Creating and Managing User Accounts

Quick Links

Introduction

Users with manager access can create and manage other user accounts, including the following aspects of a user's profile:

Activating or deactivating accounts
Adding or removing program access
Changing access type
Adjusting notification methods and timing
Updating title, email address, or phone number

User Access Level Descriptions

Counselors: Gives clinicians access to information for the patients for whom they are the primary clinician. Counselors can edit patient information, discharge/readmit patients, and view reports and history for patients on their caseload. They can also receive alerts when their patients complete surveys. Counselors do not have access to other clinicians' patients.
Manager: Gives staff access to all patient information and data. Managers can also create and manage counselor, manager, and staff/assistant accounts, and can receive alerts for all patients in a specific program or across the center.
Manager/Counselor: Combines the Manager and Counselor access levels. It allows patients to be assigned to the user's caseload and provides the flexibility to set survey completion notifications at the patient or program level.
Staff/Assistant: Allows staff to administer surveys and transfer, discharge, or readmit patients, without the ability to see patient data. This is the most limited access level in INSIGHT and is recommended for staff whose only role in INSIGHT is administering patient surveys.

Creating Counselor Accounts

The following instructions describe how to create accounts for primary clinicians. If a clinician also needs access to patients for whom they are not the primary clinician, create a "manager/counselor" account for them instead.

Click on the "Counselors" icon on the left side navigation bar. The icon looks like two talk bubbles.

Next, click on the "Add Counselor" button located on the upper right side.

Enter the following information:
- Name: Counselor's first and last name
- Email: Counselor's work email
- Title: Counselor's professional title at the treatment center (e.g., counselor, therapist, primary therapist, RN, etc.)
- Name for text reminders: This field is automatically completed based on the name entered above
- Cell phone: Not required. The user can enter this themselves when logging in for the first time
- Notification Type: Select email

If you'd like, you can set up a notification schedule for the counselor now, so they can begin receiving notifications immediately. Note that alert times are in Eastern U.S. time. Visit Patient Alert Notifications to learn more about the alert period criteria.

When you have finished, scroll to the bottom of the page and click Submit to save changes.

After you create the counselor's profile, you will need to send them an invitation to log in. From the "Counselors List" page, find the desired user. Click the 3 dots and send inivitation. You can also make a user inactive by clicking make inactive.

Before patients can be enrolled under a counselor on the survey links page, the counselor must have programs assigned. To add or edit their programs, select "Edit" from the 3-dot menu, then click the icon highlighted in yellow to add programs. Once a program is added, you can adjust alert settings or remove programs as needed.

Creating Manager Accounts

These instructions are for adding managers, who can access all patient data and edit user settings. If needed, managers can carry a caseload and have patients assigned to them by using the "manager/counselor" role.

First, select "managers & staff" from the left-side navigation bar.

To create a new profile, click "Add Manager." You will then be prompted to add their name and job title, and to change their alert settings if desired. Click "submit" at the bottom of the page to complete the process.

Notifications by Program

Managers can receive alerts for specific programs at the treatment center. To add programs, select the icon circled in yellow. Adjust alerts as needed for each program.

Updating Role to Manager/Counselor

To make the user a manager/counselor (for managers with a caseload), select "change role," then choose "Manager/Counselor."

Creating Staff/Assistant Accounts

The following instructions are for adding Staff users who do not need to see patient data. They can still administer surveys, transfer and discharge patients, and make other adjustments to patients' profiles.

To begin, select "managers & staff" from the left-side navigation bar.

Select "Add Assistant." Then enter the user's details. Click "submit" when finished.

Questions or Support?

If you have any questions or need help, feel free to reach out to us at support@vista-research-group.net.