This article covers how you can add users to your Cerbo system and set up their login information. And how to edit or remove users.
For clinics that are just coming on board with Cerbo, we create the user profile for the person listed on the sign up form. That person then adds other users and sets up their profiles under Admin > Manage > Users.
Please note: Only users with All Access/Superadmin permissions can make edits to user profiles. Changes to user accounts will be reflected in your billing subscription within 3 business days. We recommend waiting to create a user's profile until they are ready to start using Cerbo. For more information about user fees please reach out to firstname.lastname@example.org.
Adding a New User
To add a new user,
- Go to Admin>>Manage>>Users to open the Manage Users window. Click on ADD NEW USER OR RESOURCE. Note on Users vs. Resources: A User profile is set for individuals to have their information, login credentials, and permission levels set within the system. Whereas a Resource is a non-user account that can have tasks and/or a calendar. A resource may represent a room or chair, for instance. This allows for scheduling and task assignment related to that resource. Another example of when a resource can be useful, is when you want certain categories of tasks to be viewable in one place by multiple users. (See Adding a Resource for more information.)
- In the window that appears, click on ADD NEW USER.
- In the user profile window that appears, fill out the details for the user you are adding. You can click on the question mark beside the Permission Level to see more information about the default user permission profiles. The most commonly-used permission profile is "Regular Clinical or Admin Staff," which allows fairly broad access. But restricts access to user management and practice-wide reporting. All users should have their own login credentials.
- Once the user is created, give the username and password that you created to that user and instruct them to change the password immediately upon first logging in. They can do that by hovering over their initials in the top menu and clicking on Change My Password.
The "Add New User or Resource" has several subsections that will ask for various information. Here are details on each of these sections.
Role and Permissions
- Role: what is the user's role?
- User Employment Status/Time: this setting lets Cerbo know whether the user is working full-time (30-40 hours/week on average), or part time (~20 hours/ week or less on average).
- Permission Level: this setting is not necessarily related to the license cost. And you can use the question mark above the drop down to view the spreadsheet on what each level represents and restrict user access to sensitive information in the EHR accordingly.
Note about permission levels: The following permission settings have restricted access in Cerbo so users assigned these permissions will incur a one-time setup fee but will not have recurring monthly charges:
- Scheduling (limited)
- Billing Only
- Read Only
If you need to begin scheduling appointments for a provider before they are ready to use Cerbo, simply assign the provider the "Scheduling" permissions when you first set up their account. This will allow your clinic to add appointments to their calendar but will delay their monthly fees until you switch their permissions to provide them with more comprehensive access (however they will incur the initial one-time setup fee.
- Prefix: add your preferred prefix, e.g. "Dr.", so your name is displayed with it
- First and Last Name: enter your name as it appears on other official documents. This is especially important if you are going to e-prescribe. The prescriber's name will need to match yours on file in the National Provider Identifier (NPI) database
- Suffix: add your credentials (MD, DO, NP, etc.). Prescribers MUST have a valid prescriber suffix to set up eRx.
You will set the user's Username (which is difficult to change for a prescriber after eRx is set up), and set their initial password. You would then convey that password to the user outside of Cerbo (it is not sent to them automatically) and let them know the URL for them to use to log into the EHR. They should change their password when they first log in.
- Email: enter the user's email. This is important in case the user forgets their password and your account administrator (a user with SuperAdmin permissions) is not available. Cerbo will need to email the address specified here to reset the user's password.
- NPI (providers only): specify the user's National Provider Identifier if they have one. This will allow them to e-prescribe, send lab orders, etc.
- DEA (controlled substances prescribers only): this is where you would specify the user's Drug Enforcement Agency (DEA) unique identifier, if they have one. This will be required to set up controlled substances eRx.
- Should this user have a calendar: selecting "Yes" will result in the user having a calendar in Cerbo so they may define their working hours, etc.
- Should this user be an option for patients to send secure messages to through the patient portal: select "Yes" if you want to allow patients to send secure messages to this user.
- How should this user's name appear to patients when sending a message in the patient portal: if the user's name should appear differently from what was specified in the "Name" section earlier, type in the preferred name on the patient portal.
- How should this user's name appear to patients when requesting an appointment through the patient portal: similar to the previous field, this is where you can specify an alternate name that should appear instead of the user's official name. This name will only be used in the patient portal scheduling page.
