Managing Clinic Staff - Adding, Removing, Updating, and Adjusting Staff Roles & Permissions

Learn about all the ways you can manage your Clinic Staff - from inviting new team members to editing current staff details.

Jump to:

1. How to add Clinic Staff (Front Desk & Practitioner)
2. Clinic Staff Details (Personal & Contact Info)
3. Roles and Permissions (Who has access to what)
4. Removing Clinic Staff

How to add Clinic Staff

1. Navigate to Clinic Settings > Clinic Staff.
2. Select the Invite Clinic Staff button in the upper right corner. 
3. Click the Front Desk or Practitioner option based on which type of user license you are adding. 
   1. If the option for Practitioner is greyed out, reach out to support@unifiedpractice.com to adjust your subscription for more practitioners. 

Clinic Staff Details

To add or update Personal and Contact information in each staff member’s profile, including your own, navigate to the Clinic Staff page and click on Details next to the staff member's name. This will open the My Account page for the selected staff member.

Here, you can:

• Edit personal and contact information - name, phone number, email, notification email address, and Email/SMS preferences.

  • The "primary e-mail address" is how Unified Practice support will contact you.  

  • The "notifications e-mail address" is how the software automations will contact you about appointments created, cancelled and rescheduled by your patients.  
  • Other than name and profile photo, the information listed here is not patient facing.  

• Set individual scheduling preferences - Allow Online Scheduling, Auto-Accept Appointments, My Services, Primary Location, Primary service (practitioners only).

  • If the Auto-Accept Appointments toggle is turned on, patients will receive an appointment confirmation once they book online. 
  • If it is turned off, appointments will not be confirmed until they are accepted on your clinic calendar or from your notifications email.  
  • Primary Service and Primary Location, if specified here will autofill when an appointment is made on the calendar, but can be changed during appointment creation.

• Add practitioner license numbers (if applicable).

  • This information does not populate any other fields within the software but is intended as reference only. 

• Add practitioner NPI and Tax ID for billing (Practitioners only).

  • Toggle Use this NPI as the Billing NPI for my Super bills (Invoices) and Claim forms to Yes to fill HCFA/CMS1500 form box 24j with this NPI.  
  • Toggle Use this ID as the Tax ID for my Super bills (Invoices) and Claim forms
    for billing to Yes to fill HCFA/CMS1500 form box 33 with this Tax ID number.

• Customize preferences for filling in HCFA/CMS 1500 Claim (Practitioners only).

• Fill in individual Office Ally SFTP credentials (in case you use different Office Ally accounts within the clinic) (Practitioners only).

  • If your clinic bills as a group, you do not need to turn this toggle on for individual practitioners.  The software will pull information from the Clinic Settings > Billing Information section by default and only use this specific information when it is toggled to "yes" on an individual practitioner basis.  

• Manage Roles and Permissions - can choose to make that staff member an administrator, or restrict their access to certain parts of the system (details below).

• Select services each practitioner can be booked for (Practitioners only).
  
  • This is also available within the service information in Clinic Settings > Clinic Services > Edit.  Setting services in either location will update the other. 

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Roles and Permissions

To find your clinic staff member's Roles and Permissions navigate to Clinic Settings > Clinic Staff > Details. Roles and Permissions will allow you to drill down into exactly who has access to what within your Unified Practice account.

Roles and Permissions Defined:

• Clinic Administrator: This enables a clinic staff member to act as a clinic administrator. A clinic administrator can view and edit all patients and all staff schedules as well as set roles and permissions for other staff members.

• Subscription Info: Allows a clinic administrator to view the Subscription page to manage your Unified Practice subscription and add ons such as Insurance Eligibility Checks, SMS notifications and Constant Contact HIPAA compliant e-mail marketing.

• Clinic Calendar: Allows practitioners to view the Clinic Calendar and appointments scheduled with other practitioners.  

  • If this permission is not set, practitioners will only be able to view appointments scheduled on their own calendar and not with other practitioners. 

• Clinic Patients: Allows practitioners/front desk staff member to view All Clinic Patients.

  • If this permission is not set, practitioners will only be able to view the patient files of patients who have booked with them in the past.  This includes appointments and charts with other practitioners in your clinic.  

• Inventory Module: Allows practitioners/front desk staff member access to the Inventory Module to add/edit or adjust inventory entered into Unified Practice.  

• Billing Module: Allows practitioners/front desk staff member access to the Billing Module.

  • This includes the Payment List, Claim List, Day Sheet, Day Sheet Range, Balance Due, Aging and Un-billed visits reports.  

• Appointment Billing Info: Allows practitioners/front desk staff member access to the Billing Tab on the Patient File.

  • Removing this permission will not change the ability for the practitioner to see the patient balance due, credit, or insurance balance due from the patient file or the ability to print a patient statement for any balances due from their iPad app.  

• Reports Module: Allows practitioners/front desk staff member access to the Reports Module.

  • This includes Payment Allocations, Patient Summary, Inventory on Hand, Sales History, Sales Tax, SMS Management and Clinical Report. 

• Charting Module: Allows practitioners/front desk staff member access to the Charting Module to view/print charts.  

• Clinical Details on Patient File
  • If this permission is set the staff member/practitioner will have access to the appointments, forms, insurance, messages, medial and files tabs within the Patient File.

• Product Sale
  • This permission allows the user to sell products on the Product Sale (shopping cart) page. 

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Removing Clinic Staff

• To deactivate a front desk staff member, simply click on the Mark User inactive button.
  • This will inactivate that staff member, and they will no longer be able to log in to their account unless it is marked active.
• If you are deactivating a practitioner, and are not replacing the user license with a new practitioner, contact us to remove it from your subscription cost.
  • Provide us with the name of the deactivated practitioner(s) and confirm if they have permission to receive any exports, so that we can update your subscription and process any exports at support@unifiedpractice.com.
• Inactive staff members will be hidden from Your Clinic Staff list unless the Include Inactive Users box is checked.