We are currently updating the OP Help Center content for the release of OP 14.19 or OP 19. OP 19 is a member of the certified OP 14 family of products (official version is 14.19.1), which you may see in your software (such as in Help > About) and in the Help Center tabs labeled 14.19. You may also notice that the version number in content and videos may not match the version of your software, and some procedural content may not match the workflow in your software. We appreciate your patience and understanding as we make these enhancements.

Adding Staff into the Staff Directory

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

Overview

Note: Once a user is created in the Staff/Provider directory in OP, they cannot be deleted. Users can be deactivated by navigating to the users profile in the Staff Directory and deselecting the Active checkbox on the Basic Information tab. OP also recommends entering the words Do Not Use in the First Name field.

This article will teach you how to enter practice staff members into Office Practicum and associate them with locations and departments.

Adding New Staff: Basic Info Tab

  1. Click the Basic Info tab.
  2. Click the Add button.
  3. Enter the First/middle name and Last name/suffix.
  4. Enter the Staff Initials in the Initials field (must be unique, three character maximum).
  5. Enter a Login Name in the Login field. This is what the user will use to sign into OP. OP will generate the Staff ID # and the List #. The list number indicates the order in which Staff members are listed in drop-down menus, such as when composing a Message and selecting the message recipient.
  6. 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, select the Include in PCP listing checkbox to include this provider in PCP drop-down 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:
  1. From the Department box, click the Add button 
  2. Click the Drop-Down Menu and select the Department.
  3. Click the Save button  
  4. Repeat this process to add multiple departments.
  1. To add the staff member to a Location (required in order for staff to be able to log into OP 19):
  1. In the Location(s) box, click the Add button 
  2. Click the Drop-Down Menu and select the Location.
  3. Click the Save button 
  4. Repeat this process to add users to multiple locations.
Only Staff members who are assigned to a specific location will be visible in drop-down lists. 
  1. To add the staff member to a Team:
  1. Click the Add button located within the Team(s) box.
  2. Click the Drop-Down Menu and select the Team.
  3. Click the Save button also located within the Team(s) box.
  4. Repeat this process to add users to multiple Teams.
  1. Display Color: Use the Drop-Down Menu 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 is displayed on the Tracking screen.  
  2. Select the Clinical level. To see how these are defined, navigate to the Clinical Levels article.
  3. Need cosigner: If selected, this staff member needs to have all Encounter and Well Visit Notes co-signed by a supervising provider. If this checkbox is deselected, 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 deselect this checkbox. If deselected, the mid-level selects 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 patients 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, navigate to the Privacy Constraints (Visibility Settings) article.
  2. Select a Backup log manager status:
  • Cloud practices: Select No backup or archive responsibilities.
  • Client Server practices: Select 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..
  1. From the Name/Phone tab, enter the Office Phone Number and Fax Number.
  2. From the Address tab, enter the Office Address. If these fields left blank, an error will occur while trying to e-prescribe.
  3. Click the Post Edit button to save Address Book entries.
  4. Click the X to 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:

  1. Click the Edit button.
  2. 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 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 with 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.  OP will generate the Staff ID # and the the List #. The list number indicates the order in which Staff members are listed in drop-down menus, such as when composing a message and selecting the message recipient.
  5. 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,  select the Include in PCP listing checkbox to include this provider in PCP drop-down 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:
  • From the Department(s) box, click the small Insert Record button.
  • Select a Department from the drop-down menu.
  • From the Department(s) box, click the Post Edit button .
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):
  • From the Location(s) box, click the small Insert Record button.
  • Select a Location from the drop-down menu.
  • From the Locations box, click the Post Edit button.
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:
  • From the Team(s) box, click the small Insert Record button.
  • Select a Team from the drop-down menu.
  • From the Team(s) box, click the Post Edit button.
Staff members can be added to multiple teams by repeating the steps above.
  1. Display Color: Select a Color from the staff member from the drop-down menu. If the staff member is a provider, this color will be the ribbon in which their name is displayed in the Tracking screen.  
  2. Select the Clinical level. To see how these are defined, navigate to the Clinical Levels article.
  3. Need cosigner: If selected, the staff member needs all Encounter and Well Visit Notes to be co-signed by a supervising provider. If deselected, 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 deselect this checkbox. If deselected, 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 patients 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 is 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, navigate to the Privacy Constraints (Visibility Settings) article.
  2. Select a Backup log manager status:
  • Cloud practices: Select No backup or archive responsibilities.
  • Client Server practices: Select 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.
  • Click the X button to 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, 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.