There are five user types available in AHFE: Staff, Manager, Advanced Staff, Enterprise Content Manager and Enterprise Admin Users. This article describes how to add Staff and Manager Users. Click here to learn about Enterprise Users. 

User Profiles

Staff, Manager and Advanced Staff Users are created at the Practice-level and have different levels of access:

• Advanced Staff Users
  • This access level is designed for users overseeing individual departments and have more access than Staff Users.
  • This user type can access all lines and Resources within the Practice.
  • This user type can use Staff Safety Controls to hide messages, manage Quick Responses, Practice Holiday Hours, Practice Settings, Events, Resources and send Campaigns. 
• Manager Users
  • This access level is designed for users overseeing individual departments and are typically given more access than Staff Users.
  • This user type can access all lines and Resources within the Practice.
  • This user type can use Staff Safety Controls to hide messages, manage Quick Responses, Practice Holiday Hours, Practice Settings, Events, Resources and send Campaigns.
• Staff Users
  • This access level is designed for users communicating with patients.
  • This user type can only access the lines that have been added to their User Profile.

Add Users

You can only use email addresses with domains that have been whitelisted by AHFE. AHFE can only whitelist email domains that you own; we cannot whitelist generic email domains such as @gmail.com or @yahoo.com for security reasons.

1. In your Enterprise, select the Practice where you want to add the user. 
   
2. Navigate to Settings > Practice Settings > Users.
3. Use the User Role the drop-down menu to select the type of user you wish to create (Staff, Manager or Advanced Staff User).
   1. Advanced Staff User or Manager
      1. Enter the First Name, Last Name, and Email fields.
      2. Cell Phone is optional but can be useful for authenticating via cell (instead of email) or receiving Internal Mention notifications if the user is going to be included in an Enterprise User Group.
      3. If a Manager User needs to have access to more than one Practice, you will need to complete this process again with the same details within that Practice.
   2. Staff
      1. Enter the First Name, Last Name, and Email fields.
      2. Cell Phone is optional but can be useful for authenticating via cell (instead of email) or receiving Mention notifications if the user is going to be included in an Enterprise User Group.
      3. Line Permissions: Determine which line(s) the user should be able to send messages from. At least one line must be added to every Staff User or they will not be able to see any Patient Channels.
      4. Resource Filters: Specify which providers and locations for the chosen line(s) the user should be able to filter by within the Recent Messages and Scheduled views.
         1. NOTE: These permissions and filters do not prevent the user from accessing all patients within the Practice. Please see the Line Permissions and Filter Clarifications sections below for more information.
   3. To save, select Add User.

Staff Line Permissions and Resource Filter Clarifications

The intended purpose of the Staff Resource Filters is to provide filtering items within the Inbox.

Scheduled View

Staff Users can view all appointments for all lines in the Practice.

• Regardless of the Resource Filters assigned, the Staff User will be able to see all appointments scheduled within the Practice in the Scheduled View. Viewing these appointments cannot be limited by line permissions or resource filters.
• Resource filters simply allow the user to filter their view by a particular provider or location assigned to their profile. These filters do not prevent the user from selecting a patient and viewing their Patient Channel.
• When the Staff User select a Patient Channel within the Scheduled View, they will have the ability to message the patient selected, but only from the line(s) that were given to them under their line permissions in their user profile.

All Messages View

• In the All Messages view, the user will be able to access all Patient Channels for the line(s) that were given to them under Line Permissions in their user profile.

Add Users with Templates

To speed up Staff User creation, you can use an existing user as a template to avoid having to manually add identical line and resource filters for every user. This features copies over their Line Permissions and Resource Filters into a new user profile.

1. In your Enterprise, ensure you have the correct Practice selected, then navigate to Settings > Practice Settings > Users.
2. Locate the Staff User you would like to use as a template.
3. Use the (...) menu to choose Use as Template. 
4. Select Staff and click Next.
5. Complete the First Name, Last Name, and Email. Make updates to Line Permissions and Resource Filters, as needed.

Edit Users

To edit a Staff, Manager or Advanced Staff User, go to Settings > Practice Settings > Users and locate the user from the applicable list. From the (...) drop-down menu, select Edit User. Here, you can edit the user's information. Select Update once all edits are made. 

Delete Users

Enterprise Admin Users can delete all user types when logged in. To delete a user, go to Settings > Users and locate the user from the applicable list. From the (...) drop-down menu, click on Delete User at the bottom of the list. 

Staff User Updates

As new resources (providers and locations) and/or lines are added to your Practice, you may need to update your Staff User Line Permissions and Resource Filters to ensure all patient messages are being viewed and receiving responses.