Copy Of Staff Profile Set Up. Done

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 profile you want to work on.

Step	Description	Helpful Knowledge
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 ( * ). Click Save when completed.	To see what all the optional and required fields under a staff member’s general information section represent, see:Copy Of Staff Member General Information Fields Explained. Done
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	If a credential type* was not connected to the License/Credential when set up under 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” 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. 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 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.	This same step can be done under 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 Assigning Staff and Clients. Done
Optional: Attributes	Click on Attributes and Edit to fill out any and all optional information.	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. 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	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.	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	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	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 Click “Add Folder +”, name the new folder, and click SAVE. 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	To ensure appropriate access to a Staff Members filing cabinet, refer to Copy Of Roles. Done , Copy of Permissions. Done The DEFAULT folder "Staff Files" is not modifiable Maximum # of folders is 50 for any staff profile MAXIMUM file size 50Mb The 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)