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Understanding the Set Up Components for a Staff Profile

Certain features of a staff profile will impact your ability to schedule in Rethink. The process below outlines the required steps to complete a staff profile in preparation for scheduling. Start by clicking into the tile called “Staff” and selecting the staff members name profile you want to work on.

Step

Description

Helpful Knowledge

General Information

From Staff, Select your staff of choice, and click on General InformationInfo. Click Edit on the right to complete the required fields and any additional information you wish to include. Required fields will have an asterisk ( * ).

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Click Save when completed.

Payroll

Click on Payroll. Choose whether this particular staff member is hourly or salary. Entering in the $ per pay period or $ per hour is optional, dependent on what you want to see on your payroll export.

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Click Assign Pay Code on the right and assign one or more pay codes to each staff member in order for them to scheduled. Enter the Pay Code details, click Save.

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  • Select “Apply Overtime Calculations” if you have set those up under Settings → Scheduling

  • Pay codes must be added under Settings → Staff Member→ Pay Codes for them to auto-populate under Staff

  • Recommended to default pay codes to the types of appointments when possible as this will save you time from having to select the pay code on each individual appointment

  • For Non-Payable time, use an N/A pay code. By adding an N/A pay code to a staff appointment, any hours would not display in the Payroll Export unless you specify otherwise

  • The pay code options will appear in the pay code drop-down menu when adding an appointment on the scheduler

License/Certifications

Click on Licenses/Certifications from the menu at the top.Click +License/Credential + on the right, then complete required fields indicated with an * and any non required fields that apply.

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View Expiring or Expired Credentials with Flag feature

The flag feature is available in the Staff Profile → Profile> Licenses/Certifications section and in the Staff List Page.

If a credential has already expired or will be expiring either within the next 30 days or has already expired, Rethink will flag these automatically.

Yellow Flag=Expiring credential within 30 days

Red Flag=Credential has expired

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  • If a credential type was not connected to the License/Credential when set up under Settings → Settings> Staff Member Settings> Credentials, this field will be blank

  • The same credential name cannot be added more than once

  • If choosing the “Default” option, the selected credential will auto populate in any session notes and/or funder report templates that include the field “Licensure/Credential” field in your company client report templates

Optional: Staff Notes

Click on Notes.

Click “Add New Notes” to create a new Staff Note.

Complete the following Required fields:

  • Note Type

  • Title

  • Notes

THEN Click Save

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  • Staff Note Types can be created under Settings→ Staff Member → Note Types to categorize the type of notes users will be able to choose from in the Staff Profile

  • If you do not see the Notes section, then you have not been given permissions to access this area. Please discuss with account administrator for access

  • Notes marked “private' will only be viewable by the user who created the note and users with System Admin roles/permissions

Optional: Attributes

Click on Attributes and Edit to fill out any and all optional information.

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  • These attributes can be utilized in the Group Calendar on the Scheduler to filter for staff with certain attributes

    • Only one credential can be defaulted. Best practice is to default staff’s professional credential (EX: RBT, BCBA, Behavior Technician)

Payroll

Click on Payroll. Choose whether this particular staff member is hourly or salary. Entering in the $ per pay period or $ per hour is optional, dependent on what you want to see on your payroll export.

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Click Assign Pay Code on the right and assign one or more pay codes to each staff member in order for them to scheduled. Enter the Pay Code details, click Save.

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  • Select “Apply Overtime Calculations” if you have set those up under Settings> Scheduling Settings

  • Pay codes must be added under Settings> Staff Member Settings> Pay Codes for them to auto-populate under Staff profiles

  • Recommended to default pay codes to the appropriate types of appointments when possible as this will save you time from having to select the pay code on each individual appointment

  • The pay code options will appear in the pay code drop-down menu when adding an appointment on the scheduler

Optional: Client Assignments

Click on Client Assignments and Assign to add clients to a staff member.

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  • This same step can be done under Client → Clients> Staff Assignments. It does not need to be done in both areas for the staff member to have access to the client

  • For more detailed information on staff and client assignments, refer to /wiki/spaces/NSGSC/pages/3084747740

Optional: Attributes

Click on Attributes and Edit to fill out any and all optional information.

