Copy of Manage Staff Licenses and Credentials (Staff Profile)

Rethink recognizes that staff may have multiple credentials and licenses that your organization needs to account for and track during their employment.

The Staff License & Credentials Manager feature allow users to:

Assign multiple staff credentials
Easily track staff credential statuses
View active, expired, and upcoming expiring credentials
Upload documents and notes

	How To:	Description:	Good to Know:
1	Access Staff Member License/Credentials	Staff>Click on Staff Member’s Name>Licenses/Certifications
2	Add Staff Credentials	Click License/Credential+ Then complete required fields indicated with an * and any non required fields that apply	If a credential type* was not connected to the License/Credential when set up in Settings, this field will be blank. Admin users can always add the “type” if desired* The same credential name cannot be added more than once
3	IMPORTANT: Adding a New Credential to Staff with existing appointments	When updating credentials for staff that have already been scheduled, be aware of the following scenario: Staff is scheduled for appointments from 1/1/2020-2/29/2020 for a service that an RBT or BCBA can perform The service is ABA Therapy and can be completed by an RBT or BCBA The RBT Rate is 50.00 an hour The BCBA Rate is 100.00 an hour At the time the Staff was scheduled for the appointments they were only an RBT Staff has passed the BCBA exam and you now need to update their profile with this new credential You add the BCBA Credential with an Issue Date of 2/1/2020 Upon saving the new credential, the system will update any previously scheduled appointments where the service was set up to restrict by BCBA and update the rates accordingly as of the Issue Date 2/1/2020	The “Issue Date” field is also going to be the effective date of the credential within Rethink If you prefer the effective date to be different than the issue date, you will want the “issue date” field to reflect the effective date for the credential within Rethink. You can then use the “notes” section of the credential to note the actual issue date and any reason the effective date may be different in your system Issued dates are mandatory fields when entering a staff credential to a staff profile Expiration dates are optional when entering a staff credential to a staff profile
4	Set Default Credentials	Option to Check “Default” for the Staff Member’s Professional Credential	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 templates A default setting only needs to be selected if users have added the field “License/Credentials” in their session note or funder report templates
5	Edit/Delete Staff Credentials	In the Staff Profile>License/Certification table under “Actions” Click “Edit” to make changes and click SAVE To Remove under ACTIONS , click Remove then DELETE	Credentials may only be removed if there are not existing appointments scheduled and already linked to that credential that fall within the Issue Date and Expiration Date
6	View Expiring or Expired Credentials with Flag feature The flag feature is available in the Staff Profile>Licenses/Certifications section AND Staff Member List Page	If a credential 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	License/Credentials will default in alphabetical order To sort any column of data, click on the headings Users with permissions may dismiss a warning by clicking on the flag and selecting “Dismiss Warning” IMPORTANT: Once a warning is dismissed, it will no longer be viewable to any user and cannot be enabled again.
7	Scheduling staff with multiple credentials	When scheduling a session for staff with multiple credentials, all applicable services & billing codes will be options based on how the funder services' are set up (screenshot 2) and the staff active credentials. Funder/Service Credential Restrictions Set Up To confirm if multiple credentials are attached to a billing code, go to your Settings>Funder>Click on a Funder>Open a Billing Code	If a staff member has multiple credentials that were added to the same funder billing code, Rethink will default to the highest eligible rate for billing purposes. If the rates are the same, Rethink will default to the first license/credential added to the staff member’s profile
8	IMPORTANT: Allow Staff to verify scheduled appointments with expired credentials. When scheduling appointment series, the system will allow appointments to be scheduled for dates that are after a staff credential expiration date	Settings>Funder>Select the funder>Edit Scroll down to the Scheduling Rule: “Allow Staff Verification on Expired Credential” THEN In the Billing Export report, those appointments will be flagged with the validation: “Staff Credential Expired - Admin Approved”	By default this option is set to “no” Company admin are able to allow staff to verify regardless of an active credential level by Funder If the “Allow Staff Verification on Expired Certification” is not selected, staff with an expired credential will NOT be able to verify appointments dated after the applicable expiration date In the Billing Export, appointments with a later date of the credential expiration, will be marked with the Validation “Staff Credential Expired”
9	View Staff Notifications	When a staff credential expires or will be expiring within 30 days staff will receive a notification in their Notifications area	The Credential Report in the Reporting Dashboard can be viewed to see when credentials are expiring further out than 30 days