Add & Edit a Staff Member

 Permissions: You must have Administrator Permissions or higher. You also need Administrator Permissions to turn on the AMA CPT License for a staff member. 

You can add a new Staff Member two ways, either through an email invitation, or by manually entering them into the system. 

IMPORTANT: If a Staff Member is added manually, you will not be able to invite them by email and vice versa. This is to prevent duplicate accounts.
You must also enter a unique email address for any new staff member added to the system.

Import Staff into the system

You can import Staff into the system using an Excel spreadsheet. Download the Sample Import Template (from Import page) to help guide you as you structure your Staff Data. The first line of the Template indicates how to structure your Staff Data in the Excel spreadsheet. The column headings on the spreadsheet must match the order and names on the Import Staff page or data will not be imported.
Learn More.

Invite a Staff Member by Email

You can invite Staff to the system via email. You can add Staff one at a time, or in bulk. This sends an email invitation to the Staff Member. From this email they will be able to set up their Staff Profile in the system.

NOTE: While you are able to assign basic Permissions when inviting them via email, you will want to go into Staff Permissions to set more specific Permissions.

1. Click Staff in the navigation bar, then select Active Staff Members from the drop-down.
2. Click Invite Staff by Email button.
3. Type Staff Member's first & last name, and email address.
4. Select basic Staff Permissions:
   • Is a Therapist
   • Can See Billing Information
   • Limit Access to Only Assigned Cases
   • Can Use AMA CPT® Codes

     NOTE: If you selected, this confirmation will be displayed before sending the email.
     

5. Enter additional Staff using +Add More Staff.
6. Click Send Invitations button.
   
    
7. Your new Staff Member will receive an email similar to the one below. When they click the link in the invitation email, their account will officially be created and they will be able to use the system.
   

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Add a Staff Member Manually

NOTE: If an email invite is sent but then you decide to enter the staff member manually, the original email registration link will no longer work. This happens to prevent duplicate entries of new staff members.

1. Click Staff in the navigation bar, then select Active Staff Members from the drop-down.
2. Click + Add Staff Manually button.
   
   
    
3. Enter Staff Member Details.

   NOTE: Use email and password the Staff Member will use to initially log into their the system account.

4. Click Save Details.
5. Staff Member must use the email address and password entered above when initially logging into the system. Staff can update this information after initial login. 
   
    

NOTE: Therapists who will be the rendering provider for a client will be assigned a CPT® license to ensure compliance with the AMA CPT® Code copyright. Select AMA CPT® Code Access to provide this license. See Assign AMA CPT® License to Staff for more information.

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Edit Staff Member Details

NOTE: Use the Can edit staff profile information permission in Default Permissions to control who can edit their own profile. Learn more.

1. Click Staff in the navigation bar, then select Active Staff Members from the drop-down.
2. Edit information and click Save Details button.
   
   
    

NOTE: Therapists who will be the rendering provider for a client will be assigned a CPT® license to ensure compliance with the AMA CPT® Code copyright. Select AMA CPT® Code Access to provide this license. See Assign AMA CPT® License to Staff for more information.

Related Articles: Assign Staff Member Permissions

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