Manage Staff Licenses and Credentials (Staff Profile)

Access Staff Member License/Credentials

Under each Staff Profile a new section Licenses/Certifications has been added

Open

• For existing customers by default the staff credential that was in the system prior to this feature launching will be assigned an Issue Date equal to the staff creation date. This day may be edited.

• The fields “license/credential” and “license number” have been moved from the Staff Demographics tab to this new section.

• Users must be given permission to access this area of the Staff Profile.

Add Staff Credentials

Click

+License/Credentials

Open

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 the Company Account this field will be blank. Admin users can always add the “type” if desired.

• The same credential name cannot be added more than once.

Add New Credential to Staff with existing appointments

REALLY IMPORTANT

For Staff already scheduled, when updating their credential details please be sure to be aware of the following scenario:

Staff scheduled 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

Set Default Credentials

Click the “Default” option

• 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 client report 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.

Edit/Delete Staff Credentials

In the Staff Profile>License/Certification table under “Actions”

click “Edit”

Then

Make any applicable 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.

View Expiring or Expired Credentials with Flag feature

The flag feature is available in the Staff Profile > Licenses/Certifications section

AND Staff Member List

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 simply click on the headings circled in green.

• Users with permissions may dismiss a warning.

IMPORTANT: Once a warning is dismissed, it will no longer be viewable to any user and cannot be enabled again.

Dismiss Warnings

Hover over the License Credential

then click

“Dismiss Warning”

• Users with permissions may dismiss warnings

IMPORTANT: Once a warning is dismissed, it will no longer be viewable to any user and cannot be enabled again.

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' 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 COMPANY ACCOUNT > FUNDER > Open BILLING CODE

• If a staff member has multiple credentials that were added the same funder billing code, Rethink will default to the highest eligible rate for billing purposes.

Allow Staff to verify scheduled appointments with expired credentials.

REALLY REALLY IMPORTANT TO KNOW

• When scheduling appointment series the system will allow appointments to be scheduled for dates that are after a staff credential expiration date.

In the Company Account > Funders section

Select the funder>edit

Scroll down to 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”

View Staff Notifications

When a staff credential expires or will be expiring within 30 days staff will receive a notification in their Tasks and Notifications area.