A user account should be created for anyone who requires access to CareStack. You can set up a user account and configure permissions for a user in Practice Settings. Users are linked to profiles to determine their access level.
Let's get started!
Topics Covered
- Manage Users
- Add a New User
- Configure Provider Details, Login Details, Auto Clock-in & Working Hours
Watch this video for a step-by-step explanation.
To manage all users in the system, follow the instructions below.
- Navigate to the System Menu > select Practice Settings > Administration > Users.
- All users are displayed within the Users grid.
- Use the filters at the top to locate the users you are looking for by User's Name, Email, Location, Login Status, Profile, User Status, etc.
Click View to access details about the selected user such as Name, Location, etc.
To edit any information, click Edit on the required tab from the User slide-out.
- The User Status will display as Active for users who are currently active
- Click Deactivate User to deactivate the user.
- You can Deactivate Indefinitely or for a particular Time Period.
- The login for the deactivated user will be disabled.
| Note: If you are deactivating a provider, any appointments and treatments assigned to that provider cannot be completed while the provider is inactive. |
To Download the entire Users list,
- Click Download to export the full user list with the details shown in the grid.
- The file will be downloaded to your system in CSV format.
To Reset Password for users,
- Select the desired User's Name.
- Click Reset Password.
- A Reset Password Email Sent modal appears. Click OK or the X icon to close it.
Watch this video for a concise summary.
To add a new user, perform the steps below.
- Navigate to the System Menu > select Practice Settings > Administration > Users.
- To add a new user, click +Add New User.
Make sure to enter the mandatory information.
- First Name & Last Name: Enter the first name and last name of the user.
- Allowed Locations: Select the locations where the user will be active.
- Default Location: Select the default location of the user.
- You can enter other optional information according to your needs.
- Click Save.
- The user will be created and displayed on the grid.
- Click Save & Continue to proceed with the configuration.
Watch this video for a step-by-step explanation.
To configure permissions and working hours for a user, perform the steps below.
- Navigate to the System Menu > select Practice Settings > Administration > Users.
If you need to mark the user as a provider:
- Click View on the intended user from the Users grid.
- Select the Provider Details tab.
- Click Edit.
- Select Yes for the option 'Mark this user a provider' and enter the following information:
- Provider Type: Select whether this person is a Dentist, Hygienist, Inhouse or Dental Assistant.
- Note: Users designated as Dental Assistants serve in supporting clinical and administrative capacities. They can be selected as secondary or tertiary providers, care note assistants, or treatment coordinators, and are excluded from billing, charging codes, and scheduling configuration.
- Note: Users designated as Dental Assistants serve in supporting clinical and administrative capacities. They can be selected as secondary or tertiary providers, care note assistants, or treatment coordinators, and are excluded from billing, charging codes, and scheduling configuration.
- Short Name: Enter a short name for this provider. This is the shortened name that will appear for them whenever it is necessary to be briefed.
- Specialty: Enter the provider's specialty.
- Tax ID: Enter the Tax ID.
- EIN: Enter the Employer Identification Number.
- Max. no of Concurrent Appts: Enter the maximum number of concurrent appointments this provider can be scheduled for.
- Color: Select the color that should represent this provider on the Scheduler.
| Note: Providers have the ability to schedule themselves for multiple appointments at once. You can limit the Maximum number of Concurrent Appointments here. |
- To add a Provider License Number, click +Add New and enter the required details.
- Click Save.
- To provide login access to the user:
- Select the Login Details tab.
- Click Edit.
- Select Yes for the option 'Allow Login Access'.
- Select the required checkboxes to configure access to CareStack, Patient Connect, and CS Pay.
- When you select CS Pay as the payment method, additional checkboxes will appear. Check the boxes corresponding to the email notifications you wish to enable for:
- Check settlement failure
- Disputes raised
- Merchant account activation
- Refund failure
- Enter Username and Email.
- Select the Profiles that you want to link with the user.
- Select a Default Profile.
| Note: Only users with Add/Edit Users permission will be able to edit the Email address. |
- You can enable or disable Auto Clock in on Login for the user if needed.
- Once this setting is enabled, the user will be automatically clocked in while logging into the system.
| Note: Since this feature applies only for Clock In, it does not automatically Clock Out the user after logging out. |
- If you need to set an hourly pay, set Yes on the Hourly Pay option.
- Enter the Hourly Pay Rate.
- Click Save.
- To set up the working hours of the user:
- Select the Working Hours tab.
- Click Edit.
- Click the Enable Working Hours toggle button to activate working hours. These hours are set to restrict the selected user to log in only during the configured working hours.
- Set User working Hour Settings to Account or Location Level.
- For a custom working hour arrangement, select Custom option > choose Working Days and set Start Time and End Time.
- Click Save.
Practices can use this simple guide to learn how to create a new user and set permissions and login access in CareStack.