Adding and Managing Employees

1. Accessing Employee Settings

1. Log In to Your Account:
   • Sign in to your iClinic account using your credentials.
2. Navigate to the Employee Settings:
   • Click on the Settings icon from the dashboard.
   • Select “General.”
   • Click on “Employees” to view the list of all registered employees.

2. Adding a New Employee

1. Initiate Employee Creation:
   • Click the “New” button to open the new employee form.
2. Enter Basic Employee Information:
   • Title: 
     • Select the employee’s title from the “Title” dropdown menu (e.g., Doctor, Nurse, Admin).
   • NPI (if applicable): 
     • Enter the NPI (National Provider Identifier) only if the employee holds a medical title (e.g., MD).
3. Account Information Setup:
   • Sign-In Name: 
     • Create a unique username (at least 5 characters long).
     • A green checkmark means the username is available, while a red X indicates it’s already taken.
   • Password: 
     • Set a strong password following complexity requirements: 
       • At least 8 characters
       • A mix of uppercase and lowercase letters
       • At least one number
     • Re-enter the password to confirm.
4. Employee Personal Information:
   • Complete all required fields marked with a red asterisk (*): 
     • Last Name
     • First Name
     • Abbreviation
     • SSN (Social Security Number) (enter placeholder data if needed, e.g., 123-45-6788)
     • Gender
     • License Number: Enter 0 if not applicable.

3. Configuring General Settings

1. Login Hours:
   • Specify the employee’s login hours using the dropdowns: 
     • Example: 12:00 AM to 11:45 PM (avoids locking the account).
2. Default Theme and Interface Settings:
   • Customize: 
     • Title Bar Colors
     • Maximum Number of Tabs
     • Tab Behavior: Choose whether tabs close automatically or remain open.
     • Default Office Location: Assign an office if applicable.
3. Default Search Settings:
   • Set the preferred “Search By” field for the employee’s inbox.

4. Contact and Security Settings

1. Contact Information:
   • Provide a unique, regularly-checked email address.
   • Click “Copy from Clinic Address” to auto-fill address details from clinic settings.
2. Session Inactivity Timeout:
   • Set the automatic logout time for inactivity: 
     • Options: 30, 60, 120, 240 minutes, or 0 (to disable timeout).

5. Electronic Prescribing (EPCS) Setup (If Applicable)

1. OTP (One-Time Password) Setup:
   • IDENT Trust User ID/Password: For providers using SafeNet OTP tokens.
   • DUO Username: For providers using DUO for two-factor authentication (used for EPCS).
2. Signing Up for EPCS:
   • If the provider isn’t registered, refer to the EPCS signup guide or video tutorial.

6. Restricting Login by IP Address (Optional)

1. Work Location Restrictions:
   • Add trusted IP addresses if you want to restrict login access to specific networks (e.g., office or home).
   • Important: Use only static IP addresses to prevent lockouts. Confirm with your ISP if unsure.
2. Enabling IP Restrictions:
   • Check the box for “Specify IP Address” after adding allowed IPs.

7. Finalizing Employee Setup

1. Review and Save: 
   • Double-check all information for accuracy.
   • Click “Save” to create the employee account.

8. Managing Existing Employees

A. Locking/Unlocking Employee Accounts

1. To Lock an Account:
   • Select the employee’s name from the list.
   • In the “Account Information” section, check the “Lock” box.
   • Click “Save.”
2. To Unlock an Account:
   • Uncheck the “Lock” box.
   • Click “Save.”

Common Lockout Scenarios:

• Five failed login attempts trigger a lock.
• Unlock the account and reset the password if needed.

B. Resetting Employee Passwords

1. Password Reset: 
   • Click on the employee’s name.
   • Select “Change Password.”
   • Enter the new password following complexity requirements.
   • Save the changes.

C. Deleting an Employee

1. Caution Before Deleting:
   • Deleting an employee removes access to their associated data (e.g., schedules).
   • Recommendation: Lock the account instead of deleting to preserve historical data.
2. To Delete:
   • Click the employee’s name.
   • Click “Delete” at the top of the page.

9. Filtering and Searching Employee Records

1. Using the Search Feature:
   • Enter the employee’s First Name or Last Name in the search bar.
   • Click “Search” to locate specific employees.
2. Filtering by Status:
   • Use the lock icons to filter employees: 
     • Green Lock: Clinic-locked accounts
     • Orange Lock: System-locked accounts
     • Red Lock: Deleted accounts

10. Best Practices

• Keep Employee Information Updated: Regularly verify and update employee details.
• Use Strong Passwords: Follow password policies to maintain security.
• Restrict IPs Carefully: Only set IP restrictions if you have a static IP address.
• Preserve Data: Lock employee accounts instead of deleting them to retain historical records.