The Employees setup screen (Fig. 18) allows you to create employee profiles with their contact information, security privileges, commission information, etc. Once activated, an employee profile allows the employee to work within My Vision Express by login in with their own user ID and password.
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Fig. 18 - The Employees setup screen |
The information on the employee profiles allows the system to:
§ Authenticate users into the application;
§ Keep track of patient interactions by employee name;
§ Keep track of what employee entered, notified the client of the completion of, fitted items on, or delivered an order;
§ Track changes to orders, payments and inventory.
To edit the employee profiles go to File > Setup > Employees from the main application menu and the Employees window will open.
If you want to add a new employee, you can click Add and enter his information in the fields provided on the lower half of the screen. To change the information on an existing employee, select his record from the data grid on top and edit the fields on the lower half of the screen.
Employee records cannot be deleted. However, you can
deactivate them by clearing the ‘Active’ checkbox in the middle
right-hand side of the screen. Under the Add button, another button will toggle
between
Show
Inactive and Hide Inactive to display or hide the
deactivated records. An employee record that has been deactivated cannot be used
to login or do anything else in the application.
For an employee to be able to login to My Vision Express, a ‘User ID’ and ‘Password’ must be assigned to his profile. You must ‘Confirm’ the password when it is first assigned and every time that it is changed. The ‘User ID’ must be unique. You can also have an employee sign in using his Windows security credentials by entering the ‘Session Domain’ and ‘Session Username’. The ‘Session Domain’ is the name of the domain computer for the network. The ‘Session Username’ is the username used to log into the domain. For more information, see the Log On section on Chapter 2.
A ‘Security group’ must be assigned to each employee. Employees assigned to a specific security group, will share the level of access specified for the entire group on the ‘Security’ tab of the Company Information setup screen (File > Setup > Company Information). For more information, see subsection 7 of the Company Information section earlier in this chapter.
The ‘Administrator’ checkbox (not to be confused with the “Administrator” security group) gives to the employee the ability to delete patients, orders, appointments, exams, and claims. At least one active employee should be defined as an Administrator.
If you pay gross percentage or margin commissions to employees, specify the commission information in the ‘Commission’ group box. You can pick a commission structure on the ‘Structure’ drop-down box from the structures setup on the Commission Structure setup screen (see the Commission Structure section earlier on this Chapter). Clearing the ‘Structure’ drop-down box, enables you to specify unique commission values for the employee selected.
One of three ‘E-prescribe user type/roles’ must be selected for employees who will use the E-Prescribing interface:
§ “Licensed Prescriber/doctor” identifies the employee as a doctor, nurse practitioner or physician assistant who can write prescriptions without any oversight.
§ “Staff/admin” identifies the employee as clerical staff who cannot prescribe medications but can do medication entries for the doctor, setup pharmacy favorites for the location and patients, and setup account health plan lists.
§ “Staff/nurse” identifies the employee as a user who can write prescriptions on behalf of a doctor after consulting with the doctor first.
NOTE: Be careful when doing this. Once you assign an e-prescribe role, you cannot change it yourself. In the rare instances when there is a valid reason to change a role, you will need to contact the My Vision Express Customer Support Department.
To link the employee to an in-house physician so that the user is not prompted to select a doctor when using e-prescribing functions, click the ‘Link Inhouse Physician’ drop-down list to select a physician. This physician will be used for e-prescribing when the employee is loged into the application.
Click Save and Close on the main application toolbar when you are finished making changes to this screen.
Commission Structure