This guide provides comprehensive instructions for configuring staff members in your Cognix Health practice.
Staff Roles and Permissions
Available Roles
1. Practice Owner
- Full system access
- Organization settings management
- Financial reporting access
- Staff management permissions
2. Practice Administrator
- Staff management
- Scheduling configuration
- Billing system access
- Report generation
3. Provider
- Patient care documentation
- Schedule management
- Clinical data access
- Treatment planning
4. Billing Specialist
- Claims management
- Payment processing
- Insurance verification
- Financial reporting
5. Front Desk / Scheduler
- Appointment scheduling
- Client registration
- Basic client management
- Communication management
Adding New Staff Members
Initial Setup
1. Navigate to Settings > Staff Management
2. Click "Add New Staff Member
3. Enter required information:
- Full Name
- Email Address
- Role Assignment
- Work Schedule
- Location Assignment
Provider-Specific Setup
For staff members with Provider role:
1. Credentials Management
- License Number
- NPI Number
- Taxonomy Codes
- State Registrations
- Insurance Panel Enrollments
2. Service Configuration
- Assignable Service Types
- Default Session Duration
- Billing Rates
- Scheduling Rules
3. Documentation Settings
- Note Templates Access
- Signature Configuration
- Documentation Requirements
Staff Permissions Configuration
Access Control Settings
1. Clinical Access
- Client Records
- Treatment Plans
- Assessment Tools
- Progress Notes
2. Administrative Access
- Scheduling Rights
- Billing Functions
- Report Generation
- System Settings
3. Communication Access
- Internal Messaging
- Client Communications
- Portal Management
- Notification Settings
Schedule Management
Provider Availability
1. Regular Schedule
- Working Days/Hours
- Break Times
- Location Assignments
- Service Type Availability
2. Time-Off Management
- Vacation Requests
- Leave Tracking
- Coverage Planning
- Calendar Sync
Training and Compliance
Required Training
1. System Training
- Platform Navigation
- Feature Usage
- Documentation Standards
- Best Practices
2. Compliance Training
- HIPAA Requirements
- Security Protocols
- Privacy Guidelines
- Documentation Requirements
Ongoing Management
1. Performance Monitoring
- Documentation Compliance
- Schedule Adherence
- Client Satisfaction
- Quality Metrics
2. Credential Tracking
- License Renewals
- Certification Updates
- Insurance Credentialing
- CEU Requirements
Best Practices
Staff Management
1. Regular Reviews
- Performance Evaluation
- Role Adjustments
- Permission Updates
- Training Needs
2. Documentation Standards
- Note Completion Timeframes
- Quality Requirements
- Compliance Checks
- Audit Preparation
Security Protocols
1. Account Security
- Password Requirements
- 2FA Enforcement
- Session Management
- Access Logging
2. Data Protection
- PHI Access Controls
- Audit Trail Monitoring
- Device Management
- Security Updates
Troubleshooting
Common issues and solutions:
1. Access Issues
- Password Reset Process
- Permission Conflicts
- Login Problems
- 2FA Recovery
2. Schedule Conflicts
- Double-Booking Resolution
- Calendar Sync Issues
- Availability Updates
- Coverage Management
Support Resources
For additional assistance:
- Contact Technical Support
- Access Training Materials
- Schedule Additional Training
- Review System Updates
Remember to regularly review and update staff configurations to maintain efficient practice operations and ensure compliance with healthcare regulations.