How to Create or Edit a Team Member (US)

Use the Team Member Settings feature to create or update a staff member's personal, professional, and employment information. You can also use this screen to Resend Invite, to generate a new Welcome email and access link.

To create 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 Color box to select a color to display on the schedule for this provider.
    (See How to Color Code Appointment Tiles by Provider.)
   -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.
   IMPORTANT: 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.
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.