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Adding Staff into the Staff Directory

Version 20.4
Path: Practice Management tab > Staff/Providers 

Overview

The Staff Directory houses all of the staff and provider details. All records include the Basic Info and Data Visibility tabs. If a Clinical Level higher than non-clinical is selected for a staff member or provider, an additional five tabs are displayed. To easily view a list of staff and providers, the following options are available:

  • The Location drop-down can be used to view only staff/providers by practice location
  • The All checkbox can be selected to display All staff/providers, regardless of their assigned location(s)
  • The Show Inactive checkbox can be selected to display staff/providers who do not have the Active checkbox selected

The instructions below cover the Basic Info and Data Visibility tabs. If you need to add a clinical staff or provider to the Staff Directory, complete the steps below and then proceed complete the setup process by Setting Up Providers in the Staff Directory.

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.

Complete the Basic Info Tab

The Basic Info tab includes details such as name, Department and Location assignments, Clinical Level, and Medical Record Visibility level, to name a few. It also includes the option to include the user in PCP listings. If the practice is using the InteliChart Patient Portal, the user's Portal Account Status is also displayed with a refresh button to fetch an updated status in real-time, when necessary.

  1. Navigate to the Staff Directory by following the path above, and click the Basic Info tab.
  2. Click the Add button above the Staff Name column.
  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).

NoteThe 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: These items are necessary for a provider to successfully e-Prescribe. 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. Click the Add button in the Department(s) section.
  2. Select a Department from the drop-down menu.
  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 and be visible in drop-down lists throughout the software):
  1. Click the Add button in the Location(s) section.
  2. Select a Location from the drop-down menu.
  3. Click the Save button.
  4. Repeat this process to add users to multiple Locations.

  1. To add the staff member to a Team:
  1. Click the Add button in the Team(s) section.
  2. Select a Team from the drop-down menu.
  3. Click the Save button.
  4. Repeat this process to add users to multiple Teams.
  1. Select a Display color from the drop-down menu 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 from the drop-down menuTo see how these are defined, navigate to the Clinical Levels article.
  3. Need cosigner: Select this checkbox if the 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.

Example: 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. Select the Standard medical records and Emergency medical records visibility levels from the drop-down menus. To see how these are defined, navigate to Privacy Constraints (Visibility Settings).
  2. Select a Backup log manager status from the drop-down menu:
  • Cloud practices: Select No backup or archive responsibilities.
  • On-Premise/Client Server practices: Select Backup log manager only or Backup log + archive notes manager.

NoteFor On-Premise/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 the OP Default Settings radio button.
  3. Click the Save button at the top of the window.
  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.

Complete 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.

Next Steps

You have completed the basic setup for staff members in OP. Remember, if you are adding a new clinical staff member or provider, you must complete additional information. Click here for more information.

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 20.3
Path: Practice Management tab > Staff/Providers 

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.

Basic Info Tab

  1. Click the Basic Info tab.
  2. Click the Add button above the Staff Name column.
  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).

Note: 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. Click the Add button in the Department(s) section.
  2. Select a Department from the drop-down menu.
  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):
  1. Click the Add button in the Location(s) section.
  2. Select a Location from the drop-down menu.
  3. Click the Save button.
  4. Repeat this process to add users to multiple Locations.

Note: 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 in the Team(s) section.
  2. Select a Team from the drop-down menu.
  3. Click the Save button.
  4. Repeat this process to add users to multiple Teams.
  1. Select a Display color from the drop-down menu for the staff member. f 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 from the drop-down menuTo see how these are defined, navigate to the Clinical Levels article.
  3. Need cosigner: Select this checkbox if the 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.

Example: 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. Select the Standard medical records and Emergency medical records visibility levels from the drop-down menus. To see how these are defined, navigate to the Privacy Constraints (Visibility Settings) article.
  2. Select a Backup log manager status from the drop-down menu:
  • 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 the OP Default Settings radio button.
  3. Click the Save button at the top of the window.
  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.

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.