Add Staff Members

This article describes the process for adding new staff members and providing them with appropriate access in the program.

Note: All users of the system must have their own credentials and never share usernames or passwords for any reason. It is a HIPAA violation if any user credentials are shared, or if any user logs onto the system for any reason with anyone else's username and password. Clinicient staff cannot enter new staff records or reset passwords. These activities must be performed by your clinic's administrative staff.

Launching the Staff Editor

To launch the Staff Editor, do one of the following:

  • Go to the Edit menu and select Staff.
  • Select the F6 shortcut key if you are using Insight EMR.
  • If you are using Insight Billing, click the button.

Entering Basic Staff Information

Enter the basic staff information as illustrated here. Note that all fields marked with an * are required.

  • A unique email address will be required for all staff members.
  • The signature line is only necessary for clinicians in your organization. It should be completed with the full name and credentials of the therapist as they should appear on the signature block of clinical reports, such as evaluations and Progress Reports.
  • The Active check box will normally be checked for any new staff member. It may be unchecked at anytime to inactivate a staff member and keep them from logging onto the system.
  • Detailed information about the May treat without supervisor cosign check box is included here: Set Up Documentation Cosigning and Insurance Credentialing Setup.
  • The Show in Schedule check box is selected for any clinicians on the staff. If this box is unselected, you will not be able to view the therapist on the schedule.

Staff Address Information

Staff Address information should be entered as illustrated below. Please note that this is the personal address information for the staff member and this information is optional. Entering the information will allow you to look up the staff member's contact information in the system.

Staff Phone, Email, and Notes

Personal phone and email information for each staff member should be entered in this section. Please note that having complete information about the staff member's email address and contact telephone numbers are used by Clinicient support to contact the staff member. Phone 1 should be the best phone number to use to contact the staff member at work. Email addresses should be unique. If your organization does not have an internet domain there are several free web based email services that you may use to establish dedicated email addresses for your staff. Refer to Required Email for Staff for more information.

Claim Type Numbers

Credentialing settings for each user can be reviewed and confirmed in Staff Information. The Claim Type ID number section is used to set provider numbers for a staff member for use in special fields on certain claim types. For example, your worker's compensation plans may require a unique Worker's Comp Provider number for each therapist, or your state's Medicaid plan may require their own unique Provider ID. Refer to this user guide for a complete discussion on Insurance Credentialing Setup.

Caregiver Payer Provider ID

Under some circumstances payers will issue unique provider numbers for each provider even though they may be a certain claim type. For example, all of the Blue Cross plans in your area may require a standard claim type provider number except for one Blue Cross Plan. Plans that would normally be billed using a Claim Type ID, but instead require a unique provider number should be listed here for the selected staff member. For a complete discussion of insurance credentialing setup, click here: Insurance Credentialing Setup.

Adding Clinical Staff Signature Images

A scanned image of clinical staff member's signatures may be added to the staff member's information. The scanned image may be added to clinical reports.

To add a signature image:

  • Double click the Signature Image area in the lower left hand corner.
  • Scan the clinician's signature using Scan, or add the signature from an already existing image file by clicking Attach.
  • It is important to crop the signature image and re-size it so that it will fit onto allocated space on the clinical reports.

Identification and Assigning Security Group

The Professional Identification Section is used by the system to set the Log in Name, Security Group, and profession identifiers for your staff.

Log in Name: Also called the Username. This is the name that the system uses to identify the user. The user name is appended with an extension after the period that identifies the database that the user accesses. Typically, the username is created from combining the first letter of the user's first name, plus the last name of the user, plus the database extension name. For example, if Jerry Henderson accesses the database identified by .insight, his username would be jhenderson.insight.

Security Group: Assigns the user to a security group that has already been defined. See this article for detailed information on Set User Security Permissions.

Discipline: Defines the professional discipline of the user.

Taxonomy Code: A classification schema mandated by HIPAA to define health care profession type and specialty. Click here for detailed information on setting Staff Taxonomy Codes.

SSN: User's Social Security Number. SSN was often required for insurance billing in the past, but has largely gone out of favor because of security concerns. Please do not fill in staff SSN unless you have an insurance plan that requires the information. It should be left blank in most instances.

NPI #: National Provider Identification Number. This is a number that uniquely identifies the clinical user for insurance billing purposes. For more information on the NPI, click on this article: NPI Settings

Other ID #: Used in special circumstances when an additional identification number is needed for an insurance plan that does not accept the NPI or other common provider identifiers.

Permissions for Viewing Clinic Schedules

If you are in a multiple clinic organization, you may set which clinics which your staff may view on the schedule. Setting the schedule view for a user has important HIPAA implications. You should review the relevant section on Set User Security Permissions and review the section on setting Schedule View.

To set the Schedule View, check any clinics the user should be able to see, taking HIPAA considerations into account.

Selecting Credentialed Payers

An indicator of all payers that require credentialing and which payers the user is credentialed for is indicated here. Refer to Insurance Credentialing Setup for more information.

Under some circumstances payers will issue unique provider numbers for each provider even though they may be a certain claim type. For example, all of the Blue Cross plans in your area may require a standard claim type provider number except for one Blue Cross Plan. Plans that would normally be billed using a Claim Type ID, but instead require a unique provider number should be listed here for the selected staff member.

Credentialing settings for each user can be reviewed and confirmed in Staff Information. The Claim Type ID number section is used to set provider numbers for a staff member for use in special fields on certain claim types. For example, your worker's compensation plans may require a unique Worker's Comp Provider number for each therapist, or your state's Medicaid plan may require their own unique Provider ID.

Setting Task Roles

Task Roles are used for task list assignment. When assigning a task, it may be assigned to a specific person or a specific role. For a complete discussion of the task list feature set and task list setup, please refer to the Introduction to the Task List.

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