Healcon Practice Support

Hi Doctor, how can we help you today ?

Adding Clinic Staff - Workflows | Healcon Practice Software For Doctors

Follow

 

This article covers following topics related to ' Adding Clinic Staff ' workflow in healcon practice  : 

How can i add clinic staff ? 

What roles can be assigned to clinic staff while adding staff ? 

How to add a particular type of user and assign different access type to clinic staff ?   

How can visiting doctor (consultant) of my clinic complete his tasks with restricted access to clinic records ? 

 

How can i add clinic staff ? 

To add new member to your clinic staff please follow instructions given below  -

A. Send invitation to clinic staff whom you would like to join your practice  : Refer to the screenshot below and then follow steps mentioned below the screenshot : 

blobid1.png 

Step-1 : Click on 'Manage Staff'  from left menu as shown in screenshot and tagged as 1 .

Step-2 : You will reach 'Manage Staff' module . Here click on the green color '+Add Staff' on the top right of this module (tagged as 2 in the screenshot above) .

Step-3 : Now add 'Clinic Staff' modal will open . Now you can select required 'Type of User' ie 'Doctor' or 'Other Staff' (tagged as 3 in the screenshot above )

Step-4 : Next you can fill other details and then choose required 'Access Type' (tagged as 4 in the screenshot above) and click blue color 'Add Staff ' button in the add 'Clinic Staff' modal . 

This will send an invitation email to the new user with link to compete his on-boarding to your clinic .

 

B. Check recently sent invite status :-  Once you are with point-A , you can check recently sent invite under pending invite selection as shown in the screenshot below. Please note that status of invite will be pending until the invited user completes on-boarding process which are described under point- C, D & E .

blobid2.png

 

C. Invited staff receives email to join  :  Invited staff will receive an email to onboard as staff member of your clinic . Invited staff can open email and click on the onboarding link in the email . Once invited user clicks on the link then he will land on the signup page of healcon .

Screenshot_from_2020-02-25_16-25-31.png

 

D. Invited staff member clicks on the link in email and registers :  Invited user can complete the registration form as shown in the screenshot below to complete his on-boarding process .

blobid3.png

 

E. Invited staff registers and becomes part of the clinic : Once registration form is filled then invited user will land inside the software and see 'Pending Invitation' on top of the landing page as shown in the screenshot below. Now invited user need to click on green color 'Accept' button to accept the invite and gain access to the clinic (tagged as 2 in the screenshot below) . Once accepted , invited user will automatically see all the modules (based on his access type) activated in the left menu and can start with his workflows .

blobid4.png

 

F. Clinic User who invited new staff to join , can now see that initiation has been accepted : Once the invited user complete steps C, D & E , the clinic user who invited staff will be able to see the status changing from 'Pending' to 'Action' .

 Status which was earlier 'Pending' will now be changed to  'Action' (point-2 in screenshot below). This confirms that invited user has registered & accepted the invitation and hence now is part of his clinic . 

blobid5.png

 

 

What roles can be assigned to clinic staff while adding staff ? 

There are three type of users in the healcon practice software : 'Owner' , 'Doctor' , 'Other Staff' . All these users can have different access type which has been mentioned below : 

1. Owner (USER TYPE) : First user who creates the account and adds clinic by default becomes the owner of the clinic. Currently there is no way to change owner of the clinic. Incase required , owner can email support@healcon.com to change owner of the clinic with valid reason for same . There can only be one owner of clinic . Only owner can view 'Subscription' & 'Payment' details related to the subscription of the clinic . 

