1 1000053579 2014-03-10T13:59:02-06:00 1000084223 false Users 10 2015-08-20T04:10:14-06:00 1 1 2014-03-10T14:44:09-06:00 2 4 Video Click Play button Documentation    User Permissions Required (contact your BestNotes System Administrator for user permissions): Creating Users NOTE: When creating a new user, please DO NOT use a generic username to allow access for multiple staff, all user accounts should be unique to each staff member. For more information about why this is a HIPAA violation, please visit: HHS.gov To create a new user, click on Settings -> Users -> New User buttons. Next fill out the information in the box that appears. BestNotes recommends using all lowercase letters in the User Id and password fields, also the recommended format for User ID is first initial of first name then last name (e.g. flastname). By selecting a user type it allows loading of the default set of permissions for the user. Once a user type has been chosen click the Load Defaults link. This will load the default permissions for a Regular user or an Administrator.  NOTE: When you change a user from Administrator to Regular user or vice versa, all permissions are cleared. You must hit load defaults or nothing will appear when the user logs in. The Provider check box is used to add this user's name to the list of available providers to assign new clients to. There are four possible providers and the vocabulary can be changed to Doctor, Psychiatrist, Counselor etc. based on the needs of your company. The right side of the screen is where the System Administrator assigns which Access Tags this user has permission to view. Force password reset is to be used when a new user is setup or a password is reset. This will force the user to reset their password the first time they login. When finished with the top portion, continue to select User Permissions below. Click here to jump to that documentation. NOTE: Once a User ID is set, it cannot be changed. Provider Setup has fields for NPI (Billing info) and if the user requires a supervisor to sign documents. Select a specific user to be added as a signer every time a user creates a Note (Basic, Template, or Group Note on a client's page profile chart or from an appointment). Select "by client" if the billing requires the client's provider to be added on claims via BestNotes. NOTE: This will NOT automatically add a supervising provider (Client's Provider 1) or any other user to notes as a signer. <div><p><br></p><p><strong><span style="color: rgb(157, 4, 1); line-height: 1.3; font-size: xx-large;">V<font style="color: rgb(30, 60, 120); font-variant: small-caps;">ideo</font></span></strong></p><a id="moodle01" rel="noreferrer noopener"></a><p>Click <strong>Play </strong>button</p><p><span class="fr-video fr-dvi fr-draggable"><iframe width="853" height="480" src="//www.youtube.com/embed/UT6Plcv9J04?rel=0" frameborder="0" allowfullscreen="" sandbox="allow-scripts allow-forms allow-same-origin allow-presentation"></iframe></span><br></p><p><br></p><p><br></p><p><strong><span style="color: rgb(157, 4, 1); line-height: 1.3; font-size: xx-large;">D<font style="color: rgb(30, 60, 120); font-variant: small-caps;">ocumentation</font></span></strong></p><hr> <a id="moodle02" rel="noreferrer noopener"></a><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/1001711009/original/security-medium.png?1396989605" data-id="1001711009" style="font-size: 13px;" class="fr-dii fr-draggable"> <b style="font-size: 13px;"><span style="font-size: 13px; color: rgb(39, 78, 19);">User Permissions Required</span></b><span style="font-size: 13px; color: rgb(204, 0, 0);"> </span>(contact your BestNotes System Administrator for user permissions):</p><p><br></p><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/1029521449/original/Setting_Permissions_Highlight.png?1441128530" data-id="1029521449" style="font-size: 13px;" class="fr-dii fr-draggable"></p><p style=""><br></p><hr><div><p style="font-weight: bold;"><span style="line-height: normal; font-size: x-large;">Creating Users</span></p><p style="font-weight: bold;"><br></p><p style="font-weight: bold;">NOTE: When creating a new