Keywords: employee setup, new employee, permissions, login, employee profile, access windows
Summary
This article covers how to create and manage a new employee profile in Cloud 9, including required fields, setting a login name and password, configuring permissions, and optional settings like job details, insurance, email server, and access windows.
When a new employee comes to work at the practice, someone within your URL with access to Edit > Setup > Employees must create a new Employee with login name, permissions, and other details that determine their access within the Cloud 9 URL. This article will review each aspect of this, and link to a couple of other articles that provide useful information for managing Employee Permissions and Access Windows.
Permission Needed
In order to make changes or create a new employee profile in Cloud 9 Software you will need the permission "Edit Library Items" and "Edit Employees."
Setting up a New Employee Profile
Step 1. First, you will navigate to Edit > Setup > Employees in Cloud 9 Software. Then you can use the Blue "+Add" button to add a new Employee.
Required Fields
Step 2. You must enter an "Employee Type" the very first field in Edit > Setup > Employees > +Add. If you have already pre-set your "Employee Type" permissions to be applied in Edit > Setup > Employee Types, this will automatically pre-populate the permissions selected for that employee type for the new users permissions. Please see this article: Setting New Employee Permissions up by Permission Type for more information on how to set this up.
Step 3. Enter the Employees First and Last Name, as well as an Employee Code. **Please note: The Employee code should be unique no two Employees should share the same code. The Code has a maximum of four alphanumeric characters.
Step 4. Next, fill in as much information about the Employee as you deem necessary for your practice. There are options for: Title, Middle Name, Suffix, Greeting, Gender, Social, Birthdate, Addresses, Contact Info. None of these fields are required but some practices find them helpful.
Login Details/Permissions
Next, on the right hand side of the dialogue window stay on the first tab that is labeled Login/Permissions.
Step 5. Set a login name for the user. The login name should be unique from other Employees. Then, in the password field set a temporary default password for the user. When they login to the Cloud 9 URL, it will prompt them to reset it to a permanent password with listed password requirements.
Step 6. Double check the permissions are correct. If you have already set up the Edit > Setup Employee Types with the default permissions, those should already be selected for this employee. If you need to add any additional ones, select those as well. For more information about permissions, see THIS ARTICLE.
Step 7. There is a small drop down beneath the permissions 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 8. Check that the appropriate boxes below the permissions and "When patient is seated" are selected. If the Employee 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. **Please Note: These will all be selected from the Employee Type if you have entered in Edit > Setup > Employee Types please see the Employee Types article for more information.
Step 9. At this point, you could click the green save and complete the Employee profile and the user can log into Cloud 9. There are a few other tabs on the right hand side that are optional that I will review below, but if they are not needed, you can save the New Employee profile and provide the employee with their login name and temporary password after saving.
Optional Steps
For these optional steps you may wish to apply some or none of them. You can create an employee profile without filling out any of these optional steps. Cloud 9 is highly customizable so some of these may be applicable to your practice or you may wish to skip them all.
Optional Step 1. The next tab on the right is called "Job Details" and should only be filled in if you need that information. It has a field for "Start Date", "Termination Date" and "Employee Notes."
Optional Step 2. The third tab on the right hand side is labeled "Insurance" and is usually only filled out for some practices that use Employee Insurance Settings for their Doctors. Many practices use Location Level Settings for this, in Edit > Setup > Locations > Select Location > Insurance tab. Please contact Support if you have further questions on this.
Optional Step 3. The fourth tab on the right is called "Email Server." If an Employee has an email address that is different than the Edit > Practice Information > Email Server tab or Edit > Setup > Locations > Select Location > Email Server tab, this can be filled in. Please note: If an employee does not have access to "Edit Employees", they will not be able to update this Email Server Tab Information when they change their password, which could result in them being unable to send mail in Cloud 9. Some practices do use this setting, but many of them use Practice level or Location level email settings instead.
Optional Step 4. The fifth tab is called "Access Windows." This is used if you have hired an employee and you only want them to be able to access certain locations or patients at certain locations, within a specific time frame. If you wish to utilize this setting click "Restrict Access" and then use the Blue "+Add" button to add an Access Window. Please Note: You will want to ensure you pick the location and set the days they can access it and the begin and end time they can access that location.
This means this employee will NOT be able to access any other locations or any other patients at other locations if this is turned on.
Optional Step 5. The Other tab. This is a tab that is currently unused, skip this tab.
If you wanted any of the optional tabs added above, now is the point where you would Save your New Employee's profile. After you save it and provide them the login name and temporary password, they should be able to login and access Cloud 9.
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.