Location and staff management
Practice Administrators have the ability to add and manage practice locations and staff users in RXNT.
This article reviews how to link users to practice locations, which allows the users to switch between locations in the EHR.
Manage locations
From the main product dashboard, click Utilities, then Location and Staff Management.
Edit
The Location and Staff Management window opens on the Locations tab by default. Here, view existing practice locations. To edit an existing location, click the name.
A window appears to the right displaying the location’s information under the Location tab.
You can also manage users that have access to the location by clicking on the Users tab.
Click the three vertical dots.
Click Edit.
Click into the location’s information fields and make the necessary changes, then click Save.
A popup will appear asking if you want to continue with updating the location’s information for all users assigned to this location. Click Update to continue.
Deactivate
View existing practice locations on the Location and Staff Management window. Click the name of the location you wish to deactivate.
A window appears to the right displaying the location’s information under the Location tab.
Click the three vertical dots.
Click Deactivate.
A popup will appear asking if you wish to deactivate this location. Click Deactivate to continue.
Add
To add additional locations, click +Add Location.
In the popup that appears, enter the practice’s information, then click Add Location.
The Location Name and Company Address are required fields.
You can now assign this location to users. Add multiple locations to users to allow them to switch between locations in the EHR.
Manage staff users
From the main product dashboard, click Utilities, then Location and Staff Management.
Edit
From the Location and Staff Management tab, click the User tab and view existing staff users. To edit a user, click their name.
From this page, Practice Administrators have full access to edit information for staff users and limited access to edit information for providers. Here, only a provider's password and dashboard role can be edited. To edit locations or products for a provider, navigate to the Providers tab within the main product dashboard utility menu. To edit a provider's username and/or professional designation, please contact Customer Support by calling 1-800-943-7968, option 1, or emailing support@rxnt.com.
Staff users and providers can update their name, email address and cell phone number in Account Setup.
A window appears to the right displaying the user's information under the General tab.
You can also manage locations for the user by clicking on the Location(s) tab. Add multiple locations to users, allowing them to switch between locations in the EHR.
Click the three vertical dots.
Click Edit.
Click into the user's information fields and make the necessary changes, then click Save.
A user's Level, Security Group, and Writing As (Supervising Physician) are customizable by location.
To edit these fields, click the user's name, then the Locations tab.
The user's locations will be listed below. Click a location to expand and review the user's current level, security group and writing as physician for that location.
The user's information will display in gray. To edit, click the three vertical dots, then Edit.
Edit the desired fields using the dropdown menus and checkboxes.
Scroll down and click Save.
Remove locations
From the Location and Staff Management screen, click the User tab to view all existing staff members. To remove a location from a user, click on the user’s name.
A window appears to the right displaying the user’s details under the General tab. To remove a location from the user’s list, click the Location(s) tab.
From the Locations tab, click the three vertical dots, then click Edit.
Click +Link Location.
Scroll to the location you want to remove, click Remove Location.
A confirmation popup will appear, notifying you that removing the location will log the user out of RXNT for the change to take effect. Click Remove, to continue. You will be redirected back to the User tab.
Deactivate users
From the Location and Staff Management screen, click the User tab and view existing staff users. Click the name of the user you wish to deactivate. Deactivated accounts can be reactivated at a later time.
A window appears to the right displaying the user's information.
Click the three vertical dots.
Click Deactivate.
A popup will appear asking if you wish to deactivate this user. Click Deactivate to continue.
Reactivate users
Ensure you are on the Users tab, then click the Filter icon.
Type the name of the user you're looking for in the search fields, select the Include Deactivated User box, then click Search.
Results that match your search criteria will be listed below. To reactivate a user, please click on the three dot menu next to their name, then click Reactivate.
From the confirmation pop-up, click Reactivate to confirm.
Search corporate users
Ensure you are on the Users tab, then click the Filter icon.
Enter your search criteria and select the Include Corporate User box, then click Search.
Results that match your search criteria will be listed below.
Generate MFA recovery code
If a user is unable to complete Multi-Factor Authentication (MFA) for any reason, practice administrators have the ability to generate a recovery code specific to the user.
Remain on the General tab and scroll down to Multi Factor Authentication and click Generate Recovery Code.
The code will appear below. Click Copy and provide the user with their recovery code.
The recovery code is valid for 10 minutes.
Add
To add additional staff users, click +Add Staff User.
In the popup that appears, enter the user's information, then click Add Staff User.
- The assigned password is active for 24 hours. If the user logs in after password expiration, they can select the Forgot Password option.
- Click Additional Location to add multiple locations, allowing the user to switch between locations in the EHR.
Staff user roles
Dashboard roles
The Dashboard includes the following (administrative) roles, each providing specific levels of access and functionality:
- Practice Administrator: can manage all providers and staff users, upload a logo for the practice, and send files to RXNT for import. Practice Administrators can assign other users to this role. An email will be sent to the user when this role is assigned.
- Practice Administrator (No Product Access): grants access to the Practice Administrator-level permissions while restricting access to the RXNT products.
Your account must always have at least one Practice Administrator. If you remove the Practice Administrator role or deactivate the only user with this role, be sure to assign the role to another user first. If no one in your practice currently has the Practice Administrator role, please contact our Support team at support@rxnt.com for assistance.
Email addresses for practice administrators cannot be edited. To edit an email address for a user with the Practice Admin role, reach out to support@rxnt.com.
Billing and scheduling roles
Billing and Scheduling roles are configured within each product. Once configured, these roles can be selected from their respective drop-down menu.
Billing roles
To configure billing roles, navigate to the Billing product, click Utilities in the top right corner, and select Roles under User Management. The system default roles listed below have been pre-configured for billing functionality. These roles establish the baseline access levels and permissions for users with billing-related features. To view the specific permissions associated with each role, simply click on the corresponding role.
