PracticeWorks: How to Edit an Employee's Attributes (Editing Employees' Properties, Changing Employee Attributes)

Document created by tiffanym Employee on Aug 24, 2017
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Goal:

 

To be able to edit and assign attributes for individual employees

 

Solution:

 

  1. Click Lists.
  2. Click Employees.
  3. Highlight the name of the employee whose properties require editing.
  4. Click Edit.
  5. At this point, refer to the instructions below for guidance in changing the settings included under "Attributes."
  6. After considering the criteria described in the Additional Information section below, make the desired change(s).
  7. Click OK to save the change and close the Employee Properties screen.
  8. Click Cancel to close the Employee List.
  9. Close and re-open PracticeWorks on the Workstation for the changes to take effect.

 

Additional Information:

 

Explanation of Attributes:

"Can Administer Accounts"


This is the most important attribute, because it determines if someone will have a separate accounts receivable number and if they'll have a separate bank deposit report. Normally, only employees who are type "Doctor" or "Facility" would have this attribute checked, but not all employees of type "Doctor" will. The best way to set this attribute correctly for someone is to ask, "Do they have their own separate bank account into which their deposits are made?" If the answer is yes, then this attribute must be checked.

 

NOTE: Just because you need to track the collections for someone does not mean that they need a separate deposit slip and/or bank account. PracticeWorks has a built-in mechanism known as "cross settlement" that makes sure the correct person is credited with all the collections in your practice. If the answer to the "separate bank account" question is no, then ask this question: "Does the person need to see their own, personal accounts receivables total on a daily basis?" If they do, the only way to achieve this is to have this attribute checked. So you could have a situation in which all of the deposits in a practice go into a single bank account, but because the doctors insist on having their own separate daily accounts receivables figures, they would still have this attribute checked.

 

As with all of these employee attributes, if you're not completely sure how to set someone up, be sure to check with a trainer before you do it, because it can be difficult to correct.

 

PracticeWorks Express Note: While PracticeWorks Management Software allows an unlimited number of employees to have this attribute, PracticeWorks Express allows only one.

 


"Sys default"

 

This is one of the attributes that must have a "system default" employee. For example, in this case, if there's ever a situation in PracticeWorks that it defaults to an employee who "can administer accounts," it will default to the employee who is checked as the "Sys default." This is also true for the "Can own transactions/production" and "Can be a patient's regular doctor" attributes. If you have more than one doctor in your practice, but one of them is the "main" doctor, they would probably be the "Sys default" for all three of these attributes.

 


"Can Own Transactions/Production"

 

The cross settlement mechanism in PracticeWorks works on the basis of who "owns" each transaction that increases a patient's balance. Typically these are dental charges, but they can be adjustments. A transaction will be "owned" by the person who actually performed it or, if the person who actually performed it does not have this checkbox checked, it will be "owned" by the employee who "Owns production" on the patient's Clipboard.

 

For example, in any office with at least one hygienist and more than one doctor, you have the issue of who owns the production performed by a hygienist. It could be the hygienist, or it could be either of the doctors, probably the one who is the patient's doctor of record. But it could even be the practice, not a person at all.

 

This attribute determines if this employee will ever own production performed by someone else. If they will only ever own their own production, this attribute will not be checked. If they can own someone else's production (someone who does not have this attribute checked), then this attribute must be checked.

 


"Can Be a Patient's Regular Doctor"

 

Each patient will have a doctor who usually performs their operative appointments, and only doctors who have this attribute checked will be available to be that "regular doctor." So if the doctor you're setting up will be the "regular doctor" for some patients, you'll check this attribute.

 


"Can Have Appointments"

 

Each appointment has a Producer on it, which is the employee who will be doing most or all of the dentistry during that appointment. If the employee you're setting up will be the primary Producer on some appointments, you'll check this attribute.

 


"Can Have Production"

 

Each dental procedure that's charged out has a Producer on it, for purposes of tracking production by employee, and for purposes of determining who actually "owns" that production (see "Can own transactions/production" attribute above). It is almost always the person who actually performed the procedure. So if the employee you're setting up ever actually performs dentistry, you'll check this attribute. If you do not check it, you'll never know how much dentistry this employee produces for any time period.

 


"New employee (training help)" [Formerly "New Employee (Display Training Help)"]

 

If this employee is new to PracticeWorks, or new to your office, check this attribute. By using a feature of PracticeWorks called the Automation Expert, you can create special customized messages for new employees and set up the messages to appear whenever new employees perform events which have security settings. The pop-up messages can be written to guide them in performing these tasks. After a new employee has been using the program for a while, you can de-select this attribute and the custom messages will be no longer displayed for them.

 

PracticeWorks Express NOTE: This feature is not available in Express, so it does not matter if you check this attribute or not.

 


"Inactive"

 

If this employee no longer works in your practice, check this attribute to prevent them from appearing throughout the program whenever you're presented with a list of employees for any reason. If you're setting up your employees for the first time because you just got PracticeWorks, there's probably no reason to set up any employees who used to work in your practice but no longer do. A possible exception is an ex-employee who is still being paid as their collections come in. You might have to set them up, then enter their starting balances, and then inactivate them. Talk to your trainer if you are not sure.

 


"Uses own fee schedule"

 

If this employee uses their own fee schedule for procedures they perform, check this check-box. This will normally be true for all doctors, but not true for other employee types, because most other employee types (Hygienist, Assistant, etc.) will usually use the fee schedule of the patient's Primary Doctor, from their Clipboard.

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