How do I add a client or staff user?
SPECIAL NOTE: The function “Add Staff” and "Add Client" is used by Clinic Admin users.
The Clinic Admin is responsible for entering and maintaining all client and staff users of CommonGround.
Clinic Admins can add staff or clients by navigating to the "Users" page.
Then, click either the "Add Staff" or "Add Client" button under "Other Operations".
Adding a Staff User
To enroll a staff person, click on the "Add Staff" button under "Other Operations". Then, fill in the required fields.
Required Fields
- Group: Select the role the staff person will have within CommonGround (This selection is important as it controls the permissions one has within the program). Refer to the article on CommonGround User Types for more information.
- First Name
- Last Name
- Login: It’s best to adopt a standard model (e.g. the staff's email address) for the login names.
Optional Fields
Optional entry fields are also available:
- Middle Initial
- Cell phone number
Password
A temporary password will be generated when you save. This temporary password is valid for 7 days. The first time the staff logs in, CommonGround will prompt the user to set a permanent password.
Relationships
CommonGround allows for the management of relationships between each user group. Rather than everyone being able to access all client information, relationships can make it possible for only specific treatment team members to see medically relevant information. In this way, the program helps an agency maintain proper HIPAA compliance practices.
Use “Select All” to put all client users in a relationship with the staff you are enrolling/editing. Or, select each client user individually.
Save
Once all the fields have been completed, click "Save" to generate the temporary password.
Adding a Client User
To enroll a client, click on the "Add Client" button under "Other Operations". Then, fill in the required fields.
Required Fields
- First Name
- Last Name
- Birthday
Optional Fields
Optional entry fields are also available:
- Middle Initial
- Cell phone number
- Clinic ID# field (for cross-referencing information in other databases)
- MAID# field (Medicaid ID number for billing and/or cross-referencing other databases)
Personal Medicine, Power Statements & Medications
Personal Medicine, Power Statements and mental health/physical health medications can be added during enrollment or when editing a user.
Relationships
CommonGround allows for the management of relationships between each user group. Rather than everyone being able to access all client information, relationships can make it possible for only specific treatment team members to see medically relevant information. In this way, the program helps an agency maintain proper HIPAA compliance practices.
Use “Select All” to put all staff users in a relationship with the client you are enrolling/editing. Or, select each staff user individually.
Save
Once all the fields have been completed, click "Save".
Client Login
Once a client user account has been saved, you can add an optional client login.
- Click “Add Login Account”
- Enter a login name that is easy for the individual to remember
- Scroll to the bottom and click “Save”
- Click “Print Instructions” and provide instructions to the client
Adding a client login does not affect billing as it does not add an additional user. The client user already exists in the database.
With a login account, client users are able to access all the features of CommonGround, EXCEPT completing a CommonGround Health Report. The function “Do My CG Report” is available exclusively through the “Switch to Client” function.