This article will help you understand the difference between user types in ChiroHD
A - Provider Type (What kind of user is this?)
This setting determines what a user can see once they navigate into a location. Some Provider Types have additional restrictions based on their specialty.
Administrative Only
Access: Calendar and everything within the location (ability to change settings is dictated by permission level).
Restrictions:
Cannot access the SOAP notes tab/screen.
Cannot have a calendar enabled.
Chiropractor
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Massage Therapist
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Nutritionist
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Acupuncturist
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Phlebotomist
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Neurofeedback
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Stretch Therapist
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Nurse Practitioner
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Medical Doctor
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Medical Assistant
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Physician Assistant
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
Mental Health
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. SOAP notes entered by a Mental Health provider can only be viewed or edited by that specific provider. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by another Mental Health provider.
General Provider
Access: Calendar and everything within the location (ability to change settings is dictated by permission level). This user can access the SOAP notes tab/screen. This user can have a calendar enabled.
Restrictions:
Cannot view or edit a SOAP note entered by a Mental Health provider.
B - What Permission Level?
This setting will dictate what settings a user may or may not have access to, and if they are able to edit those settings.
System Admin
Access: System-level settings. They can see any location they have been granted access to, add or modify services, add or modify inventory items, create other system-level users, add third-party payers, and access every part of ChiroHD.
Example users: The CEO, Director of franchise locations, Doc of a single location, or Admin in the office who is responsible for setting up and maintaining settings would usually be set up as System admins.
Location Admin (who appears under the System Users page)
Access: System dashboard (since they have access to multiple locations), but they cannot see the System Settings tab as they cannot modify them. They can only see the locations they have been granted access to by a network/system admin. Can add or modify any location-level settings.
Example users: This user level is designed for admins and Docs who oversee more than one location, but who are not part of the organization’s corporate administrative team.
Location Admins (who appears under the Location Users page)
Access: Can only see their one location upon login. This is only different than the example above because they do not have access to multiple locations. They have access to most ChiroHD features at the location level. They can add or modify location-level settings.
Example users: Most CAs, Massage Therapists, and location-specific users will be set up as location admins.
Location User
Access: This is the most restrictive user. They can essentially use ChiroHD, but they cannot modify any settings. They can schedule appointments and view patient information. They have limited access to location settings (view only). Location users cannot submit EOBs (even if they have Insurance Permissions). Location users cannot edit a provider's calendar (even if they have Edit Schedule permission). Cannot edit text reminder presets (even if they have Text Reminder permissions).
Example users: Some CA, front desk staff, or assistants that need to use the system, but not be able to make changes to settings.
Call Agent
Access: Can access any location they have granted access to, but they can only access the calendar screen in those locations. The purpose of this user is for scheduling purposes only.
Example users: Anyone who is just calling and scheduling patients on behalf of the clinic (like a call center).
Reporting Only with HIPAA/PHI
Access: Can access the Metrics Dashboard and All Reports tab. Depending on which locations they have been granted access to, they can run reports for those specific locations. Any reports that are ran will contain PHI.
Example users: Admin or franchise owners that need to gather reports across clinics, a marketing company that may need patient list for marketing purposes, a business partner that may not be involved in the day-to-day operations.
Reporting Only NO HIPAA/PHI
Access: Can access the Metrics Dashboard and All Reports tab. Depending on which locations they have been granted access to, they can run reports for those specific locations. This user will not be able to see any reports that have results that contain PHI.
Example users: A clinics accountant who may need to access reports, but they should not be able to see PHI.
C - Permissions
Permissions are set up at the time the user is created, and can be edited after the fact. Permissions can be found under Settings > Users > User Name > Permissions.
Text Reminder - Exposes gray Text Reminder button on calendar screen. Allows changes to text reminder templates in the location.
Insurance - Exposes the Insurance button in the system dashboard and location. Therefore, allowing the user to carry out billing.
Patient App - Exposes and allows configuration of the mobile app and sending patient invitations.
Edit Schedule - Exposes the gear icon (edit provider hours) on the calendar. Therefore, allowing changes to location calendars.
To enable Multi-Factor Authentication (MFA), follow these steps:
Once the user has been set up, go back into the user's profile.
Navigate to Permissions.
Toggle the MFA setting to True to enable or False to disable.
A text verification code will be sent to the user when they attempt to log in if MFA is enabled.
D - Location
This setting determines whether a user should have access to all locations, specific locations, or a single location.
All Locations
Access: User will have access to all locations in the system.
Specific Locations
Access: User will have access to selected locations, but not all locations.
Instructions: Select the desired locations in the next field (Locations field).
Individual Location
Access: User will have access to a single, specified location.
Instructions: Select the name of the individual location from the drop-down list.
E - Locations
This field will be displayed only if "Specific Locations" is selected. Multi-select the locations that the user should have access to.
F - First Name
Enter the user's first name. This will appear in various places, including:
Audit logs
Insurance claims
Text reminders (if the template is set up to pull the first name)
Calendar tab
Appointment arrival queue
Draft queue
G - Last Name
Enter the user's last name. This will appear in various places, including:
Audit logs
Insurance claims
Text reminders (if the template is set up to pull the last name)
H - Title
Enter the user's designation. This will appear in various places, including:
Insurance claims
Calendar tab (before the name of the provider)
I - Nickname
If the provider prefers a nickname over their first name, enter that here. This will appear in various places including:
Text reminders (if the template is set up to pull the nickname)
Calendar tab
Appointment arrival queue
Draft queue
J - Email Address
This email address will be used to establish the user's login. Please ensure it is valid if you are enabling a login. If login is enabled, this field is required. If the user does not need a login, the email address is optional.
K - Cell Phone Number
This is a required field for setting up a user. Please ensure it is a valid phone number. This is crucial if enabling Multi-Factor Authentication (MFA), as the system will send a verification code to this number for user login.
L - Address
This field is optional. You can enter the user's address, office address, or leave it blank. This information will not be used or displayed anywhere in ChiroHD.
-----------------------------
Enabling a Login and/or Calendar
When creating a user within a location, you'll first select the provider type and then be prompted to enable a login and/or calendar.
When to Enable a Login:
Enable a login for users who need access to ChiroHD.
Each user should have a unique login with their own email address. No two users can share the same email address.
The login determines access and permissions within ChiroHD.
When to Enable a Calendar:
Enable a calendar if the user requires a calendar for scheduling purposes.
-----------------------------
Recommended Workflow for Users with Both Login and Calendar:
If a user requires both a login and a calendar, it is best to create two separate user profiles for the same individual:
Login User: This user will have access to ChiroHD's features and permissions.
Calendar User: This will allow for a calendar for scheduling purposes.
Important Note: A calendar cannot be enabled for a user with a login that has access to multiple locations or is set as a System Admin.
How to Set Up a User with Both a Login and Calendar:
Create the Login User:
Navigate to the system level or location level (based on desired access).
Go to Create New User > select Provider Type.
When prompted, select Yes for "Does this user need a login?"
Select No for "Does this user need a calendar?"
Assign the appropriate permissions and feature settings (refer to details above).
Save/Create the user.
Create the Calendar User:
Navigate to the location(s) where the calendar is needed.
Go to Create New User > select Provider Type.
When prompted, select No for "Does this user need a login?" (since it was already created).
Select Yes for "Does this user need a calendar?"
We are essentially creating a fake user that is a placeholder for a calendar.
Fill out First Name, Last Name, Title, and Nickname (optional).
Save/Create the user.