SMART Agency Tipsheet

1. SMART Agency Tipsheet Staff List This document focuses on setting up and maintaining program staff. Total Pages: 14 Staff Profile Staff Address Staff Assignment Staff Language Staff Qualifications Login Request Create Login System Access Usage Plan Participation

2. Staff List • Staff List • Overview: An agency administrator is typically assigned the responsibility of adding all new staff to the system and setting up their access. For any staff member who does not have access to the system and needs to be given access, the agency administrator has to follow a minimum of 4 steps in the following sequence: • Create Staff Profile with at least the minimum required fields. (See detailed instructions of creating a Staff Profile below). • Assign Facilities to the staff under the menu item Staff Assignment. (See detailed instructions for Staff Assignment later in this tipsheet) • Create Login for the staff member. (See detailed instructions for Create Login later in this tipsheet) • Define the role and access rights for the staff under the menu item System Access. (See detailed instructions for System Access later in this tipsheet) • Detailed Instructions: • To access the Staff modules of SMART click on Agency and then Staff List from the menu. • You will see the Agency Staff List. • To add a new staff record click the Add New Agency Staff Record hyperlink. This will bring you to the Staff Profile screen.

3. Staff List • Staff List • The yellow, required fields to add a staff record are First Name, Last Name, Gender, Email, Manager Name, Social Security Number, Staff Type, Start Date and Agency. Enter these fields and other information as appropriate. • Click Next to go to the Staff Address screen. • Note: Clicking Next automatically saves the information you entered on the current screen. All required fields are highlighted in yellow color.

4. Staff List • Staff Address • Enter phone number information for the staff member as appropriate in the spaces provided for Home, Work, Mobile, Fax, and Other. • The Email field will be filled by the system with the email entered on the Staff Profile screen. • The Created and Updated fields are system generated and read-only. • Click the Add Address hyperlink to enter the address information. • Select the Address Type from the drop down list. Enter the Address Line 1 and 2, if needed, City, Sate, and Zip Code. Click Finish to save this information. • Click Next to go to the Staff Assignment screen.

5. Staff List • Staff Assignment • This screen is used to assign staff to facilities within the agency in SMART. This will allow the staff to access records for the assigned facilities. Staff will be able to access records only for the assigned facilities. • Select the facilities the staff should have access to from the Facilities Not Approved For list and click the right pointing arrow. This will move the facilities to the Facilities Approved For list. Helpful Hint: To select multiple facilities, use the CTRL key. • To remove a facility from the Facilities Approved For list, select the facility and click the left pointing arrow. This will move the facility to the Facilities Not Approved For list.

6. Staff List • Staff Assignment • To add a staff member to a particular program within a facility click the Add Program hyperlink. • Select the Facility and Program from the drop down list. • Enter the Start Date and the Hours/Week that the staff member is expected to work for this program. • Click Save to save the information and it will appear on the list. Click Finish if you are done adding programs for this staff member. • Click Next to go to the Staff Language screen. • Note: It is not required to assign staff to specific Programs. If you do not select any Programs, the staff will have access to all Programs under the Facilities that were assigned to them in the top part of the screen.

7. Staff List • Staff Language • To add a language for a staff member click the Add Language hyperlink. • Select the Language and Fluency from the drop down list. • Click Save and the information you entered will appear on the list at the top of the page. • To review a language record click the Reviewhyperlink under Actions. To delete a language click the Deletehyperlink under Actions. • Click Next to go to the Staff Qualifications screen.

8. Staff List • Staff Qualifications • This screen can be used to capture license, certification, degree, and training information for the staff member. • To add license or certification information click the Add License or Add Certification hyperlink. Select the License or Certification from the drop down and enter the Expiration Date if applicable. Click Finish, this will take you back to the list screen and the license or certification will appear on the list. • To enter a degree click the Add Degreehyperlink. Select the Degree from the drop down and enter the Date Earned. Click Finish. The degree will appear on the list screen. • To enter training information click the Add Training hyperlink. Enter the Course and the Date Completed and click Finish. The course will appear on the list screen. • Click Next on the Staff Qualifications screen to go to the Login Request screen.

9. Staff List • Login Request • Typically, an Agency Administrator will have rights to create logins for their staff and thus, will not need to use this screen. This screen is to be used only if you do not have the permissions to create a login. If you have permission to create logins skip this screen completely and go to the Create Login screen. • To make a login request selectYes for Request User Account. Enter the roles you want assigned to the user in the Details of User Account Request field. • The Request Date, Requested By, Granted Date, and Granted By are system generated and read only fields. • Click Finish. The user will receive their login information via email from the administrator. • Note: Use this screen ONLY if no one in your agency has been assigned a System Admin role and thus, no one in your agency has the ability to create a login for the user.

