In this article, you'll learn how to set up a new Administrator 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. |
Step-by-Step Instructions
Step 1
Once you are logged in, click on Settings.
Step 2
Select Administrators.
Step 3
Select New Administrator.
Step 4
Enter your Administrator's 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. |
| Name |
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”. |
Step 5
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.
Step 6
From the drop-down menu, select the Administrator Level you wish to assign to the profile.
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Note: Level 2 Administrators have access to advanced functionality including User Types, Provincial Billing modules, Telus eClaims field setup, and the ability to create other Level 2 users. They are also able to log out Staff who have not logged out of the system. |
| TIP! It is recommended to have the owner or head administrator set up with Administrator Level 2 access. |
Step 7
Select the User Type you wish to assign, 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 |
Step 8
Now that you have created the Administrator'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.
Step 9
Next, open the Practitioner Access tab. Under Individual Staff Access or Primary Group Access, select the practitioners whose schedules, charts, and chart details 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. |
Step 10
Next, 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, go to the field Receive Incoming Text Notifications and toggle 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! If you set up a new administrator, the user is now set up and 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