CustomerAdmin - Manage user accounts – eVisit

Creating new users and managing user profiles for your organization is vital to your role as a CustomerAdmin. As a CustomerAdmin you have access to three tabs within the admin console:

Practices

Users

Visits

Fig. 1

In this guide you will learn the following:

How to create a new user account
How to add practice roles
How to assist the user
How to manage provider accounts

How to create a new user account

One of the most important things you will do as a CustomerAdmin is to create new users for your organization. It’s a best practice to verify that the user is not already in the system before you create their new account. You can do that easily by entering the user’s Email, Last Name, or Cell Phone number in the Search Users filter and clicking Go. If no user is found, you can create a new user account.

Fig. 2

To create a new account, follow these steps:

In the header of the Search Users box, click New User

Fig. 3
Fill in the required fields as indicated by an asterisk

Note: When selecting the User Role, there are six options: Physician, Patient, Admin, Advocate, Analyzer, and Scheduler. Select the one that best represents the user’s main responsibility within the organization regarding eVisit. Table 1 describes the functionality of each role.

Table 1

User Role	Basic Functionality
Physician (any healthcare provider)	View their Virtual Triage Center (waiting room) Start and cancel visits from the Waiting Room tab View the visit sidebar View all patients associated with the practice View details about past visits Download a visit summary in the Visit History Tab Add and complete visit chart notes in the Visit History tab Schedule a visit in the Scheduling Tab Create a new patient either in the Patients or Scheduling tabs View, cancel, and reschedule scheduled visits in the Scheduling tab During the visit, the option to invite up to 7 more attendees to join the visit Update My Account sections
Patient	Patient of the practice
Admin	Access the administrative console This user does not have access to the eVisit platform. Their login credentials take them directly to the administrative console. Access the practices they are associated with Download visit summaries Run the six available default reports and run a custom report, if applicable Assist users with their account access Update a user's personal details Edit practice details Favorite practices and users for quick access
Advocate	Create a new patient and act on behalf of the patient Access to the advocate portal User Menu access They can perform the following on behalf of the patient: Request a visit Update My Account View upcoming visits and visit history Download a visit summary Initiate a visit Cancel and reschedule a visit Add a dependent
Analyzer	Access to eAnalyze Dashboard(s) The Analyzer account, upon login, provides direct access to review data/analytics for assigned practices or customers as a whole in a dashboard format
Scheduler	View and set up provider availability for all providers in a practice View all scheduled visits in a practice Create a new patient account either in the Patients or Scheduling tab, depending on the type of visit Schedule, search, cancel and reschedule visits Update My Account details: Personal Info Availability Settings

Note: The new user can fill in their Date of Birth, Sex, and Password fields the first time they log in to their account.

Click Create User
Navigate to the Users tab, locate the user you just created, and click View
Fig. 4

Fig. 5
Click Edit User

Fig. 6
Scroll to the bottom of the page to the Practice Roles section and click Add New Role

Fig. 7
From the drop-down menu, select Member, then type in the name of the practice you want to make this user a member of, and select it

Fig. 8
At the bottom left of the page, click Update User
Navigate back to the practice dashboard
Click Invite Member/Advocate (Fig. 9 & 10)

Fig. 9

Fig. 10
Enter the email address of the new user you created, ensure Send Invite Notification is checked, and click OK

Fig. 11

The user will receive an email with a link that takes them to the registration page of their account where they will create a password and fill in any information needed to complete the process.

How to add practice roles

After creating the new user account, you can add practice roles to the user’s profile. Practice roles provide members with the permissions needed to use the administrator console effectively, and members can have different roles assigned to them at different practices. Every person, including physicians, admins, and schedulers, must be assigned a practice role. Table 2 lists and defines the functionality of practice roles.

Follow the steps below to add a practice role to a user’s account.

In the top-right corner of their profile page, click Edit User

Fig. 12
At the bottom of the page click Add New Role

Fig. 13
Click the arrow in the Role dropdown menu and select the appropriate role

Fig. 14 & 15

Note: Do not use the roles "attending" or "guest."