2. Doctor (USER TYPE) : User type 'Doctor' are the doctors of the clinic and can be assigned following two access types ( Adding 'User Type' and assigning  'Access Type'  has been described in the next section of this article ) : 

a. Consultant [ ie Visiting Doctor] (Access Type) : 'Consultant' access type is assigned to doctors who are visiting doctors . These visiting doctors can only view records of the patients against whom an appointment has been scheduled with him (appointment can be schduled by himself or any other clinic staff) . They cannot view records of other patients of the clinic. However corresponding to his appointments , a visiting doctors (ie access type : Consultant) can go to EMR of the patient and view all the records of that particular patient. He can also create treatment plans , clinical notes , medical records , prescription, bill,payments etc for these patients (ie only those patients for whom an appointment has been scheduled with him ) . 

In this way, consultant is able to complete all workflows related to his patient (or patient whom he has been scheduled to attend) but cannot see other records of the clinic .

b. Administrator  (Access Type) : 'Administrator' access is assigned to doctors who are admin of the clinic and need access unrestricted access to all records and functionalities of the clinic .They can view all the details related to clinic except subscription and payment information corresponding to the healcon subscription .

3. Other Staff (USER TYPE) : User type 'Other Staff' include any staff other than doctors/owners of the clinic like front-desk , receptionist etc . They can access all the functionalities and records of the clinic but cannot be assigned any patient appointments given they are not doctors of the clinic.  ( Adding 'User Type' and assigning  'Access Type'  has been described in the next section of this article ) 

c. Receptionist (Access Type) : 'Receptionist' has access to all the modules of and records of the clinic . They can perform all workflows on behalf of doctors however are not allowed access of 'Manage Staff' so they cannot add new staff (can only be done by administrators/owners). Also they dont have permission to change access type of any user . They cannot be assigned any patient appointments given they are not doctors of the clinic.

d. Administrator (Access Type) : 'Administrator' of user type 'Other Staff' have access to all the modules and records of the clinic including 'Manage Staff'.  They cannot be assigned any patient appointments given they are not doctors of the clinic.

 

 

How to add a particular type of user and assign different access type to clinic staff ?   

 A. Assigning 'User Type' and 'Access Type'  while adding new user :  Refer to the screenshot below and then follow steps mentioned below the screenshot : 

blobid0.png 

Step-1 : Click on 'Manage Staff'  from left menu as shown in screenshot and tagged as 1 .

Step-2 : You will reach 'Manage Staff' module . Here click on the green color '+Add Staff' on the top right of this module (tagged as 2 in the screenshot above) .

Step-3 : Now add 'Clinic Staff' modal will open . Now you can select required 'Type of User' ie 'Doctor' or 'Other Staff' (tagged as 3 in the screenshot above )

Step-4 : Next you can fill other details and then choose required 'Access Type' (tagged as 4 in the screenshot above) and click blue color 'Add Staff ' button in the add 'Clinic Staff' modal . 

This will send an invitation email to the new user with link to compete his on-boarding to your clinic .

 

B. Editing access type of an existing user : Refer to the screenshot below and then follow steps mentioned below the screenshot : 

blobid1.png

Step-1 : Click on 'Manage Staff'  from left menu as shown in screenshot and tagged as 1 .

Step-2 : You will reach 'Manage Staff' module . Here click on the grey color 'Actions' button on the right side of the user for which access type need to be changed (tagged as 2 in the screenshot above) .

Step-3 : Now you need to click on  'Edit Access Type'  (tagged as 3 in the screenshot above )

Step-4 : Now edit 'Clinic Staff' modal will open . Next you can choose/change required 'Access Type' (tagged as 4 in the screenshot above) and click blue color 'Update ' button in the edit 'Clinic Staff' modal . 

 

How can 'Consultant' (visiting doctor) of my clinic complete his tasks with restricted access to clinic records ? 

 To read about consultant (visiting doctor) workflow , please click here : Consultant (Visiting Doctor) Tutorial 

 

Healcon Practice Workflow is divided into following sections :

 

NEXT SUGGESTED READ on 'HEALCON PRACTICE WORKFLOWS ' >> Adding More Clinics


- Team Healcon

Learn more about healcon practice software :-

Was this article helpful?
0 out of 0 found this helpful

Comments