How to Create or Edit a Team Member

Use the Team Member Settings feature to create or edit a staff member's personal, professional, and employment information.

To create or edit a team member:

1. From the User menu, select Administration.
2. Select Team > Team Members. The Team Member Settings window is displayed.
3. Under Actions, select Create New Team Member, or select a team member from the list and click Edit Selected Team Member.
   Note: You can use the search field to locate a team member.
   
   The Team Member Settings fields become active.
4. In the Professional Information section:
   US Practices:
   -Enter or verify the team member's Default Location and Role.
   -You can also assign a color to display on the schedule.
   -Select the Default Procedure List / Fee Schedule for the provider.
   Note: Specialists, such as oral surgeons or periodontists, can use this setting to use their own set of fees as the default. 
   -Enter the NPI and Taxonomy Code.
   Note: If Doctor is the selected role for the team member, there are additional fields that may be required for submitting insurance claims:
   -NPI Number: The 10-digit National Provider Identifier Number is a required field when the role selected is Doctor. Enter the individual healthcare provider NPI Number, or if you do not have an individual number, enter the NPI number that is assigned to the practice location (Administration > Locations > Practice Location Settings > Business section).
   -Taxonomy Code: Select the provider's specialty classification from the list. This is a required field when the role selected is Doctor.
   Note: There are two taxonomy codes for Oral & Maxillofacial Surgery: 1223S0112X is for the doctor and 204E00000X is for the location.
   -State License Number: Enter the Dental License Number for each state in which the provider holds credentials. This unique state ID may be required for submitting insurance claims or prescription orders. Click Add State License to add an additional state license number.
   Important: If more than one state license exists for the provider, the system chooses which to use based on the practice location for the work (e.g., if the work is done in Missouri, and state licenses exist on the provider record for Missouri and Indiana, the Missouri license is printed or transmitted).
   Note: The State License Number is printed in Box 55 on paper dental claim forms and transmitted in BA0-24.0 on electronic claims.
   -DEA Number: Enter the DEA number and select the US state or territory associated with it. This number is required for the provider to issue prescriptions or administer controlled substances. If needed, click Add DEA Number to add an additional DEA number. 
   -Tax ID Number (TIN): Enter the provider’s individual Tax ID number or the number assigned to the practice location (Administration > Locations > Practice Location Settings > Business section).
   -Dentist License Number: Enter the additional medical credentials / license number for the provider’s specialty (e.g., Oral Surgery or Anesthesiology), if applicable. This is a required field when the selected role is Doctor. Providers that do not have a separate dentist license number can enter the previously entered State License Number.
   Note:
   --There can only be one Dentist License Number per provider; it is not per state.
   --Because this is a required field, we recommend that dentists enter their dental license again (as it only applies to medical claims but it cannot be left blank).
   --The Dentist License Number is transmitted in BA0-25.0 on electronic claims; it is not printed on paper medical claims.
   UK Practices:
   -Enter or verify the team member's Default Location and Role.
   -You can also assign a colour to display on the schedule.
   -Select Yes or No under Providing NHS treatment.
   -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.
5. Complete the team member's Personal Information and Contact Information.
   Note: 
   --Doctors can create a PIN to use when signing off on Clinical Notes. The doctor 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.
   --Doctors without Administrator group permissions have to create their PIN by navigating to User Menu > My Settings. Here the doctor can edit only their settings. See How to Create a Doctor 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.
6. Under Login Information, enter or edit the team member's email address.  In the User Access field, select Active (default) or Inactive.
   Note: The User Access designation is for access to Sensei Cloud. Select Inactive if this employee does not log in to Sensei Cloud; in other words, 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. 
7. 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.
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.