any confusion when they are logged in.  They will know immediately which profile they are logged into.

TIP: If you want the salutation Dr. to appear on the schedule, put this in front of the first name 
Last Name  
Pager, Cell Phone, Fax, Email Address Enter contact information. These fields will populate in other areas of the site when creating correspondence (optional)
Address, City, Province, Postal Code Enter address information (optional)
Default Clinic

Select the clinic the Administrator works out of

They can still have access to other clinic location schedules when setting up the Practitioner Access 
Employee Start Date Type in the date or select from the calendar located at the end of the field (optional)
Holidays Granted Type in the total number of holidays the employee is entitled to for the year if applicable (optional)
Holiday Reset Date Select Start Date Anniversary or January 1st (optional)

 

  1. Click Apply Changes

 

Setting Up a Login 

  1. Select the Login tab 
  2. Enter a Username 
  3. Enter a New Password 
  4. Re-enter the password in Verify Password 

 

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  1. Select an Administrator Level for the staff member  
    • Admin Level 2: Often assigned to the owner of the business and the head administrator. An Admin Level 2 profile:
      • Grants the user access to billing modules for provincial billing (system settings) 
      • Username and password can only be updated by another Level 2 Administrator
      • Can reinstate the deleted profile of another Level 2 Administrator
      • Can create other Admin Level 2 administrators
      • Can view and edit the level of an administrator in the staff member's Login tab  
      • Can reactive a deleted clinic
      • Can view the active licenses and log out staff members 

    • Admin Level 1: Assigned to team members who do not need access to to perform the above tasks  

       

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  1. Select the User Type that you'd like to assign 
  2. Leave Block Employee set to No 
  3. Click Apply Changes.

 

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Setting Up Clinic Access 

After creating a staff member's login, additional profile tabs will appear. 

  1. Click the Clinic Access tab 
  2. Select which clinics the user should have access to: 
    • All Access: access to the clinic, practitioners, patients and reports  
    • Patient Access: access to patient information only for the selected clinic(s) 

  3. Click Apply Changes

     

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Setting Up Practitioner Access 

  1. Click the Practitioner Access tab 
    • Individual Practitioner Access: Select individual practitioners the staff member can 
      • Access Schedules & Tasks 
      • Access Charts 
      • Access Appointment Dates in Charts 
      • Access to Copy Last Chart
    • Primary Group Access 
      • Scheduling & Tasks 
      • Access Charts 
    • Additional Group Scheduling Access
      • Allows you to select practitioner groups whose schedules the Administrator may wish to view from their 'My Practitioners' Dashboard. 
      • A drop-down menu will appear on the Administrator's 'My Practitioners' Dashboard only so they may view the select group's schedules.
  2. +Add Practitioner or +Add Group 
    • +Add Practitioner: 
      1. Select the practitioner(s) 
      2. Check off relevant access 
      3. Click Add 
         

 

  • +Add Group: 
    1. Select the group
    2. Check off relevant access 
    3. Click Add
    4. Repeat until all relevant groups have been added

 

 

  1. Click Apply Changes 

 

Setting Up Preferences 

  1. Click the Preferences tab
  2. If you have multiple clinic sites:
    • Update the Home Schedule to Multi-Clinic Practitioners: the schedule will be organized by location
  3. For JComm subscribers: 
    • Set the Receive Incoming Text Notifications to Yes: the administrator will be notified when a patient texts the clinic 
  4. Save your changes 

 

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Result 

The profile has been updated and the user ready to log in. Share the new username and password with your administrator so they can get started.

 

Related Articles 

Understanding Schedule and Chart Access (Practitioner Access)

How to Set Up Practitioner Access

 

 

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