Summary
When you create a new user in Cloud 9 for your practice under Edit > Setup > Employees, you must first pick the Employee Type. This article will review this section of the software, how to use it, and how to update permissions when necessary and push them to all employees.
Employee Types
All Employee Types for your practice will be located here. To add a new one use the blue "+Add" Button. To delete an employee type use the red "Delete" button. To edit, select the Employee Type checkbox use the white "Edit" button. You can also restore a deleted employee type by clicking the "Show Deleted" option on the upper right, selecting your choice and then clicking the "Restore" button.
Adding a New Employee Type
Step 1. To add a new Employee type, within the Edit > Setup > Employee Types menu, click the blue "+Add" button.
Step 2. Next, enter the name of the Employee Type in the Description Field.
Step 3. In the Code field, enter the code for that employee type. The Code field can only have ten characters, and you want to make sure to use a different code, we don't want duplicates.
Step 4. Next, you will want to add the permissions this employee type should have available as the default. For more information about what each employee permission does, you can look at these article: Employee Permissions and Granular Employee Permissions.
Step 4a. You can copy permissions from another employee type by clicking the "Copy From" button, just under the word Permissions. This brings you to a screen where you can pick the employee type or specific employee to copy permissions from. There is also a search bar on the left hand side where you can search for specific permissions. Screenshot below.
Step 4b. As you find the permissions this employee type needs, click the check box to make sure this employee has access to that permission. This is just the default for the employee type, you can manually add different ones later if an employee needs additional permissions.
Step 5. After you finish applying the Employee Permissions, there is a button just below the permissions that says "Show in Appointment/Patient Locator Details". This button MUST be selected if the employee type needs to be available to be selected as an Assistant when seating the patient. This applies to Assistants, as well as any roles like Treatment Coordinators or Financial Coordinators who need to be selectable in the Assistant field. Make sure the button is checked for any Employee Type that should appear as an Assistant option to select when seating a patient.
Step 6. There is a small drop down beneath the previous box that says "When a patient is seated." You can pick "Nothing" so that nothing opens or you can pick "Open Treatment Card" if they are staff that will need access to the Treatment Card immediately after the patient is seated.
Step 7. There are various other options below that might be important. If someone needs to check in, seat, dismiss, or move patients in the locator bar in Cloud 9, that employee type will need the "Show Patient Locator" selection selected. If the Employee needs to be able to see the Light Bar that shows which patients are seated in which chair and where the doctor is, make sure to also select the "Show Light Bar." The "Schedule Views in Drop Down" means that instead of tabs for each Schedule View, the employee will see a drop down Menu to view different schedule views; some offices that have a lot of locations find this setting helpful. The next option "Show Age", when selected, will show the patients age in the top Patient Menu on the chart when the staff is logged in and looking at the chart. Finally "Enable Mobile App" allows the employee to have access to make a login for the mobile app.
Step 8. Once you have gone through all these steps for a new Employee Type, and double checked the permissions are correct, click the green "Save" button.
Changing Employee Type Permissions and Pushing to Employees
It is sometimes necessary to change permissions that an Employee Type has access to. To do that, you can select the Employee Type, then make the changes and click the green save button. You would also then want to click the "Push to Employees" button to load the new permissions you selected to all of that Employee Type. Please Note: This will push the changes to ALL Employees that fall under that Employee Type.
And that is the run down for how to set up and use the Edit > Setup > Employee Types section of Cloud 9. It is helpful if you have a big practice and need to push some permissions changes to a lot of employees, and it can also be helpful to set the default permissions so when you add a new Employee, the ones they need will already populate.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.