10. Staff List • Create Login • The fields at the top of the screen (First, Last, Manager Name, Staff Type, Title, Primary Role, and Employment Type) are system generated and read only. If you find any information that is not correct on these fields it should be fixed on the Staff Profile screen before creating the login. • Click Create Login from the Staff List in the left tool bar. To create a login enter the User Login ID (the recommended combination for User Login Id is first initial + Last name – all one word) and verify the User Email.. • Note: Generally, there is only one or two individuals assigned with the system admin responsibilities in each provider agency. Please review the staff role definitions module for details on System Admin role. • Click Finish. As soon as you click on Finish, the system generates the login information of Password and PIN for this staff and sends it to the e-mail address that is recorded here, along with the User Login ID you just created. • Note: It is recommended that you inform the staff in advance to expect an e-mail with his/her login information.

11. Staff List • System Access • This screen is used to define what role or roles the staff member will be assigned and therefore what system access s/he will have. This will determine what the staff is able to see or not see in the system and what s/he can just read or also edit. Please review the Staff Role and Access Definitions module before setting up these roles. • Click System Access from the Staff List in the left tool bar. Select the role to be assigned to the staff member from the Job Function Roles box. Click the right pointing arrow to move the role to the Assigned Job Function Roles. Helpful Hint: To select more than one role at a time, use the CTRL key. Note: many of the Job Function Roles will automatically move the Role Attributes assigned to them. • To remove a function from the Assigned Job Function Roles, select the function and click the left pointing arrow. Note: removing any role with Full Access will automatically remove the associated Read-Only role. Also, once assigned, the Read-Only role cannot be removed by itself so as to leave its associated Full-Access role as the remaining Job Function Role. This role would have to assigned as a separate function without the associated Full Access role. • To specify roles within a job function you can move items from the Assigned Role Attributes to the Role Attributes. This will remove the user’s access to this role. To do this select the Role Attribute and click the left pointing arrow. This allows you to setup access for a staff by specific modules in the system. • Click Finish when you have completed the system access. • Only a System Admin person will see the Administrative Actions options at the bottom of the screen. See Page 12 for details on using these options.

12. Staff List • System Access: Some General Rules • Someone with the SMART administrator role cannot have Clinical or the Case Reopen roles. The system will not allow it. • Only a SMART administrator can have or assign the role of a Code Table Administrator. • To be able to create logins for staff, assign roles, reset logins and release locks one has to have the role of Staff Administrator. • Moving Clinical (Full Access) to the right in the box for Job Function Roles will automatically move its associated roles in the Role Attributes box to the right. • If you want to give access to the staff only for specific clinical modules, then do not select Clinical (Full Access) in the top box. Just select the specific clinical modules in the box for Role Attributes and move them to the right. • If you want to give full access to a staff ONLY by treatment team membership, move Clinical (Full Access) to the right in the top box, and then go to the bottom box, highlight the Non-Treatment Team Access item from the right box and move it back to the left.

13. Staff List • System Access: Administrative Actions • Reset Credentials allows you to reset the particular staff member’s password and PIN, thereby generating an e-mail with the reset information. If the staff member forgets their password and PIN there may be a need to generate new password and PIN. • Note: This is to be used only when the staff has no way of getting into the system without a new password and PIN. If a user wants to just change their password and PIN they can do that under My Settings menu item. • Disable Account allows you to discontinue a staff’s account and access into the system. When a staff member leaves the provider agency it may be important to stop their access to the system and disable their account completely. • Release Lock allows you to unlock someone’s account. Generally, if someone is logged in and closes the window without logging out their account will be locked and the user will not be able to get in until the System Administrator releases this lock.

14. Staff List • Usage • To review the system usage for a staff member click the Usage menu item. • This list shows the Time and IP Address for each logon and logoff action of the staff member. This list can be sorted by Time, IP Address, or Activity by clicking on the column heading.

15. Staff List • Plan Participation • To enter insurance plan participation information for a staff member click the Plan Participation menu item. • To add a record click the Add New hyperlink. • Select Insurance Company, Plan, and In Network from the drop down. • Enter the Assignment Date and Start Date. Click Save and the information entered will appear in the list at the top of the screen. • You can enter another record or click Finish if you are done entering plan information.