- Billing Manager: role grants users full access to a wide range of billing and administrative functions, including User Management, Practice Setup, Transactions, Providers, Custom Fields, other Tools, Manage Practices, Patients, Billing Charges, Claims, Payments, Statements, ERAs, Eligibility, Reports, User Manuals, Preferences, Dashboard, Denial Management, and Uploads. This role is designed for users who require comprehensive control over all billing-related processes and configurations.
- Billing Associate: role includes all permissions granted to the Billing Manager, except access to Custom Fields, Manage Practices, Preferences, Denial Managements, and Uploads. This role is designed for users who require access to essential billing and administrative functions, but do not need full system-wide permissions.
- Clinical User: role grants limited access to specific features, including Practice Setup, Patient Payments, Reports, and the Dashboard. This role is intended for clinical staff and does not permit the creation of claims or the processing of insurance payments.
- Practice User: role grants access to view all reports without the ability to modify data or perform other system functions. This role is ideal for users who need reporting insights for analysis, oversight, or auditing purposes, without requiring broader access to operational or billing tools.
- Read-Only User: role allows users to view the utility setup details and reports. This role is designed for users who require insight into system configurations and reporting, without access to claims, payments, or the ability to make changes to the billing setup.
- For Corporate Billing Office (CBO) accounts, the Corporate Billing Associate and Corporate Billing Manager roles are also available. The Corporate Billing Manager role is equivalent to the Billing Manager role. The Corporate Billing Associate has all the same permissions as the Billing Manager, except the ability to assign user roles. Click here to learn more about Corporate Billing roles!
Scheduling roles
To configure scheduling roles, navigate to the Scheduling product, click Utilities in the top right corner, and select Roles under User Management. The following system default roles have been pre-configured for Scheduler functionality. These roles define the baseline access levels and permissions for users interacting with scheduler-related features. To view the specific permissions for each role, simply click on the corresponding role.
- Office Manager: role grants users full access to a comprehensive set of scheduling and administrative features, including User Management, Practice Setup, Providers, Company Master, Company Setup, Custom Fields, Patients, Calendar, Reports, Payments, Preferences, Patient Reminders, and Messages. This role is intended for users who need complete control over scheduler-related processes and configurations.
- Office Associate: role includes all permissions granted to the Office Manager, except access to Manage Practices, Custom Fields, Patient Reminders, and Messages. This role is intended for users who need access to scheduling and administrative features, but do not require full system-wide permissions.
- Clinical User: role allows users to view appointment and availability calendars only. Clinical users with this role cannot add or modify information within the scheduler utilities or on the calandars.
- Office Master: role provides access to key administrative functions, including User Management, Practice Setup, Manage Practices, Company Master, Company Setup, Patients, Reports, and Messages. This role is intended for users who need broad administrative access to manage the foundational setup and daily operations of a practice.
- For Corporate Billing Office (CBO) accounts, the Corporate Office Associate and Corporate Office Manager roles are also available. These correspond to the Office Associate and Office Manager roles, respectively. Click here to learn more about Corporate Scheduler roles!
Advanced reporting licenses
Advanced Reporting licenses can be assigned to staff users or corporate users. Check the Advanced Reporting box, then click Save.
Click here to learn more about Advanced Reporting!
To assign an Advanced Reporting license to a provider, navigate to the Provider Dashboard from utilities. Click here to learn more!
Staff user levels
The level corresponds to the user's E-Prescribing (ERX) and/or Electronic Health Records (EHR) access.
The following levels are available:
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Admin Staff (Level 0: No prescribing)
Users with this access level can run reports, update patient demographics, and add new patients. Admin Staff users cannot set up prescriptions.
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Clinical Staff (Level 1: Approval required)
In addition to all of the functions available to Admin Staff, users with this access level can set up prescriptions on behalf of a provider and save them as pending.
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Mid-Level Staff (Level 2: Agent)
The user with this access level has all the capabilities available to Admin Staff and Clinical Staff. Mid-level Staff can also send non-controlled prescriptions to the pharmacy on behalf of a provider.
Hover the question mark icon to reveal helpful information to assist you in selecting a level for the new user.
Paid provider account levels
Provider levels are managed by a Practice Administrator from the Providers screen, located in utilities from the main product dashboard.
The two types of provider accounts are only different in terms of prescribing. Provider accounts of any level can create and sign encounters. The appropriate level is set at the time of enrollment when the customer selects Yes or No for "Does this provider require a supervising physician to display on their prescriptions?"
Doctor (Level 3: AuthorizationRequired)
The provider with this access level can send prescriptions under their own credentials, but their state requirements or medical license requires that a supervisor's name and credentials also be displayed on the prescription.
Doctor (Level 4: FullyAuthorized)
The Provider with this access lever can send prescriptions under their credentials without needing a supervisor. A provider must be at this level to serve as a supervisor for a level 3 provider.
Security groups
The following Security Groups are available, depending on the user’s level and set by the Practice Manager.
- Admin Staff will only have the Encounter Release Security Group option.
- Clinical Staff will have the Encounter Release and View Group Security Group options.
- Mid-Level Staff will have the Encounter Release, Group Administrator and View Group Security Group options.
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Encounter Release
The security group allows a user to release an encounter from the EHR to the Billing application.
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View Group
The security group allows a Clinical or Mid-Level Staff user to view all pending prescriptions and pharmacy refill requests.
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Group Administrator
The security group allows a Mid-Level Staff user to respond to pending prescriptions and pharmacy requests on behalf of a provider.
Mid-level users are required to have both the View Group and Group Administrator permissions in order to send prescriptions for non-controlled substances.
Hover the Security Group help icon for guidance on selecting a security group.
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