Table 2

Practice Role	Basic Functionality
Owner	View all visits for all providers in a single practice Start, cancel, and reschedule visits in the Waiting Room tab View and search the patients list of the Patients tab View, cancel, and reschedule scheduled visits in the Scheduling tab Schedule visits for providers Reassign patients to another provider (must be in the same practice and have the appropriate visit type membership) Filter visits by provider in the Waiting Room and Visit History tabs Receive email notifications when a patient schedules, cancels, reschedules, and joins a visit. These can be turned off if desired View, add, edit, and delete provider availability in My Account Availability section Update a practice’s contact details in the My Account Practice section
Visit Manager	View all visits for all providers in a single practice If you are assigned the role of Visit Manager for multiple practices, click the Switch Practices link in the user account menu to see waiting rooms for other practices. Start, cancel, and reschedule visits in the Waiting Room tab View and search the patients list in the Patients tab View, cancel, and reschedule scheduled visits in the Scheduling tab Reassign patients to another provider (must be in the same practice and have the appropriate visit type membership) Filter visits by Provider in the Waiting Room and Visit History tabs
Member	Associates a user to a practice The member practice role is only assigned to the following eVisit user roles: Scheduler Physician Gives them the permissions/entitlements to access the Waiting Room (own visits only) Patients tab Visit History tab (own visits only) Scheduling tab It doesn’t have its own subset of explicit permissions or entitlements. Receive notifications of visit activity for that single practice, which can be turned off. See list in the My Account Notifications section.
Admin	Access the administrative console This practice role can be added to a user role, such as Physician or Scheduler, to access the administrative console. They click the Admin option in their user account menu to navigate to the administrative console View and favorite information about the practice they’re associated with Practices Visits Users Favorite and run the six default reports from the administrative console Assign this practice role to an Admin user role to associate them to a practice
Patient	A patient of the practice Assign this practice role to a Patient user role to associate them to a practice
Reports	This practice role can be added to a user role, such as Physician, Scheduler, and Owner Ability to run the six default reports in the staff portal or directly in the user account in the My Account Reports section Patients with Incomplete Enrollment Cancelled Visits Data Patients with No Visits Visit Data Patient Data Financial Data
Advocate	Assign this practice role to an Advocate user role to associate them to a practice

In the Practice field, begin typing the practice name – matching practices will display
Choose the appropriate practice

If a user needs to be associated to multiple practices, click Add New Role, then repeat the steps just shown to select another role and practice.
Click Update User to complete the process

How to assist the user

Users in your organization may contact you for help accessing and modifying their accounts.

To access available support tools:

Search for and select a user account
Click Edit User

The user’s role will determine which options are available to you. The table below displays all the available options.
Note: A patient only has three options: Reset Password Email, Lock Access, and View User.

How to manage provider accounts

Table 3

Option	Use to
Disable Reports	Remove access to report privileges from a user.
Reset Password Email	Reset a user’s password. Confirm the user has access to the email you have on file. If they don’t, ask for a new email and add it to their user account. Click Reset Password Email. A confirmation message will appear. Click Send Email.
Lock Access	Unlock a user’s account. After three unsuccessful login attempts, an account will lock. A user account can be locked to prevent the user from logging into their account. For example, if a user will be on leave temporarily, their account could be locked while they are gone.
Deactivate	Deactivate a user - user accounts cannot be deleted in eVisit. Instead, they are deactivated. A deactivated account will be signaled by the word “_deactivated” in their email: i_am_provider_deactivated@evisit.com
Make Unavailable	Change a provider’s availability to “unavailable.”
View User	Return to the user’s account.

Sometimes, you may need to modify a provider’s abilities in eVisit.

How to enable and disable scheduling

As a CustomerAdmin, you can control whether a provider can set their availability for seeing scheduled visits. By default, this is set to disabled, meaning the provider will not be able to set their availability and will only be able to conduct See Now visits.

To enable scheduling:

Search for and select a provider
On the right side of the page, click Enable Scheduling

Fig. 16

The change happens in real time.

How to add memberships to a provider’s profile

An organization may have more than one visit type, for example you can create Urgent Care, Primary Care, Lab Review, and Medical Follow-Up visit types. A user can have a membership to the organization's one, some, or all visit types. Add visit-type memberships to a provider’s account to enable them to see patients who request that specific visit type.

To add a visit-type membership to a provider’s account, follow these steps:

Search for and select the user
Click Practices & Memberships

Fig. 17
At the far right of the appropriate practice row, click Add Membership

In the Choose Visit Type window, click Select an Option.

Fig. 18
Select a visit type from the list presented (Fig. 19)

Note: Visit Type options vary from practice to practice. There may be only one option or many.

Fig. 19
Click OK

A green banner will appear at the top of the screen, confirming the new visit type was successfully created.