Adding Staff into the Staff Directory

Version 14.19
Path: Practice Management tab > Staff/Providers button

Overview

The steps below will instruct you on how to enter practice staff members into Office Practicum and associate them to locations and departments.

Adding New Staff: Basic Info Tab

  1. Click the Basic Info tab (if not already selected).
  1. Click the Add button.
  2. Enter the First/middle name and Last name/suffix.
  3. Enter the staff initials in the Initials field (must be unique, 3 character maximum).
  4. Enter a login name in the Login field. This is what the user will use to sign into OP.  
  5. OP will generate the Staff ID #.
  6. OP will generate the List #. The list number indicates the order in which Staff members are listed in dropdown menus, such as when composing a message and selecting the message recipient.
  7. For providers, enter the Colloquial name. This is a nickname used by patients (for example, Doctor Sue).

The Colloquial Name is used in the Patient Message eXchange (PMX). For this reason, it is important to remember to enter the full word "Doctor". Abbreviating as "Dr." will communicate as "drive" in the PMX.
  1. Select the Active checkbox to indicate this staff member is active with the practice.
  2. If the staff member is a PCP, click the Include in PCP listing checkbox to include this provider in PCP dropdown menus.
Warning: If these items are left blank, an error will occur while trying to e-prescribe.
  1. To add the staff member to a Department:
  • Click on the small Add button located within the Department(s) box.
  • Click the dropdown arrow and select the department.
  • Click the Save button  also located within the Department(s) box.
Staff members can be added to multiple departments by repeating the steps above.
  1. To add the staff member to a Location (required in order for staff to be able to log into OP 19):
  • Click the small Add button located within the Location(s) box.
  • Click the dropdown arrow and select the location.
  • Click the Save button also located within the Location(s) box.
Staff members can be added to multiple locations by repeating the steps above.  Appropriate locations must be added in order for staff to be able to log into each location as assigned.
  1. To add the staff member to a Team:
  • Click the small Add button located within the Team(s) box.
  • Click the dropdown arrow and select the team.
  • Click the Save button also located within the Team(s) box.
Staff members can be added to multiple teams by repeating the steps above.
  1. Display Color: Use the dropdown to select a color for the staff member. If the staff member is a provider, this color will be the ribbon in which their name appears in the Tracking screen.  
  2. Select the Clinical level. To see how these are defined, visit Clinical Levels.
  3. Need cosigner: If this has a checkmark this staff member will need all Encounter and Well Visit Notes to be co-signed by a supervising provider. If this is left unchecked they will not be able to finalize.
Tip: If your mid-levels only require 20% of notes to be co-signed, you could choose to clear this checkbox. If cleared, the mid-level will then select random visit notes to be co-signed. For example, if the provider has 20 patients on their schedule for the day, they would select four patient for which they will request a co-signature for those visit notes. In the Visit Info tab, the selected provider in the "Supervised by" field will be assigned the notes for co-signature. For all other patient visit notes, that field can be left blank.
  1. Set the Standard medical records and Emergency medical records visibility levels. To see how these are defined, visit Privacy Constraints (Visibility Settings).
  2. Select a Backup log manager status:
  • Cloud practices: select No backup or archive responsibilities.
  • Client Server practices: select either Backup log manager only or Backup log + archive notes manager.
Note: For Client Server practices, each day the first Backup log manager signing in will review the status of the backup from the previous night.
  1. Phrase Construction: Select the first radio button.
  2. Printer Preference: Select OP Default Settings.
  3. Click the Save button at the top of the window to save.
  4. If the staff member is a provider or clinical staff member that will be sending prescriptions electronically, click the Address  Book button..
  • In the Name/Phone tab, enter the office phone number and fax number.
  • In the Address tab, enter the office address. If these are left blank an error will occur while trying to e-prescribe.
  • Click the Post Edit button to save Address Book entries.
  • Exit the Address Book.

Completing the Data Visibility Tab

For each user, the data visibility will be set to "Use system default." If the data visibility for a user should be different than the system default:

  • Click the Edit button.
  • Make the appropriate selection from the list.

You have completed the basic setup for staff members in OP 19. To learn how to complete the setup pieces for Clinical Staff and Providers, click here

Additionally, you will want to be sure to assign a password to each newly entered staff member and grant them the appropriate permissions to ensure they have access to all areas in OP they will need.