user, please DO NOT use a generic username to allow access for multiple staff, all user accounts should be unique to each staff member. For more information about why this is a HIPAA violation, please visit: <a href="https://www.hhs.gov/hipaa/for-professionals/faq/2018/does-the-security-rule-permit-a-covered-entity-to-assign-the-same-log-on-id-to-multiple-employees/index.html" target="_blank" rel="noreferrer noopener">HHS.gov</a></p><p style="font-weight: bold;"><span style="font-size: 1.17em; line-height: normal;"><br></span></p></div><a id="moodle03" rel="noreferrer noopener"></a><div><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/1015441014/original/User_Settings_New_Highlight.png?1422298722" class="inline-image fr-dii fr-draggable" data-id="1015441014" style="cursor: default;"></p><br><br><p>To create a new user, click on <strong><span style="font-size: medium;">Settings -&gt; Users -&gt; New User</span></strong> buttons. Next fill out the information in the box that appears.</p><p><br></p><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/1001124632/original/User_Details.PNG?1394556239" class="inline-image fr-dii fr-draggable" data-id="1001124632" style="cursor: default;"></p><br></div><p><br>BestNotes recommends using all lowercase letters in the <strong><span style="font-size: medium;">User Id</span></strong> and password fields, also the recommended format for <strong>User ID</strong> is first initial of first name then last name (e.g. flastname).<br><br>By selecting a user type it allows loading of the default set of permissions for the user. Once a user type has been chosen click the Load Defaults link. This will load the default permissions for a Regular user or an Administrator. </p><p><br><strong><span style="color:rgb(255,0,0)"><span style="font-size: medium;">NOTE:</span></span></strong><span style="color:rgb(255,0,0)"><span style="color:rgb(0,0,0)"> When</span></span> you change a user from Administrator to Regular user or vice versa, all permissions are cleared. You must hit load defaults or nothing will appear when the user logs in.<br><br>The <strong>Provider</strong> check box is used to add this user's name to the list of available providers to assign new clients to. There are four possible providers and the vocabulary can be changed to Doctor, Psychiatrist, Counselor etc. based on the needs of your company.<br><br>The right side of the screen is where the System Administrator assigns which <strong><span style="font-size: medium;">Access Tags</span></strong> this user has permission to view.<strong><br><br>Force password reset</strong> is to be used when a new user is setup or a password is reset. This will force the user to reset their password the first time they login.<br><br>When finished with the top portion, continue to select User Permissions below. <a href="https://help.bestnotes.com/support/solutions/articles/1000129805-all-user-permissions" style="background-color: rgb(255, 255, 255);" target="_blank" rel="noreferrer noopener">Click here to jump to that documentation.</a><a href="http://help.bestnotes.com/support/solutions/folders/1000084224" target="_blank" style="line-height: 16px;" rel="noreferrer noopener"></a></p><p><br><strong><span style="color:rgb(255,0,0)"><span style="font-size: medium;">NOTE:</span></span></strong> Once a User ID is set, it cannot be changed.</p><p><br></p><p>Provider Setup has fields for NPI (Billing info) and if the user requires a supervisor to sign documents.</p><ul><li>Select a specific user to be added as a signer every time a user creates a Note (Basic, Template, or Group Note on a client's page profile chart or from an appointment).</li><li>Select "by client" if the billing requires the client's provider to be added on claims via BestNotes.<ul><li><strong><span style="color: rgb(226, 80, 65); font-size: 14px;">NOTE</span></strong>: This will <strong>NOT</strong> automatically add a supervising provider (Client's Provider 1) or any other user to notes as a signer.