Overview

This article goes over the process of adding, editing, removing, and restoring user profiles, as well as a brief overview of available user settings. Only users with Superadmin permissions can manage user accounts. 


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Details

All individuals who access Cerbo require their own user account/login in order to mantain a history of individual activity, accurate reporting, and HIPAA compliance. 


Only users with All Access/Superadmin permissions can add edit, or remove user accounts. Changes to user accounts will be reflected in your subscription within 30 days. If you have questions about fees, or want to make sure a user has been correctly added to your system, you can inquire with our billing team at [email protected]. 


Adding a New User

Navigate to Admin>>Manage>>Users and click on the green ADD NEW USER OR RESOURCE button. You'll then be given two options:

  • Add New User - will allow you to create a user profile for an individual member of your team. Each user account will have their own unique login credentials, and various accessibility settings. 
  • Add New Resource - will allow you to create a non-user account. Resources do not haev a login, but can be assigned tasks, have a calendar, and be linked to specific schedule types. A resource may represent a room or chair, for instance, and easily makes tasks shareable between multiple users. See Adding a Resource for more information.                                                                         

After selecting 'Add New User', you'll be directed to a blank profile where you can add the user's role, permission level, credentials, and various other settings depending on the user's needs. When creating the user's login information, we recommend starting with a simple, generic password. Upon first login, the user will need to set up 2FA and a password recovery email, at which time they will be able to update their password to something unique. For more information, see Reset Your Password. Remember to click 'Add This User' at the bottom of the profile to save the user's settings.


Editing a User

If you need to adjust a user's settings, navigate to Admin>>Manage>>Users and click on the username to open the user's profile. Make sure to click the save button after your edits have been made.


We ask that you do not recycle user accounts. 

Each user is assigned a unique identifier in our system, which maintains a history of individual activity. Recycling user accounts can impact the accuracy of reports and HIPAA tracking. To maintain accurate records we advise that you delete accounts for users that are no longer employed with your practice, and create a fresh account for all new staff members, even if a user is being replaced by someone whose settings will be identical.  


Deleting a User

To delete a user, navigate to Admin>>Manage>>Users and select the red trashcan associated with their user account. We recommend reassigning any open tasks, appointments, or notes prior to deleting the user's account to ensure those items can be easily accessed and followed up on as needed. When a user is deleted, all historic actions taken by that user will remain in Cerbo. 


Please note that disabling a user's login is not a substitute for deleting their account. Charges for disabled user accounts will continue until their account is deleted.


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. After navigating to Admin>>Manage>>Users, you'll need to check the 'Show Deleted' box. From there, locate the user's account and click the green trash can icon. 


You will be prompted to create a temporary password for the user. Any previous tasks, etc. that have not already been reassigned will be automatically reinstated to this user.



Overview of User Settings

This breakdown is not exhaustive and is based on common client inquiries.


Roles & Permissions - This is the only section of the user profile that is relevant to monthly user fees.


Role - There are several different role options preset in Cerbo. Any providers who plan to prescribe in Cerbo will need to be added as a Primary Provider. There are various non-provider roles listed under the Additional Clinic Staff option. If the role for a specific user is not among the preset options, their role can be manually entered under Additional Clinic Staff.


Permission Level - This setting that allows you to determine how much access the user will have in Cerbo. We currently offer ten (10) different permission levels, which you can review in our Permissions Matrix. The options denoted with a double asterisk (**) have restricted access. Due to those limitations, Restricted Access Users incur a one-time fee of $15 and the standard recurring monthly charges for their user-type are waived. The Permissions Matrix can be accessed by clicking the yellow question mark next to the Permission Level field in the user's profile.


Name Prefix/Suffix - Adding credentials within the First or Last name fields is not recommended, especially for providers, as it can cause issues when registering for e-prescribing. Instead, credentials should be added to the designated prefix/suffix fields.


Disable User's Login - This allows you to temporarily disable a user's login without having to change their password. This selection will NOT remove the user from your subscription, and any charges associated with this user will continue until their account is deleted.


Calendar - Any user can have a calendar.


Portal Settings - This setting enables the option for patients to send secure messages to this user via the portal. You can also customize the way the user's name appears to the patient when sending messages and/or requesting appointments.


Assignability - This is where you can designate whether or not a user can be assigned tasks and/or documents.


Supervision - If a user requires a Supervising Provider to review/co-sign note, or for prescribing purposes, this section will allow you to set those requirements. For additional information see 


Notes - There are two note fields at the bottom of the profile. While the Notes to Cerbo field can be used for providing context for the user, please keep in mind that details entered into that field have no impact on billing. This field is also not a method of contacting our support team.


If you have questions related to user roles, permissions, or fees, please contact our billing team at [email protected]. 


If you are experiencing system errors related to user settings, please contact our support team at [email protected].



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