Adding Staff

(FOR LOCAL CMBHS ADMINISTRATORS)

ADD STAFF

The following instructions will assist you in adding staff to CMBHS, whether during the initial set up process or later to give new staff access to CMBHS.

Before You Start

• Have all the needed staff information available to make the process of adding new users to the system more efficient.

How to Add New Staff

• After successfully saving the Location details, CLICK ON the Provider Details button and from Provider setup page CLICK ON Find/Add Staff button.
• Verify that the Provider-Location is correct for the staff you will add.
• On the Administrative Toolbar CLICK ON Account Management
• In the sub-menu CLICK ON Find/Add Staff
• Before adding new staff, search for the staff person to ensure that they do not already have an account and avoid duplication.

Search for the staff to ensure that an account has not already been setup:

• 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 setup, CLICK ON New Staff.

If you do not find an existing account for the person, go to the Add New Staff page # ORG012.

 

There are three tabs on this page:

1. Staff Information Tab
   • In this tab you will be required to enter the appropriate response for the following
   • 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.
2. Location/Roles Tab
   • In this tab you will be required to enter the appropriate response for Location and Roles for the staff.
3. Credentials Tab
   • In this tab you will be required to enter the appropriate response for Credentials, along with Begin date and End date.

STAFF INFORMATION TAB

Complete all the data fields under this tab with the User’s information.

Title (Required for)

• TYPE IN the person’s job title;
• This field is limited to 30 characters.

Prefix and Suffix (Optional)

• Select one from each drop-down list if applicable.

First, Middle, Last Name (Required)

• TYPE IN the User’s name.

Date of Birth (Required)

• TYPE IN the person’s birth date.
• When 8 numbers are entered, CMBHS will automatically format them into the date format mm/dd/yyyy.

Social Security Number (SSN) (Not Required)

• Enter the user’s social security number.
• CMBHS will automatically format the numbers when 9 numbers are entered.

After you have entered the user’s information:

• User ID - 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.
• Password – 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 that no longer require system access.
    • CAUTION: The password for the user is only displayed while on this page. If you navigate away from the page and return, “Encrypted” will be displayed as the password, and you will need to reset the password to see it.
    • NOTE: The password entered or generated here is a temporary password that is changed by the user when they login to CMBHS for the first time.

CONTACT INFORMATION

Enter the User’s Contact Information into the following data fields.

Office Phone and Extension

• Document the staff’s phone number;
• The phone number automatically formats when 10 numbers are entered.
• The extension can be letters and/or numbers.

Phone Type

• Indicate the type of phone by selecting one of the answer choices.
• TYPE in the 10 numbers and CMBHS will format them for you.

Other Phone and Extension:

• Phone number automatically formats when 10 numbers are entered.
• The extension can be letters and/or numbers.

Email:

• Enter the office email address.
• There must be characters before and after the @ symbol.

LOCATIONS/ROLES TAB

• On the Locations/Roles Tab, begin by selecting the staff Location(s) and then the Roles associated with each location
• Primary Location (check box): This will be the default Location for the user when they login to CMBHS.

Business Rules:

• You may list one or more locations for each user. Only create locations for the user if they work at the location or have another need to access client records at the location.
• Whether the user works at only one location or at more than one location, it is still necessary to designate a Primary Location.
• 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.
• Roles: Select one or more system Roles that the user will have for each location

How to assign CMBHS roles to business entity/provider staff

• Use the following guide to assist users in selecting the appropriate roles for their job responsibilities in CMBHS.

CORE ROLES

STEP 1:

1. Pick the CMBHS CORE Role from this list that matches the person’s primary job duties and their credentials.

• You may pick only one CORE role.
• Ensure that the individual has the required credentials for the role.
• Do not document extra credentials that are not required for the Core role.
• These roles are for business entity/provider staff only.
• They may not be assigned to DSHS staff.

CLICK HERE for more information on the Core Roles for 'Local CMBHS Administrators'.

 

ADD-ON ROLES

STEP 2:

2. Determine if ADD-ON roles are needed.
   • You may pick more than one ADD-ON role.
   • Ensure that the individual has the credentials required for the ADD-ON role.
   • These roles are for business entity/provider staff only.
   • They may not be assigned to DSHS staff.

CLICK HERE for more information on the ADD-ON Roles for 'Local CMBHS Administrators'.

REPORT ROLES

STEP 3:

3. Does the person need Report Roles?
• You may assign more than one Report Role per person.
• Credentials are not required for Report Roles.
• These roles may be assigned to business entities/provider staff and DSHS staff.

CLICK HERE for more information on the REPORT ROLES for 'Local CMBHS Administrators'.

NOTES:

DSHS Roles include:

DSHS MH Service Maintenance

DSHS NorthSTAR Service Maintenance

DSHS Oversight

DSHS SA Service Maintenance

DSHS System Administrator

DSHS User Administrator

Business Entity/Provider Roles include

Authorization Approver

Authorization Requester

BHO Administrator

Billing Specialist

Authorization Approver

Business Manager

Case Manager

Clinical Data Entry

Clinical Supervisor

Clinician

Drug Court Administrator

Drug Court User

Medication Specialist-Licensed

Oversight

Paraprofessional

Paraprofessional Supervisor

Program Clerk

Security Administrator

User Administrator

CLICK HERE to go back to Provider Locations

CLICK HERE to go to the 'Staff Information Tab'