Page# ORG011

Find and Add Staff

ADDING NEW STAFF DURING INITIAL PROVIDER SETUP

STAFF SETUP

Before You Start

• After successfully saving the Location details, select Provider details button and from Provider setup page select Find/Add Staff button.
• Verify that the Provider-Location is correct for the staff you will add.
• On the Header Menu click Account Management
• In the sub-menu,
• CLICK ON Find/Add Staff
• Before adding new staff, search for the staff person to avoid duplication:
• Enter Search Criteria or click on the first letter of the user’s last name in the Alphabet bar to open the staff list for that letter
• All “Name” fields will return results that “contain” the letters you enter.
• If you enter a complete Date of Birth (mm/dd/yyyy) or SSN, the search results will include only exact matches.
• If the person is not already set-up,
• CLICK ON New Staff.

 Adding New Staff When Registering a Provider

Before adding staff to a provider, first add locations because the is assigned according to Provider Locations.

Then, to prevent duplication of records, conduct a search for the person you are adding.

 

Add New Staff (page # ORG012 )

There are three tabs on this page:

• Staff Information
• In this tab you will be required to enter the appropriate response for
  • Title
  • First Name
  • Last Name
  • Date of Birth
  • SSN
  • User ID (optionally the system can auto generate),
  • password (optionally the system can auto generate)
  • and other details.
• Location/Roles
  • In this tab you will be required to enter the appropriate response for Location and Roles for the staff.
• Credentials
• In this tab you will be required to enter the appropriate response for Credentials, along with Begin date and End date.

STAFF INFORMATION TAB

After conducting a search and successfully saving the Provider Registration,

1. CLICK ON Find/New Staff , then
2. CLICK New Staff.

On the Staff Information tab,

1. Complete all the data fields under this tab with the Staff Person’s information.
   • Title (Required for all business entity types)
     • TYPE IN the person’s job title;
     • This field is limited to 30 characters.
• Prefix and Suffix (Optional for all business entity types)
  • Select one from each drop-down if applicable.
• First, Middle, Last Name (Required for all business entity types)
  • Staff person’s name.
• Date of Birth (Required for all business entity types)
  • Enter the person’s birth date here.
  • When 8 numbers are entered,
    • CMBHS will automatically format them into the date format mm/dd/yyyy.
• Social Security Number (SSN) (Required for all business entity types)
  • Enter the person’s social security number.
  • CMBHS will automatically format the numbers when 9 numbers are entered.

After you have entered the staff person’s information, then:

• Generate User ID (Required):
  • User-entered or System-generated as First Initial + Last Name + # (if the name is a duplicate);
  • can be not be updated.
• Generate Password (Required):
  • User-entered or System-generated and stored as encrypted in the database
• Account Status
  • Is automatically set to “Initiated” when a new password is created;
  • Can be changed to “Disabled” for staff who no longer require system access.

 

NOTE:

The password generated here is a temporary password that the user will be prompted to change when signing on.

Enter the Staff Person’s Contact Information.

The field name and descriptions are:

Office Phone and Extension:

• Phone number automatically formats when 10 digits are entered;
• Extension can be alpha numeric.

Phone Type:

• Select the type of phone number entered in Office Phone and Extension.

Other Phone and Extension:

• Phone number automatically formats when 10 digits are entered;
• Extension can be alpha numeric.

Email:

• Enter office email address; must have characters before/after @ sign.

1. Enter the Location and Roles information for each user.
2. Select the Staff Location(s) and the Roles associated with each location.

Business Rules 

• Only one location can be selected as a Primary Location.
• To change Primary Locations you must first edit the location marked as Primary by selecting it,
  • CLICKING Edit,
  • unchecking Primary Location
  • and Clicking Add.
• Then you can select or add another location to denote as Primary Location.
• Whether the staff person works at only one location or at more than one location, it is still necessary to designate a Primary Location.

  Location:

• Select one location from the drop down listing for the Provider and all of its satellite locations.

Primary Location (checkbox):

• Denotes the default location or Home Page for when the user logs in to CMBHS.
• Only one primary location can be selected.

NOTE:

If the staff person serves more than one location, then the Primary Location is required

To change Primary Location:  

• To change Primary Locations, first edit the location marked as 'Primary'.

1. Select the primary location,
2. Click Edit,
3. Un-check Primary Location, and
4. Click Add.

• Now you can select or add another location to denote as Primary Location

Roles

• Select one or more system Roles that the user will have for the location.

CLICK HERE information on the 'Credentials Tab'.