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  • These attributes can be utilized in the Group Calendar on the Scheduler to filter for staff with certain attributes

Optional: Availability

Click on Availability and Edit to set up the times that the staff is available. 

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Days should be checked to indicate availability and Start/End times should be entered. 

The times that are set as UNAVAILABLE will appear grey on the calendar and you will get a warning if an appointment is being booked during this time but you will still be allowed to schedule.

  • Multiple time spans in a day can be added by clicking the plus sign to add a line to any day. This would allow for split availability within any given day. For example, a staff that is available from 8am to 11am and then 4pm to 6pm

Optional: Reminders

Click on Reminders and select the checkbox next to Email and/or SMS depending on the communication channel(s) that specific staff would like to receive appointment notifications through

Use the drop down menus to change the company’s default reminder settings for how many hours or days in advance the user would like to receive notification before appointment start time

Click Save

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  • If appointment reminders are not enabled in Settings, the Reminders tab on the Staff Profile Level will be greyed out and users will not be able to make any changes

  • EX: A company sets up reminders in Settings for staff to receive notification 1 hour before appointment start time. Staff with permissions can override that here to choose if they want to receive the reminder 2 hours before appointment start time or 1 day in advance

  • If selecting to receive notifications via SMS, a phone number is required before clicking save

  • Staff can choose to not receive appointment reminders by deselecting the checkboxes next to Email or SMS

  • Staff members will receive reminders for both non-billable and billable appointments

Optional: Signature

Click on Signature and draw a signature. Click Save.

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  • This signature is to keep on file. It cannot be pulled into session notes or reports

Optional: Staff Notes

Click on Notes.

Click “Add New Notes +” to create a new Staff Note.

Complete the following required fields:

  • Note Type

  • Title

  • Notes

THEN Click Save

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  • Staff Note Types can be created under Settings> Staff Member Settings>Note Types to categorize the type of notes users will be able to choose from in the Staff Profile

  • If you do not see the Notes section, then you have not been given permissions to access this area. Please reach out to account administrator for access

  • Notes marked “private' will only be viewable by the user who created the note and users with System Admin roles/permissions

Optional: Preference Center

If your role permission allows, you can turn off Rethink’s HIPAA compliant recording of your activity by unchecking the box in the Preference Center

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  • This area helps our support team in the event you encounter an issue in the platform that you need troubleshooting support on. Rethink will do a HIPAA compliant recording of your activity so that our support team can review the exact area you encountered the issue to help streamline a resolution

Optional: File Cabinet

Click on File Cabinet

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Click +Add New Folder +, name the new folder, and click SAVE.

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Note: If you do not want other staff members to access another staff member folder UNCHECK "Shared Folder"

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MODIFY FOLDER(S)

Click Edit or Delete

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UPLOAD FILES

Click Upload File, select the folder you want the file to be in, and choose the file to be uploaded. Add optional tags for reporting purposes, and click Upload.

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Click the three dots under ACTION to View, Copy, Download, Delete, Move, Rename, or Tag File(s)

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Filter for file(s) by Keyword, Added By, Created Date, Tag, Tag Effective Date, and/or Tag Expiration Date

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  • To ensure appropriate access to a Staff Members filing cabinet, refer to the following guides: Roles., https://rethinkautism.atlassian.net/wiki/spaces/RBS/pages/3084780930 and Permissions.

  • The DEFAULT folder "Staff Files" is not modifiable

  • Maximum # of folders is 50 for any staff profile

  • (MAXIMUM file size 50Mb)

  • The following  file following file types can be uploaded to the staff Filing Cabinet

    • Document Types (docx, pptx, pdf, txt)

    •  Image Types (jpg, jpeg, tiff, 

    • Video types (avi, mpeg, .mov)

    • Sound files (mp3, wav)

    • Compressed file formats (rar, zip)

Optional: Preference Center

If your role permission allows, you can turn off Rethink’s HIPAA compliant recording of your activity by unchecking the box in the Preference Center

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  • This area helps our support team in the event you encounter an issue in the platform that you need troubleshooting support on. Rethink will do a HIPAA compliant recording of your activity so that our support team can review the exact area you encountered the issue to help streamline a resolution