</li></ul></li></ul><p><br></p><p><br></p><p style="font-weight:bold"><br></p><p style="margin-left:1in"><br></p><p><br></p></div><p style="margin-left:1in"><br></p> 1000084223 1073 1000029457 2019-01-10T08:50:15-07:00 11003080348 1 2 2 4 New Users - Create / Edit (Video) 2019-02-18T10:29:12-07:00 1001036038 1 2017-07-07T09:02:21-06:00 1 1 We have created a calendar resource replacing the existing method of creating a restricted user with "calendar" in the Last name field. All existing calendar users will be converted to the new resource type.  For example, create extra calendars for Users to collaborate (e.g., central time-off calendar) or room assignments / availabilities. NOTES:  If any calendar user is not converted to this new feature, you will not be charged for this user until the October 1st, 2017 billing cycle.  Please Note, these new calendar resources will not be able to log in. <p>We have created a calendar resource replacing the existing method of creating a restricted user with "calendar" in the Last name field. All existing calendar users will be converted to the new resource type. </p><p><br></p><p>For example, create extra calendars for Users to collaborate (e.g., central time-off calendar) or room assignments / availabilities.</p><p><br></p><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/11019489061/original/8Lyn12gt5SjIXpvq6WruLtFt_FUuK8digg.png?1499095451" data-filelink="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/11019489061/original/8Lyn12gt5SjIXpvq6WruLtFt_FUuK8digg.png?1499095451" data-fileid="11019489061" data-uniquekey="1499093687922" class="fr-dii fr-draggable"></p><p><br></p><p><img class="fr-dib fr-draggable fr-fil" src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/11019663114/original/CrE44aJbHDbk1JnaKufPIlCdtyw4BQMbEA?1499451505" data-filelink="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/11019663114/original/CrE44aJbHDbk1JnaKufPIlCdtyw4BQMbEA?1499451505" data-fileid="11019663114" data-uniquekey="1499451380242"></p><p><br></p><p><strong><span style="color: rgb(226, 80, 65); font-size: 16px;">NOTES</span></strong>: </p><ul> <li><p>If any calendar user is not converted to this new feature, you will not be charged for this user until the October 1st, 2017 billing cycle. </p></li> <li><p>Please Note, these new calendar resources will not be able to log in.<br><br><br><br><br></p></li> </ul><p><br></p> 1000084223 262 11000034891 2017-09-07T11:40:47-06:00 1001036038 2 2 1 1 Calendar Resource 2019-02-18T10:29:12-07:00 1001036038 1 2014-03-10T14:44:29-06:00 3 1 If a need arises to Inactivate a user from BestNotes, anyone with the Manage Users permission can navigate to the Users page, click on the User's name that needs to be inactivated. On the right-hand side underneath the Access Tags box is an Inactive checkbox. Check this box and save the user. That user will no longer be able to log into BestNotes, however they can be reactivated if the needs arises.        NOTE: If a user does not display, both of your user accounts have different Access Tags. Your company's on-site System Administrator will need to log in and perform this task for you. <p><a id="moodle01"></a></p><p><span style="">If a need arises to Inactivate a user from BestNotes, anyone with the Manage Users permission can navigate to the Users page, click on the User's name that needs to be inactivated. On the right-hand side underneath the Access Tags box is an Inactive checkbox. Check this box and save the user. That user will no longer be able to log into BestNotes, however they can be reactivated if the needs arises.    </span></p><p style=""><span style=""><br></span></p><p style=""><span style=""></span></p><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/1002445741/original/Inactivate_User_Highlight.jpg?1399490961" class="inline-image fr-dii fr-draggable" data-id="1002445741"></p><p> <span style=""> </span></p><p style=""><br></p><p style=""><strong><span style="color: rgb(255, 0, 0); font-size: medium;">NOTE</span></strong>: If a user does not display, both of your user accounts have different Access Tags. Your company's on-site System Administrator will need to log in and perform this task for you.