Version 14.10
Utilities > Manage Practice > Staff/Provider Directory

Overview

The steps below will instruct you on how to enter practice staff members into Office Practicum and associate them to locations and departments.

Adding New Staff: Basic Info Tab

  1. Click the Basic Info tab, if not already selected.
  1. Click the Insert Record button.
  2. Enter the First/middle name and Last name/suffix.
  3. Enter the staff initials in the Initials field (must be unique, 3 character maximum).
  4. Enter a login name in the Login field. This is what the user will use to sign into OP.  
  5. OP will generate the Staff ID #.
  6. OP will generate the List #. The list number indicates the order in which Staff members are listed in dropdown menus, such as when composing a message and selecting the message recipient.
  7. For providers, enter the Colloquial name. This is a nickname used by patients (for example, Doctor Sue).

The Colloquial Name is used in the Patient Message eXchange (PMX). For this reason, it is important to remember to enter the full word "Doctor". Abbreviating as "Dr." will communicate as "drive" in the PMX.
  1. Click the Active checkbox to indicate this staff member is active with the practice.
  2. If the staff member is a PCP, click the Include in PCP listing checkbox to include this provider in PCP dropdown menus.
Warning: If these items are left blank, an error will occur while trying to e-prescribe.
  1. To add the staff member to a Department:
  • Click on the small Insert Record button located within the Department(s) box.
  • Click the dropdown arrow and select the department.
  • Click the Post Edit button  also located within the Department(s) box.
Staff members can be added to multiple departments by repeating the steps above.
  1. To add the staff member to a Location (required in order for staff to be able to log into OP 14):
  • Click the small Insert Record button located within the Location(s)
  • Click the dropdown arrow and select the location.
  • Click the Post Edit button also located within the Location(s) box.
Staff members can be added to multiple locations by repeating the steps above.  Appropriate locations must be added in order for staff to be able to log into each location as assigned.
  1. To add the staff member to a Team:
  • Click the small Insert Record button located within the Team(s)
  • Click the dropdown arrow and select the team.
  • Click the Post Edit button also located within the Team(s) box.
Staff members can be added to multiple teams by repeating the steps above.
  1. Display Color: Use the dropdown to select a color for the staff member. If the staff member is a provider, this color will be the ribbon in which their name appears in the Tracking screen.  
  2. Select the Clinical level. To see how these are defined, visit Clinical Levels.
  3. Need cosigner: If this has a checkmark this staff member will need all Encounter and Well Visit Notes to be co-signed by a supervising provider. If this is left unchecked they will not be able to finalize.
Tip: If your mid-levels only require 20% of notes to be co-signed, you could choose to clear this checkbox. If cleared, the mid-level will then select random visit notes to be co-signed. For example, if the provider has 20 patients on their schedule for the day, they would select four patient for which they will request a co-signature for those visit notes. In the Visit Info tab, the selected provider in the "Supervised by" field will be assigned the notes for co-signature. For all other patient visit notes, that field can be left blank.
  1. Set the Standard medical records and Emergency medical records visibility levels. To see how these are defined, visit Privacy Constraints (Visibility Settings).
  2. Select a Backup log manager status:
  • Cloud practices: select No backup or archive responsibilities.
  • Client Server practices: select either Backup log manager only or Backup log + archive notes manager.
Note: For Client Server practices, each day the first Backup log manager signing in will review the status of the backup from the previous night.
  1. Phrase Construction: Select the first radio button.
  2. Printer Preference: Select OP Default Settings.
  3. Click the Post Edit button at the top of the window to save.
  4. If the staff member is a provider or clinical staff member that will be sending prescriptions electronically, click the Address Book button .
  • In the Name/Phone tab, enter the office phone number and fax number.
  • In the Address tab, enter the office address. If these are left blank an error will occur while trying to e-prescribe.
  • Click the Post Edit button to save Address Book entries.
  • Exit the Address Book.

Completing the Data Visibility Tab

For each user, the data visibility will be set to "Use system default." If the data visibility for a user should be different than the system default:

  • Click the Edit pencil.
  • Make the appropriate selection from the list.

You have completed the basic setup for staff members in OP 14. To learn how to complete the setup pieces for Clinical Staff and Providers, click here

Additionally, you will want to be sure to assign a password to each newly entered staff member and grant them the appropriate permissions to ensure they have access to all areas in OP they will need.