Keywords: employee types, employee permissions, push to employees, patient locator, light bar, assistant, show in appointment, copy from, employee setup, employee type permissions, employee, employees
Summary
This article covers how to set up and manage Employee Types in Cloud 9. It walks through adding a new employee type, configuring default permissions, and how to push permission changes to all employees of that type.
Overview
When creating a new user in Cloud 9 under Edit > Setup > Employees, you must first assign them an Employee Type. Employee Types define the default permissions and settings for a group of employees, making it easier to manage access across your practice. Setting up Employee Types is optional but highly recommended for practices with multiple employees in the same role, as it saves time by pre-populating permissions when creating new employee profiles.
For instructions on creating an employee profile manually without using Employee Types, see the Cloud 9: Setting Up a New Employee Profile article.
Navigating the Employee Types Menu
Navigate to Edit > Setup > Employee Types to access the Employee Types list. The following buttons are available:
- Blue + Add: Create a new Employee Type.
- White Edit: Modify an existing Employee Type.
- Red Delete: Remove an Employee Type.
-
Show Deleted: Displays deleted Employee Types. Select one and click Restore to bring it back.
Adding a New Employee Type
Step 1: Navigate to Edit > Setup > Employee Types and click the blue + Add button.
Step 2: Enter the name of the Employee Type in the Description field.
Step 3: Enter a code in the Code field. The code has a ten character limit and must be unique. No two Employee Types should share the same code.
Step 4: Adding Permissions
Select the permissions this Employee Type should have as its default. For more information about what each permission does, see the Employee Permissions and Granular Employee Permissions articles.
To save time, click the Copy From button just below the Permissions header to copy permissions from an existing Employee Type or a specific employee. A search bar is also available to search for specific permissions by name. Check the box next to each permission this Employee Type should have access to by default. These are defaults only and can be adjusted individually for specific employees later if needed.
Step 5: Show in Appointment/Patient Locator Details
Important: If this Employee Type needs to be selectable as an Assistant when seating a patient, the Show in Appointment/Patient Locator Details checkbox must be checked. This applies to Assistants as well as any roles such as Treatment Coordinators or Financial Coordinators who need to appear in the Assistant field during patient seating. If this is not checked, the employee will not show up as an option when seating a patient.
Step 6: When a Patient Is Seated
Use the dropdown beneath the previous option to choose what happens when a patient is seated. Select Nothing if no action is needed, or Open Treatment Card if the employee needs immediate access to the treatment card after seating a patient.
Step 7: Additional Options
The following options can be enabled based on the needs of this Employee Type:
- Show Patient Locator: Required for any employee who needs to check in, seat, dismiss, or move patients in the Patient Locator Bar in Cloud 9.
- Show Light Bar: Allows the employee to see the Light Bar showing which patients are seated in which chair and where the doctor is.
- Schedule Views in Drop Down: Changes schedule view tabs to a dropdown menu instead. Useful for practices with many locations.
- Show Age: Displays the patient’s age in the top Patient Menu when this employee is viewing a chart.
- Enable Mobile App: Allows the employee to create a login for the Cloud 9 mobile app.
Step 8: Once all settings and permissions are configured, click the green Save button.
Updating Permissions and Pushing to All Employees
If you need to change the permissions for an existing Employee Type, select it from the list, make the necessary changes, and click the green Save button.
To apply those changes to every employee currently assigned to that Employee Type, click the Push to Employees button.
Important: Clicking Push to Employees will push the permission changes to every employee under that Employee Type. Review your changes carefully before clicking this button.
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.