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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 |
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General Information | From Staff, Select your staff of choice, and click on General |
Info. Click Edit on the right to complete the required fields and any additional information you wish to include. Required fields will have an asterisk ( * ). |
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.
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.
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
 Click Save when completed. |
Show RBT: Staff can see the RBT resources in the Resource and Training center
Show Scheduling: Staff can see the Scheduling tab and their calendar
If you choose an inactive status, the staff member will not be able to log in
Username - Requirement is to have at least 6 characters
Password - Requirement is to have at least 6 characters; Cap Sensitive
Locations(s)/Facilities - Staff members can have access to multiple locations
Title - one title is required; critical for access to Rethink
If EVV state — add in Medicaid ID number
Best practice is to add the NPI number; By having the NPI number listed, that staff member will auto populate in a drop down when choosing a client’s rendering provider under their authorization
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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. |
 View Expiring or Expired Credentials with Flag feature The flag feature is available in the Staff |
Profile> Licenses/Certifications section and in the Staff List Page. If a credential has already expired or will be expiring |
within the next 30 days |
, Rethink will flag these automatically. Yellow Flag=Expiring credential within 30 days Red Flag=Credential has expired |
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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
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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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.  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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Optional: Client Assignments | Click on Client Assignments and Assign to add clients to a staff member. |
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Optional: Attributes | Click on Attributes and Edit to fill out any and all optional information.   |
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Optional: Availability | Click on Availability and Edit to set up the times that the staff is available. |
 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. |
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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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Optional: Signature | Click on Signature and draw a signature. Click Save. |
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Optional: Staff Notes | Click on Notes. Click “Add New Notes +” to create a new Staff Note. Complete the following required fields:
THEN Click Save |
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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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Optional: File Cabinet | Click on File Cabinet  Click |
“Add |
Folder +”, name the new folder, and click SAVE. |
Note: If you do not want other staff members to access another staff member folder UNCHECK "Shared Folder"  MODIFY FOLDER(S) Click Edit or Delete |
 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. |
Click the three dots under ACTION to View, Copy, Download, Delete, Move, Rename, or Tag File(s)
Filter for file(s) by Keyword, Added By, Created Date, Tag, Tag Effective Date, and/or Tag Expiration Date |
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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
