Staff Member Settings.

Prior to creating individual staff profiles, default settings for the company should be created. This resource will review settings for Staff Statuses, Staff Titles, Staff Note Types, Employee Types, and Custom Fields within the Settings Tab.

Staff Member Status

Navigate to Settings>Staff Member Settings>Statuses to ADD, EDIT, or REMOVE a status.

Statuses are required and are created to identify the status of a staff member within the system. A status will eventually be added to each individual staff profile once they are created.

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When creating a new status, you will title the status and then identify whether that status will be considered an active or inactive status

• Best practice is to have an “Active” and “Inactive” status at minimum, regardless of what you title them

• Leaving “Show as Active” de-selected makes the status inactive. When a staff member has an inactive status assigned to their profile, they CANNOT log into Rethink and cannot be scheduled for appointments

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• Statuses are set on the individual level within their profile and it can be changed on a regular basis (i.e. Staff leaves the company, their status changes to Inactive, same staff returns, their status can change to active without reentering in their information)

Staff Member Titles

Staff member titles are required and are created to organize the user’s level of accessibility within the account.

Within Settings>Staff Member Settings>Titles, you have the ability to ADD, EDIT, or REMOVE staff titles.

• When creating a new staff title, you’ll need to name the title and assign the title to a role.

  • The System Admin title is automatically created for the account and should be held by staff who are Account Administrators for their organization (require all permissions granted)

  • The account comes with 6 default roles that have default permissions already set (they can be viewed and edited in the Roles section). When adding a title to a role, consider who is recommended for that Role (i.e. Role 1 is recommended for Front Line Staff). That helps to determine what permissions are defaulted for that Role.

  • Multiple titles can be in the same Role / have the same set of permissions

  • Staff cannot be assigned to multiple titles. You will need to make a new unique title and role if they have a combination of different permissions (i.e. an RBT who is also a scheduler)

  • There should always be a title within Role 4 and at least one staff from the organization should be in that title.

  • Titles do not need to match clinical credentials. Clinical credentials can always be placed in a Staff Member’s profile regardless of what title they hold as a Rethink user. (Example: A BCBA who also does all operations for the organization might hold the System Administrator title)

• Use the DESCRIPTION field to clarify individuals who may fit in that title

• You can also EDIT current titles to move into a different Role if needed

• You cannot REMOVE a staff title if a staff is assigned to that title. You’ll need to edit the title field of the staff’s profile before deleting

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Staff Note Types (optional)

Settings>Staff Member Settings>Note Types are optional and created if wanting to use the notes section of a staff member’s profile. The type name helps to organize the type of note being left within a staff’s profile. Examples of Staff Note Types could be “Communication Log” or “Disciplinary Action”.

Example 1: Supervisors use the staff notes section to leave notes to a direct line staff about communication notes during a meeting

Example 2: HR uses the staff notes section to leave permanent records of staff infractions

• The notes section within the profile functions like a post-it note or open notebook, not a session note, So note types should not be titled by type of session (i.e. “Supervision Session Note”)

• NO notifications are provided when a staff note is left in a staff profile

• Access to view, edit or add notes to the notes section still requires a role permission

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Employee Types (optional)

Settings>Staff Member Settings>Employee Types are an optional component which allows users to distinguish between different types of employees in their practice.

Examples may include, full-time, part-time, or contract workers.

Once added to the staff member settings, users can attach an employee type to a staff member profile for internal tracking purposes.

Employee types also show as a filtering option within the Group Calendar view of the Scheduler. If you have a field you would like to sort/filter the group calendar view by, you can use this area for that as well. EX: Male vs. Female staff or Tricare Credentialed

Please note that only one employee type can be added per staff profile

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To add a new employee type, select “Add Employee Type +” and input a Type Name into the designated field. Adding a description is optional, but if you’d like to add det ails on the different types they can be added here.

Select Save when completed.

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Staff Custom Fields (optional)

You can create additional fields to appear within the General Information section of staff profiles and/or the staff list page.

We recommend playing around in your system and going through all the modules/trainings. Then, if you realize there is a field that Rethink doesn’t already have that you would like added to your staff profiles, add a Custom Field by doing the following:

• Settings>Staff Member Settings>Custom Fields

• Click “Add Custom Field +”

• Type in the Label

• Select the Type of Label you want this to be (Date, Drop-Down, etc.)

• Click Check Name

• Order: This is how it will appear within the staff profile and list page

Please note:

• Only five custom fields can appear in the Staff List Page for you to filter by

• You can always remove a custom field but you can only edit custom fields that do not have any information attached to staff

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