Add A Staff Member for Scheduling

To add a new staff member follow the steps below:

1) Select Staff Members from the landing page:

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2) Select ADD NEW Staff Member in the upper right hand corner of your screen: 

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3) Complete the required fields and any additional information you wish to include.  All other staff fields are optional.

Required fields include:

• Status (active or inactive) *Note: If you choose an inactive status the staff member will not be able to log in. 

• Username- * Note- Requirement is to have at least 6 characters

• Password *Note - Requirement is to have at least 6 characters;; Cap Sensitive

• Name

• Time zone 

• Locations(s)/Facilities- staff members can have access to multiple locations

• Title  - one title is required; make sure this is the correct title, critical for access to Rethink

• Email 

Nonrequired fields of importance for Practice Management:

• NPI Number - This field is important to enter if your staff have NPI #s. Entering the NPI for the staff will also then show the staff as an option to select as the Rendering Provider on a client’s authorization page.

• Medicaid ID - Please include if your funder(s) require this on your claims.

4) Once General Information is saved, other areas of Staff Profile will display. Complete areas necessary for Scheduling:

• Client Assignments - If staff role is permissioned to only see the clients assigned to them, add assignments here.

• Payroll - Every staff must have at least one assigned Pay Code on their Payroll page in order to be scheduled for services.

  • For Hourly staff, select Hourly.

    • If you wish to have the system calculate overtime for this staff per your Overtime Rules set up on the Company Account>Scheduling page, then check this box.

    • Click to Assign Pay Codes and select a pay code, effective date of this code, rate (if you wish to have this populate to the Payroll export), and check a default for type if appointment, if desired.

    • Click Save and continue to enter other pays codes as desired.

    • End Date should be left blank unless needing to disable a certain pay code.

• For Salaried staff, select Salary.

  • Enter a salary per pay period, if desired to populate to the Payroll Export.

  • Click to Assign Pay Codes and select a pay code, effective date of this code, and check a default for type if appointment, if desired. NO RATE is present per pay code.

  • Click Save and continue to enter other pays codes as desired.

  • End Date should be left blank unless needing to disable a certain pay code.

• License/Certifications - Based on the professional credentials attached to your services on the Funder page, all staff will need appropriate professional credentials added to their profile if they are going to be scheduled for billable services.

  • Click +License/Credential

  • Select the desired Credential from the drown down (Credentials are created as options on the Company Account>Staff Member Settings page)

  • Enter an issue date and, if desired, an Expired Date (please note that if a professional credential expires, staff may no longer be able to be scheduled for billable services, based on your Company Account>Funder rules) *Note that flags will display on the staff list page when credentials are expiring or expired. The Credential Report on the Reporting Dashboard is also available for reviewing all staff’s credentials.

  • Enter License number, notes and upload an attachment, IF DESIRED.

  • Default can be checked if you wish this credential to be the primary credential that can be pulled to session notes and other reports as the staff’s credential.

  • Click Save and add any other credentials needed for this staff.

4) Other Staff Profile Settings of Note (Non-required)

• Attributes - Staff skills or experience. Enables the use of certain filters on the Group Calendar.

• Availability - Set the days & times that this staff is available for scheduling.

  • Available times will display in white on the Individual & Group calendars.

  • Unavailable times will display in dark grey on the Individual & Group calendars.

  • Attempting to schedule outside of the staff’s listed availability will present a ‘soft’ warning that the staff is not available, but the warning can be dismissed. This does not prevent scheduling outside of the listed availability.

5) Send the staff member instructions for logging in to Rethink Behavioral Health 

Have questions? Contact us at Support@RethinkBH.com