Manage Staff and Locations

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. 

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Add

To add additional locations, click +Add Location.

In the popup that appears, enter the practice’s information, then click Add Location.

The practice name is the only required field.

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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.

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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.

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Click the three vertical dots.

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Click Edit.

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Click into the user's information fields and make the necessary changes, then click Save.

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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. 

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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.

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The user's information will display in gray. To edit, click the three vertical dots, then Edit.

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Edit the desired fields using the dropdown menus and checkboxes.

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Scroll down and click Save.

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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.

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The code will appear below. Click Copy and provide the user with their recovery code. 

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The recovery code is valid for 10 minutes.

Deactivate

From the Location and Staff Management tab, 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.

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A window appears to the right displaying the user's information.

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Click the three vertical dots.

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Click Deactivate.

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A popup will appear asking if you wish to deactivate this user. Click Deactivate to continue. 

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Add

To add additional staff users, click +Add Staff User.

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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.

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Dashboard Roles

The following Dashboard (Administrative) Role is available:

  • The Practice Administrator can manage all providers and staff users, upload a logo for the practice, and send files to RXNT for import. Practice Administrators have the ability to assign other users to this role. An email will be sent to the user when this role is assigned. 

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 Roles

The Billing Role is available based on the roles you’ve configured in the utilities section of the Billing solution.

You can only set this role if your practice is enrolled with RXNT Billing.

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The system default roles are below:

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  • Read-Only User allows the user to view only the utility setup information in the billing solution. It does not allow the user to view claims or payments or make any billing setup changes.
  • Clinical User allows users to run reports in the Billing solution. The Clinical User role does not allow users to create claims or process payments.
  • Billing Manager provides full access to the Billing solution. The Billing Manager role allows users to view and edit setup information, create and send claims, process payments, run reports, and assign roles to other users.
  • For Corporate Billing Office (CBO) accounts, the Corporate Billing Associate and Corporate Billing Manager roles are also available. The Corporate Billing Manager corresponds to the Billing Manager role. The Corporate Billing Associate has all of the permissions as the Billing Manager, except for the ability to assign user roles.

Scheduler Roles

The Scheduler Role is available based on the roles you’ve configured in the utilities section of the Scheduling solution. 

You can only set this role if your practice is enrolled with RXNT Scheduling.

The system default roles are below:

  • Clinical User gives access to view the appointment and availability calendar only. Clinical users cannot add or edit information in the Scheduler Utilities, or on the calendars.
  • Office Associate provides all of the access given to an Office Associate and the ability to add patients, run reports, and create and edit appointments.
  • Office Manager gives full access to the Scheduler solution. In addition to the access given to the Clinical User and Office Associate, the Office Manager can set up Utility information and assign roles to other users.
  • 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.

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:

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.

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. 

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 Group

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. 

Encounter Release 

The security group allows a user to release an encounter from the EHR to the Billing application. 

View Group

The security group allows a Clinical or Mid-Level Staff user to view pending prescriptions and pharmacy refill requests.

The user will not be able to send these prescriptions if they are controlled substances or do not have Mid-Level staff access.

Group Administrator

The security group allows a Mid-Level Staff user to respond to refill requests on behalf of a provider.

Hover the Security Group help icon for guidance on selecting a security group.

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