Create New Users

Let's review the process for creating users in AveaOffice. For more information on the types of users you can create, check out this Roles & Permissions table. 

Managing Organization Admin

Use the following instructions to create a user at the Managing Organization Admin level. 

1. Open the Managing Organization Admin section from the left sidebar, then click on the Users tab and choose Create New User.
2. Complete the Create New User form:
   

   Email Address Username: The email that the user will use to log into AveaOffice. Please note that the email address must be unique as an email can only be used once in Avea.  First Name: The user’s first name. Last Name: The user’s last name. Type: Select one of the following user types: Managing Organization User: You can choose which organizations, practices, and permissions this user has.  Managing Organization Admin: These users have unrestricted access to Avea.  Managing Organization API User: API users are created to help facilitate certain integrations and may not be needed by every client. Email User Account Information: Toggle this on to send the user an invite to complete their account registration.  Time Zone: The time zone the user resides in. Can Be Assigned to Insurance Billing: Whether the user can be assigned to claims in the Insurance Billing section. Can Be Assigned to Patient Billing: Whether the user can be assigned to patient billing statements Can Be Assigned to U/R: Whether the user can be assigned to utilization plans. Can Be Assigned to VOB: Whether the user can be assigned to VOB.

3. Click Create.

4. If you created a Managing Organization Admin, the user creation process is complete and the user will receive an email notification shortly to finish setting up their account.

5. If you created a Managing Organization User type, locate the user in the list and click on their Name.

6. Open the Practice Access tab to set the practices you would like the user to have access to. By default, the user will have access to all practices. Click Edit.
7. Choose By Practice. 
   
8. All of the practices in the Managing Organization will display. Use the checkboxes to allow access and click Save.
9. Next, open the Permissions tab. This tab allows you to customize the user's access to the system. Click Edit.
10. Complete the User and Reporting Access sections.
    

    	Attendance Access: Access to this section allows users to read or edit the attendance calendar. Set Access Level: None, Read, or Edit or an API option. Note: The toggles below are only available if the user has Edit access to Attendance. Import Attendance: Yes or No Access to this section allows users to bulk upload attendance.  Submit to Billing: Yes or No Access to this section allows users to submit treatments to the Work Center for billing.
    	Insurance Claims Access: Access to this section allows users to read or edit the Insurance Billing > Claims section for a patient. Set Access Level: None, Read, or Edit. Note: The toggles below are only available if the user has Edit access to Insurance Claims. Submit New Insurance Claims: Access to this section allows users to submit claims from the Work Center for billing.  Submit Corrected Insurance Claims: Access to this section allows users to submit corrected claims from the Work Center for billing, as well as review corrections from the patient's treatment episode.  Create Manual Insurance Claims: Access to this section allows users to create manual legacy claims from patient's treatment episode.  Mark Claims As Submitted: Access to this button allows users to mark claims as submitted without actually submitting the claim.  Manage Claim Rules: Access to this section allows users to create and manage claim rules from the Management Center.  Remove Rejections: Allows the user to remove the claim from the Currently Held/Rejected Claims tab without correcting the claim.
    	Insurance Payments Access: Access to this section allows users to read or edit payments from the Work Center for claims. A user can only create, edit, or manage payments if the user has Edit access to Insurance Payments. Set Access Level: None, Read, or Edit.
    	Patient Billing Access: Access to this section allows users to read or edit the Patient Billing section for a patient's treatment episode. Set Access Level: None, Read, or Edit. Note: The toggles below are only available if the user has Edit access to Patient Billing. Approve New Patient Billables: Access to this section allows users to approve new patient billables to the Work Center for billing. Approve Corrected Patient Billables: Access to this section allows users to approve corrected patient billables to the Work Center for billing.  Can Create Patient Billables: This allows users to create new patient billables in Work Center > Patient Billing > Create New Patient Billables.
    	Patient Payments Access: Access to this section allows users to read or edit the Patient Billing > Collect Payment section for a patient's treatment episode. Set Access Level: None, Read, or Edit. Note: The toggles below are only available if the user has Edit access to Patient Payments. Issue Refunds: Access to this section allows users to issue refunds for a transaction from the patient's treatment episode. Issue Credits / Discounts / Adjustments: Access to this section allows users to issue credits, discounts, or adjustments for a statement from the patient's treatment episode.  Can Collect Patient Payments: Access to this section allows users to collect credit cards, ACH, check, money order, or cash payments. Can Apply Patient Payments: Access to this section allows users to apply patient payments to billables. This option is only available if the user has Edit access to Patient Payments.
    	Patients Access: Access to this section allows users to read or edit patient profiles from the Patients tab. A user is only able to create patients if the user has Edit access to Patients. Set Access Level: None, Read, or Edit or an API option.
    	Service Rates Access: Access to this section allows users to read or edit service rates from the Scheduling and Utilization tab. A user is only able to create patients if the user has Edit access to Service Rates. Set Access Level: None, Read, or Edit or an API option.
    	U/R Access: Access to this section allows users to read or edit utilization plans from the Scheduling and Utilization tab. A user is only able to create and update U/R plans if the user has Edit access to U/R. Set Access Level: None, Read, or Edit or an API option.
    	Determine which sets of reports the user should have access to. Data will be limited to the practices they have permission to.

11. Click Save. 
12. The Roles tab is a summary view of the permissions provided to the user.

Organization Admin

Use the following instructions to create a user at the Organization Admin level. The process is the same as a Managing Organization User but you have different user types to choose from. These users will only have access to this specific organization and its associated practices.  

1. Open the Organization Admin section from the left sidebar, then click on the Users tab and choose Create New User.
2. Complete the Create New User form:
   

   Email Address Username: The email that the user will use to log into AveaOffice. Please note that the email address must be unique as an email can only be used once in Avea.  First Name: The user’s first name. Last Name: The user’s last name. Type:Select one of the following user types: Organization User: You can choose which practices this user can access and the user's permission set.  Organization Practice Admin: You can choose which Practices this user can access. This user has access to the Practice Admin page to configure services, facility rates, rendering providers, and payers. This user cannot view the Organization Admin tab.  Organization Admin: This user has access to the Organization Admin page to view user audit records, manage configuration, create and manage practices under the organization, and create organization users Organization API User: API users are created to help facilitate certain integrations and may not be needed by every client. Email User Account Information: Toggle this on to send the user an invite to complete their account registration.  Time Zone: The time zone the user resides in. Can Be Assigned to Insurance Billing: Whether the user can be assigned to claims in the Insurance Billing section. Can Be Assigned to Patient Billing: Whether the user can be assigned to patient billing statements Can Be Assigned to U/R: Whether the user can be assigned to utilization plans. Can Be Assigned to VOB: Whether the user can be assigned to VOB.

3. Click Create.

4. If you created an Organization Admin, the user creation process is complete and the user will receive an email notification shortly to finish setting up their account.

5. If you created an Organization Practice Admin or Organization User, locate the user in the list and click on their Name.
6. Open the Practice Access tab to set the practices you would like the user to have access to. By default, the user will have access to all practices. Click Edit.
7. Choose By Practice. 
   
8. All of the practices in the Managing Organization will display. Use the checkboxes to allow access and click Save. This is the last step for Organization Practice Admins.

9. For Organization Users, please complete the Permissions tab as described in the Managing Organization Admin section above.