In this article, you'll learn how to set up a new Administrator or Employee profile or edit an existing one. This user profile is ideal for staff such as front desk staff, managers, and accountants. Further restrictions and permissions can be applied using User Types.
You will want to set up a profile for each staff member at your practice. This includes each practitioner, administrative staff member, bookkeeper, or anyone you would like to have access to your account.
|Note||To create a new staff profile, you will need to log in as an Administrator, or be sure you have the Add, Edit & Delete Users setting enabled in your assigned User Type.|
Once you are logged in, click on Settings.
Select Administrators or Employees
Select New Administrator or New Employee
Enter staff members profile details and click Apply Changes.
Profile Field Descriptions
|Employee #||Optional: This number is for your own reference|
|Salutation||Select from the drop-down menu. This field will populate fields within documents and letters. This is how the staff member will be addressed in correspondence.|
|Group||Staff Groups must have been previously set up under Settings > Staff Groups > New Group. Typically you would have a Staff Group set up called 'Administrators'. If you have more than one location, you can create groups based on the location. For example: Administrators Toronto, Administrators Mississauga etc.|
Enter the First and Last Name of the employee.
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.
|Pager, Cell Phone, Fax, Email Address||Optional: Enter contact information. These fields will populate in other areas of the site when creating correspondence.|
|Address, City, Province, Postal Code||Optional: Enter address information.|
|Default Clinic||Select from the drop-down menu options, that have previously been set up under Settings > Clinics. Select the clinic the Administrator works out of, they can still have access to other clinic location schedules when the Practitioner Access tab is set up correctly.|
|Employee Start Date||Optional: Type in the date or select from the calendar located at the end of the field.|
|Holidays Granted||Optional: Type in the total number of holidays the employee is entitled to for the year if applicable.|
|Holiday Reset Date||Optional: Select “Start Date Anniversary” or “January 1st”.|
Next, click on the Login tab and enter a Username and New Password. Re-enter the password in Verify Password. A list of password requirements will appear below to help ensure you have met each requirement.
From the drop-down menu, select the Administrator Level you wish to assign to the profile.
This is not necessary for setting up an Employee.
Level 2 Administrator:
Typically this level of Administrator would be assigned to the Owner of the business and a Head Administrator.
1. This profile allows the user to have access to Billing Modules for Provincial Billing and system set up as well as HCAI billing and system set up.
2. No one else can change the Level 2 Username and Password except a Level 2 Administrator.
3. Only a Level 2 Administrator can reinstate a Level 2 Administrator profile that was deleted.
4. A Level 2 Administrator can also create Administrators with the Level 2 status.
5. You can see what level or edit the level of an Administrator by going to Settings, Administrators, open an Administrator profile and select the Login tab and view the "Administrator Level" field.
6. Level 2 can reactive a Clinic that was deleted under Settings, Clinics.
7. Only a Level 2 has access to Settings, General, Security, Active Licenses section where you are able to log out a logged in staff member using your own password.
Select the User Type you wish to assign (Both Administrators and Employee profiles), leave Block Employee set to 'No', and click Apply Changes.
|Note||The User Type you assign will grant or restrict access to various features, data, and reports. See About User Permissions and How to Set Up User Types to learn more|
Now that you have created the Staff member's login, additional profile tabs will appear. Click on the Clinic Access tab and use the checkboxes to select:
- Which clinic sites this user may access (if applicable)
- Whether the user may have All Access (access to the clinic, practitioners, patients and reports) or Patient Access (access to patient information only) to the clinic site.
Click Apply Changes.
Next, open the Practitioner Access tab. Under Individual Staff Access or Primary Group Access, select the practitioners or staff group schedules, charts, and chart details that should be accessible to the Administrator.
|Note||The Additional Group Scheduling Access section 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.|
Open the Preferences tab. If you have multiple clinic sites, update the Administrator's Home Schedule to Multi-Clinic Practitioners. This will organize their schedule by location.
For JComm subscribers, set the Receive Incoming Text Notifications to Yes. This will ensure the Administrator is notified on-screen when a patient texts your clinic so they can promptly reply.
Last, click Save & Exit. Or, if you wish to continue editing other profile tabs, click Apply Changes.
|Tip||Learn about the advanced settings available under the Preferences tab here: Administrator Profile Preferences|
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.
Further reading: See What Distinguishes Administrator, Practitioner, and Employee Profiles to learn more about each profile's unique capabilities