How to Add or Edit a Team Member (UK)

Use the Team Member Settings to create or update a staff member's personal, professional, and employment information. Also, use the Resend Invite link to generate a new Welcome email and access link for the user.

To add or edit a team member:

1. Select Administration > Team > Team Members. The Team Member Settings screen is displayed.
2. Select Create New Team Member, or select a team member from the list and click Edit Selected Team Member. (Tip: Start typing a name in the Search field to locate a team member.)
   
   The Team Member Settings fields become active.
3. In the Professional Information section:
   
   -Enter or verify the team member's Default Location and Role. 
   -If the team member has a provider role (Doctor, Hygienist, Assistant), you can click on the Assigned Colour box to select a colour to display on the schedule for this provider.
   (See How to Colour Code Appointment Tiles by Provider.)
   -For Providing NHS treatment, select Yes or No. If Yes, enter the team member's Personal Number. 
     Note: The Personal Number was formerly called Performer Number in the software.
   -You have the option to select a role from the Dental Care Professionals drop-down list.
   -Enter the GDC Number if you selected a role from the Dental Care Professionals drop-down list.
   
   Note: You can set the NHS EDI PIN for the team member from the Claims Send/Receive screen. See How to Send and Receive NHS EDI Claims for more information.
    
4. Complete the team member's Personal Information and Contact Information.
   Note: 
   --Providers can create a PIN to use when signing off on Clinical Notes. The provider must be logged in to set the PIN, and it can be 4-10 digits (no letters, spaces, or special characters allowed). To change the PIN, click Reset, and enter the new PIN.
   --Providers without Administrator group permissions have to create their PIN by navigating to User Menu > My Settings. Here the provider can edit only their settings. See How to Create a Provider PIN for Signing Clinical Notes for more information.
   --You can also upload a signature for the team member to use within correspondence templates in the Personal Information section. See How to Add a Provider Signature to Correspondence for more information.
    
5. Under Login Information, select Active for User Access and then enter an Email address for the user.
   
   Note: The User Access designation is for access to Sensei Cloud. Select Inactive if this employee does not log in to Sensei Cloud, such as a clinical provider who does not document patient care in the software. The team member can still be assigned patients, production, claims, and so forth, but cannot log in and needs no user license.
   Note: The specified email address is used for the Welcome email (Resend Invite) to get the user started, and thereafter as the user's official login.
    
6. Under Employment:
   - Select Active (default) or Inactive.
   - Select Salaried or Hourly. 
   Note: Selecting Hourly prompts the user to clock in upon logging into the system, and Sensei Cloud tracks working hours based on clock-in and clock-out actions. Selecting Salaried disables the clock-in/clock-out functionality, and working hours are not tracked. See Navigating Sensei Cloud for more information on clocking in and clocking out.
   
   Note: The Hire Date defaults to the current date, but you can select a retroactive date if needed.
    
7. Under Login Access Restrictions:
   - Select Yes next to Restrict Access by IP if you want to restrict the team member to only be able to log in to Sensei Cloud from an IP address that is included in the Whitelisted (Approved) list of IP Addresses. This list is managed in the Practice Settings (Administration > Practice Settings > General > Restrict Access by IP section).
   - Select a time period in which the team member is permitted to log in to Sensei Cloud: Anytime, Office Hours, or Specific Hours.
   
   Note: 
   -- Anytime is selected by default and allows the team member to log in at any time without restrictions. 
   -- When Office Hours is selected, a Practice Location must be selected from the drop-down list. The team member can log in to Sensei Cloud during the office hours for the selected practice (this is based on the practice location's timezone). 
   -- When Specific Hours is selected, you can then select a Time Zone and enter custom beginning and ending times for each day of the week. 
   -- When a team member has restricted hours and they try to log in too early, a message is displayed notifying them that they are attempting to log in outside of their permitted access hours. There are also a series of message displayed at certain increments to warn them when their log out time is approaching. A grace period can be enabled in the practice settings to extend access (in minutes) beyond each restricted user's established beginning and end access times. See How to Enable and Use Access Restrictions for more information. 
8. Click Save Team Member.

Note: When you designate an employee as Inactive, any existing records, such as appointments, posted charges, or notes, and so forth, are maintained.

Note:  Select Display required field only if you want to enter only the required information at this time.

Resending the Invite (Generating Welcome Email)

The Resend Invite control becomes active after you create and save a new team member, or update and save an existing team member's User Access status, their access to additional tenants or features, or update their email address. 

When you click Resend Invite, a 'Welcome' email is automatically generated and sent to the team member at the specified email address. The user must follow the instructions and click the generated link to access the assigned tenants or features that were updated.