</p><p><br></p> 1000084223 307 1000029458 2017-04-18T15:10:51-06:00 1001036038 3 2 3 1 Inactivate Users 2016-03-16T08:27:51-06:00 1001036038 1 2016-08-24T15:39:38-06:00 3 0 When managing individual users, you can setup a few items in relation to billable services. When viewing the "User Details", navigate to the "Provider Setup" tab.  Selecting the "Supervising Provider Required" checkbox will require you to select who the "Default Supervising Provider" will be.  This will influence the following actions: Add the indicated supervisors NPI to claims Add the Supervisor to all of the users Templates The "Default Supervising Provider" drop-down list will include any users that have at least one of the Provider Checkboxes checked in the User tab. The Facility drop-down information is pulled from the Facilities set up by the System Administrator.  The "Provider NPI", "Taxonomy", and "State Lic" fields can populate billing features. If you would like to add additional options such as "Facility NPI" or "Taxonomy (Sec)", submit this request to BestNotes Support. For more information regarding Superbill setup, visit Superbill - Special Register/Ledger Report. <p><a id="moodle01"></a></p><p>When managing individual users, you can setup a few items in relation to billable services. When viewing the "User Details", navigate to the "Provider Setup" tab. </p><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/11053487517/original/EPIiDuPenKMGA9I-uha0SSe3SQ6RsWNO0A.png?1576596959" class="fr-fic fr-dib fr-fil fr-bordered" data-attachment="[object Object]" data-id="11053487517"></p><p><br></p><p>Selecting the "Supervising Provider Required" checkbox will require you to select who the "Default Supervising Provider" will be.  This will influence the following actions:</p><ul><li>Add the indicated supervisors NPI to claims</li><li>Add the Supervisor to all of the users Templates</li></ul><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/11053487925/original/5UMG6IaRxIXGCrAEPMPUWNI-lkmfF4EfFQ.png?1576597511" style="width: auto;" class="fr-fic fr-dib fr-fil fr-bordered" data-attachment="[object Object]" data-id="11053487925"></p><p>The "Default Supervising Provider" drop-down list will include any users that have at least one of the Provider Checkboxes checked in the User tab.</p><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/11053487902/original/v7AwL3guVWESez0gV0HdzxfQN2ZFE1cMAw.png?1576597467" style="width: auto;" class="fr-fic fr-dib fr-fil fr-bordered" data-attachment="[object Object]" data-id="11053487902"></p><p>The Facility drop-down information is pulled from the Facilities set up by the System Administrator. </p><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/11053488302/original/S7VKmwyymzn8RQaxTETk_XA6m92fSsjnyw.png?1576597896" style="width: 640px;" class="fr-fic fr-dib fr-fil fr-bordered" data-attachment="[object Object]" data-id="11053488302"></p><p>The "Provider NPI", "Taxonomy", and "State Lic" fields can populate billing features.</p><p>If you would like to add additional options such as "Facility NPI" or "Taxonomy (Sec)", submit this request to <a href="https://help.bestnotes.com/support/tickets/new" rel="noopener noreferrer" target="_blank">BestNotes Support</a>.</p><p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/11053488406/original/Hsg1e8KOPJkMb3XKpZwsOWNdGREOowiIZQ.png?1576597980" style="width: auto;" class="fr-fic fr-dib fr-fil fr-bordered" data-attachment="[object Object]" data-id="11053488406"></p><p>For more information regarding Superbill setup, visit <a href="https://help.bestnotes.com/support/solutions/articles/1000166770" rel="noopener noreferrer" style="background-color: rgb(255, 255, 255);" target="_blank">Superbill - Special Register/Ledger Report</a>.</p><p><br><br></p> 1000084223 409 11000016703 2019-12-19T15:06:45-07:00 11003080348 4 2 3 0 Provider Setup Tab 2019-12-19T15:06:46-07:00 1001036038 1 2015-02-25T09:27:05-07:00 1 0 For more documentation on Users, click HERE.  To use the User Reports, you must be logged in as the System Administrator. User Audit (System Administrator only):  Displays audit of each users login/logout information.  