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Add a new Practitioner user - Practitioner Setup and Settings

Jessica Castro, LPN
Updated

This article will walk you through the steps needed to add a new practitioner to your practice and where to configure their specific settings.

For additional information, including non-practitioner staff as well as user access permissions, please review: Set up and Manage (add or Delete) Users

> Adding a New User

In Setting > Business > User management you will want to add a new user by selecting the blue “Add New User” button. Here you will enter in the provider's information (including credentials if applicable in the last name field) and assign them as a practitioner.

In this area you can select their co-signer and supervisor as well as some of their access.  You can copy the account settings (like Reminder Emails, Services, Chart Note and Templates access) from another practitioner as well.
 

Once you save you'll also want to select "manage access for the user" and set the users OptiMantra permissions. You can also reference our article about setting up or managing users here.

 

> OptiMantra Subscription

In Settings > Business > OptiMantra subscription, add the user to your provider count and update your subscription - this is critical to secure charting access


> Services

If the provider will be offering  services that are already part of your fee schedule, you can quickly add them as providers on the service. In Settings > Services > Services (fee schedule); select the "more" button on the upper right hand corner and "assign services" choose your new provider's name and select what services they'll offer and save.

If they will offer new services you can follow the instructions here to build out additional services.

 

> Scheduling (Provider Calendar)

In settings > scheduling > provider calendar the provider can configure their preferred color for appointments and connect their Google calendar

  • If this user is simply overseeing and will not be taking appointments of their own you can also change “practitioner shows on calendar” to “practitioner does not show on calendar” here
  • This will prevent them from showing on the scheduling home page but they’ll still have charting privileges to review or co-sign. 

Optional fixed weekly schedule and calendar blocks

 

> Scheduling (Online Booking)

If they'll be using online booking they can set their availability in settings > scheduling > online booking > availability; by shift and following the instructions here.

 

> Forms, Patient Communications, and Clinical Templates

  • In settings > forms > consent forms and custom questionnaires you'll also want to "edit" and add access to any of the forms that are relevant. 
     
  • In settings > communications > reminder email AND reminder text, choose the providers name from the dropdown menu and select the checkbox for both and save to turn on.
     
  • In settings > communications > email templates; select “edit” and the “practitioner” tab to add the user to any relevant email templates
     
  • In settings > clinical templates > SOAP and categorized templates select “edit” and add access to any of the templates they may need. 


> Payments

In settings > payments > processors; If you are using Authorize.net or Fiserv and the practitioner will be utilizing the business payment processing, please select the practitioners name from the drop down and add your API information to their account. 

 

Special Circumstances - Replacing a Provider

Note, if this provider is REPLACING another provider on your schedule, you'll want to make a few adjustments

  • Don't just rename the existing provider with your new provider - instead, deactivate your existing and add the new provider to keep your charting records intact
    • When you deactivate the existing provider, please do not remove their provider status before deactivating their account
  • When adding the new provider, you can Copy Details on the User Management page from the existing provider to make sure they are configured similarly
    • Note, you will still need to add their calendar and online availability, and add a payments section, and you'll want to check the rest of their Settings as described above to make sure everything is applicable

 

 

 

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