Create and Manage Users

User profiles are created at the Organizational or Managing Organization level and designated Users or Admins. 

User Types

Let's review each user type together! 

• Access Level	Limitations
  If the permissions are configured to allow access, an organization user can view assignments in the Work Center, patient demographics, and the Attendance Calendar.	Organization Users cannot access information outside their organization.

• Access Level	Limitations
  An Organization Practice Admin can access the Practice Admin page to configure services, facility rates, rendering providers, and payers.	Organization Practice Admins cannot view the Organization Admin tab.

• Access Level	Limitations
  An Organization Admin has access to the Organization Admin page to view user audit records, access reporting for the organization level, manage the practice configuration, and create organization users.	Organization Admins do not have access to multiple organizations.

• Access Level	Limitations
  A Managing Organization User can access all or only the selected Practices, span multiple organizations, and have a customizable set of permissions.	Managing Organization Users cannot edit or configure organizations/practices but can access the Dashboard tab for all or only selected Practices.

• Access Level	Limitations
  A Managing Organization Admin has unrestricted access to the Managing Organization and all related Organizations and Practices. They can edit users, update configurations, submit claims, build claim rules, and create organizations and practices.	None. However, we do recommend limiting the number of individual Managing Organization Admins as a best practice.

Permissions

User profiles with an Admin-level designation will not require additional permissions configuration, as they can access all tasks/sections within the Managing Organization Admin and/or Organization Admin.  However, a Permissions section is available to assign two additional admin roles to the user. Profiles with a User-level designation will require additional permissions configuration by an Admin. 

Access Levels

Three types of access levels exist for each set of permissions: None, Read, or Edit. 

• None: User permissions that display None will not be viewable or editable to the user. 
• Read: User permissions that display Read will be viewable but not editable by the user.
• Edit: User permissions that display Edit will be viewable by the user and only editable when a specific task has been toggled on.  

Permission Types for Managing Organization Admins

• Profiles with the Financial Admin designation can turn period close settings on/off.
   
• Profiles with the Security Admin designation can reset MFA settings.
   

Permission Types for Managing Organization and Organization Users

• The Attendance Access permissions allow a user to import attendance and submit treatments to billing for new claim creation.
  
• The Insurance Claims Access permissions allow users to submit new insurance claims, submit corrected claims, create manual (legacy) claims, and mark claims as submitted.
   
• The Insurance Payments Access permission allows users to post and alter insurance payments recorded in the RCM.
   
• The Patient Billing Access permissions will only display for Organizations or Managing Organizations with the Patient Billing module.  This permission allows users to create and approve new and corrected patient billables.
  
• The Patient Payment Access permissions will only display for Organizations or Managing Organizations with the Patient Billing module.  This permission allows users to collect patient payments, apply patient payments, issue refunds, and issue credits/discounts/adjustments.
   
• The Patient Access permissions allow users to create and edit patient profiles and run eligibility in bulk. 
  
• The Service Rates Access permission allows users to set service rates for patients. 
   
• The U/R Access permissions allow users to create and edit U/R plans.
  
• The Reporting Access permissions allow users to run accounting reports, attendance reports, billing reports, and U/R reports. 
  

Roles

Once user permissions have been configured, navigate to the Role section to confirm the permissions granted provide the user the access they need.

Workflow

Let's review how to create a new user at the Managing Organization Admin level and the Organization Admin level. 

• 1. Navigate to the Organization Admin and Click Users.
     
  2. Next, click Create New User.
     
  3. Enter the Email Address Username. This will be the username with which the person will sign in, and it cannot be associated with more than one user profile.
     
  4. Add the user's first and last name.
     
  5. Select the Type.
      
  6. Toggle on Email User Account Information to send the new user an automated email with their account information.
      
  7. Update the Time Zone.
     
  8. If applicable, toggle on the following:
     1. Can Be Assigned to Insurance Billing: The user can be assigned to claims in the Insurance Billing section of the Work Center.
     2. Can Be Assigned to Patient Billing: The user can be assigned to patient billing statements to follow up on.
     3. Can Be Assigned to U/R: The user can be assigned to utilization plans to follow up on.
     4. Can Be Assigned to VOB: The user can be assigned to VOB.
         
  9. Select Create. 
     
     
  10. For profiles with the User designation, click on Practice Access to limit which practices within an organization can be accessed by the user.
       
  11. Next, click Permissions.
       
  12. Select Edit to configure the user's access level to the RCM.
       
  13. Finally, click Save to complete the process.
       
• 1. Navigate to the Managing Organization Admin and Click Users.
     
  2. Next, click Create New User.
     
  3. Enter the Email Address Username. This will be the username with which the person will sign in, and it cannot be associated with more than one user profile.
  4. Enter the user's first and last name.
     
  5. Select the Type. 
     
  6. Toggle on Email User Account Information to send the new user an automated email with their account information. 
     
  7. Update the Time Zone.
     
  8. If applicable, toggle on the following:
     1. Can Be Assigned to Insurance Billing: The user can be assigned to claims in the Insurance Billing section of the Work Center.
     2. Can Be Assigned to Patient Billing: The user can be assigned to patient billing statements to follow up on.
     3. Can Be Assigned to U/R: The user can be assigned to utilization plans to follow up on.
     4. Can Be Assigned to VOB: The user can be assigned to VOB.
         
  9. Select Create.
      
  10. For profiles with the User designation, click on Practice Access to limit which practices within an organization can be accessed by the user.
       
  11. Next, click Permissions.
       
  12. Select Edit to configure the user's access level to the RCM.
       
  13. Finally, click Save to complete the process.
       

Promote/Demote Users

Users can be promoted to the Managing Organization level or demoted to the Organization level. Moving users between these levels allows you to control access as needed. Let's review both processes together! 

• 1. Navigate to the Managing Organization Admin > Users section. 
     
  2. Click Promote Organzation User.
     
  3. In the User dropdown, select the Organization User you wish to promote.
     
  4. Next, update the New User Type drop-down.
      
  5. Finally, click Promote to complete the process. 
     
• 1. Navigate to the Managing Organization Admin > Users section.
      
  2. Click Demote to Organzation User.
     
  3. In the Organization dropdown, select the Organization User you wish to demote.
     
  4. Next, update the New User Type drop-down.
      
  5. Finally, click Demote to complete the process.