It can be sorted by: Date Range and User. This report displays: Staff member Login and Logout Date/Time, Failed Login Date/Time, and IP address. User Billing List (System Administrator only):  Displays all users in the system.  It will sort by: Admin User, Regular Users, Inactive Users.  This report displays: user name (first and last). It will give a total number of users in each category. User Groups (System Administrator only):  Displays all users in groups.  Show by group or user.  This report displays: user name (first and last).    For more documentation, click HERE. User Logins (System Administrator only):  Displays the first and last time a user logged in, also those who have not.  This report displays: User Name, First Login, Last Login. User Permission (System Administrator only):  Ability to select a permission and see which users accounts have that permission.  It can be filtered by: User Permission. This report displays: First Name, Last Name, User ID, Time Zone, User Level, User Type, Access Tags, Providers. It will sort active users from inactive users.  For more documentation, click HERE. <a id="moodle01"></a> <p>For more documentation on Users, <a href="https://help.bestnotes.com/support/solutions/folders/1000084223" target="_blank" style="background-color: rgb(255, 255, 255);"><span style="color: rgb(0, 0, 255);">click HERE</span></a>.<br></p> <div><section id="article-show-1000029314"><p></p> <hr> <p> To use the User Reports, you must be logged in as the <b><span style="font-size: medium;">System Administrator</span></b>.<br></p> <p><br></p> <p></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/1029960359/original/LogIn_Pic2.png?1441750786" class="inline-image" data-id="1029960359" style="cursor: default;"></p> <br> <p><br></p> <p><br></p> <p><b style="font-size: medium;">User Audit</b> (System Administrator only): </p> <p>Displays audit of each users login/logout information.</p> <p></p> <ul> <li><span> It can be sorted by: Date Range and User.</span></li> <li> <span>This report displays: Staff member Login and Logout Date/Time, Failed Login Date/Time, and IP address.</span><br> </li> </ul> <p></p> <p><br></p> <p><br></p> <p><b style="font-size: medium;">User Billing List</b> (System Administrator only): </p> <p>Displays all users in the system. </p> <p></p> <ul> <li><span>It will sort by: Admin User, Regular Users, Inactive Users. </span></li> <li> <span>This report displays: user name (first and last). It will give a total number of users in each category.</span><br> </li> </ul> <p><br></p> <p><br></p> <p><b><u style="font-size: medium;">User Groups</u></b> (System Administrator only): </p> <p>Displays all users in groups. </p> <p></p> <ul> <li><span>Show by group or user. </span></li> <li> <span>This report displays: user name (first and last).</span><span> </span><br> </li> </ul> <p> </p> <p>For more documentation, <a href="https://help.bestnotes.com/support/solutions/folders/1000084222" target="_blank"><span style="color: rgb(0, 0, 255);">click HERE</span></a>.</p> <p></p> <p><br></p> <p><br></p> <p><u style="font-size: medium; font-weight: bold;">User Logins</u> (System Administrator only): </p> <p>Displays the first and last time a user logged in, also those who have not. </p> <p></p> <ul><li> <span>This report displays: User Name, First Login, Last Login.</span><br> </li></ul> <p></p> <p><br></p> <p><br></p> <p><u style="font-size: medium; font-weight: bold;">User Permission</u> (System Administrator only): </p> <p>Ability to select a permission and see which users accounts have that permission. </p> <p></p> <ul> <li><span>It can be filtered by: User Permission.</span></li> <li> <span>This report displays: First Name, Last Name, User ID, Time Zone, User Level, User Type, Access Tags, Providers. It will sort active users from inactive users. </span><br> </li> </ul> <p><br></p> <p>For more documentation, <a href="https://help.bestnotes.com/support/solutions/articles/1000129805-all-user-permissions" target="_blank"><span style="color: rgb(0, 0, 255);">click HERE</span></a>.</p> <p><br></p> <p><br></p></section></div> 1000084223 459 1000164934 2016-02-16T11:27:50-07:00 1001036038 5 2 1 0 User Reports 2019-02-18T10:29:12-07:00 1001036038