- Can this user be assigned tasks: select "Yes" if you want to be able to assign tasks to this user in Cerbo. The Tasks feature allows users to document and track tasks, whether they are one-off or recurring ones.
- Can documents be assigned to this user: similar to the previous point, selecting "Yes" here allows you to assign documents for review to this user.
- Does this user require a co-signature when signing encounter notes: the drop-down allows you to select one of three possible options - "Can request", "Always", or "Never". If the user's encounter notes need supervision by someone else, whether they're another user in Cerbo, or an external provider, you can select "Can request" or "Always". If you select the former, the user will have the discretion to send certain notes to the supervising person to sign. If you select "Always", all of the user's notes will require a co-signer to be considered closed.
- Does this user have a supervising physician: specify whether the user has a supervisor. If the user has a supervising physician who is already a user in the system you can specify that in a conditional drop-dropdown (see image below). If the supervising physician is not a user in the system, you can also add further details (see image below) so that the system remembers those preferences.
- Select default co-signer, if applicable: normally, the user will have the option to select whom to send the note for a co-signature. You can make that process a little easier by selecting a default here.
- Internal notes about this user: if you need to make any administrative notes about this user, such that it is only visible to you and anyone else with the permission to edit users (see Permission Level earlier), you can list that here.
- Notes to Cerbo: this is where you can make a note to our billing department if you feel it is needed. For instance, if you want us to confirm the additional cost of adding this user, simply add a note here. NOTE: Comments in this field will not impact billing. Fees for user accounts are based on their role, employment status, and permission level.
Lastly, if you're all done adding all the information, click "ADD THIS USER" to complete creating the new user.
Editing a User Profile
To edit an existing user profile,
- Navigate to Admin>>Manage>>Users (this is the same place as shown in step 1 in the Adding a User section).
- Click on the user's username in the Manage Users window.
- Edit any field as needed.
- The "ADD THIS USER" button will be renamed to "SAVE CHANGES" for existing user profiles. Click this button to save the edits made to this user's profile.
NOTE: If you are replacing a user, you will need to delete the profile for the user that is leaving and create a new profile for their replacement. Please do not recycle a user's account. This ensures that user history is correctly tracked for HIPAA-compliance purposes.
Changing a user's password
|If the user wants to reset their own password.|
All user's have the ability to reset their own password while they are logged into the EHR. This option is found under the initials menu on the EHR dashboard.
|If the password needs to be changed by the clinic.|
In the event the user is not logged in and they have forgotten their password, a temporary password will need to be created by another user with All Access/Superadmin permissions. This is done under the 'Login Information' section.
|If a user's login needs to be temporarily disabled.|
This feature negates the need for anyone other than the user to know/change their password in the event the clinic needs to lock them out of their account temporarily.
Please note that if this option is selected, charges for this user will continue to apply. If this user is no longer employed, please follow the steps below for deleting their user profile.
Deleting a User
Before deleting a user, first check to see if they have any open tasks, appointments, or notes. If so, you will want to reassign those items to other users prior to deleting their profile. To ensure no additional charges are incurred for this user, you will first need to to update their permission level to the "Read Only" option (under Admin>>Manage>>Users). We also recommend changing the user's password to ensure they cannot log into the system.
After making these changes, you will be able to reassign any open tasks/appointments to other users. Once all open items have been reassigned the user's profile should be deleted.
If you delete a user before their open items have been reassigned, all of those items will remain in the system but they may be difficult to locate since they are no longer associated with a specific user. If that occurs, simply refer to the 'Restoring a User' section of this article, then adjust their permissions to read-only before reassigning their tasks/appointments.
If there are no open items to reassign you can delete the user as follows,
- Navigate to Admin>>Manage>>Users
- In the Manage Users window, you will see a delete icon in the "DELETE" column (see image below) in the corresponding row for that user. Click on that to delete the user. You will be prompted to provide a reason before confirming this change.
Restoring a User
In the event a user was deleted prematurely, or returns to the practice at a later date, you are able to restore their user profile with just a few clicks, also in Admin>>Manage>>Users,
- Check the "Show Deleted" box
- The trashcan icon under "DELETE?" that was shown above should now be green. Once clicked, a new window will appear prompting you to create a temporary password and confirm the restoration.
Any previous tasks, etc. that have not already been reassigned will be automatically reinstated to this user.
Other keywords: Edit user Delete user Add new user NPI DEA Reset username and password Name prefix and suffix, restore user, user management