Creating and Managing User Accounts
Article Overview:
User Access Level Descriptions
Creating Staff/Assistant Accounts
Introduction
Users who have manager access can create and manage other user accounts. Managers can manage the following user profile components:
- Activating or deactivating accounts
- Adding program access
- Changing the type of access
- Adjusting notification methods and timing
- Changing title, email address, or phone number
User Access Level Descriptions
- Counselors: Counselors provide clinicians with access to information for the patients for whom they are the primary clinician. They can edit patient information, discharge/readmit patients, view reports, and view history for patients on their caseload. Counselors can receive alerts when their patients complete reports. Counselors do not have access to other clinicians' patient information.
- Manager: Manager access allows staff to access all patient information and data. Managers can also create and manage counselor, manager, and staff/assistant accounts. Managers can also receive alerts for all patients in a specific program, or for all patients at the center.
- Manager/Counselor: The Manager/Counselor access combines the Manager and Counselor access levels. It allows patients to be assigned to their caseloads and provides flexibility in setting survey completion notifications for patients and programs.
- Staff/Assistant: Staff/assistant access allows staff to administer surveys and transfer, discharge, or readmit patients, without the ability to see patient data. Staff/assistant access is the most limited access to INSIGHT, and it is recommended to assign staff to this role if their only use in INSIGHT is to administer surveys to patients.
Creating Counselor Accounts
The following instructions create accounts for primary clinicians. If this clinician needs access to data of patients for whom they are not the primary clinician, create a "manager/counselor" account for them.
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Click on the "Counselors" icon in the left side menu 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:
- Under "Name": Counselor's first and last name
- Under "Email": Counselor's work email
- Under "Title": Counselor's professional title at the treatment center (e.g., counselor, therapist, primary therapist, RN, etc.)
- Under “Name for text reminders…”: This information will be automatically completed based on the Name entered above
- There's no need to enter a cell phone number. The user can do when logging in for the first time.
- Select "email" as the default notification type
- If you would like to set up a notification schedule for the counselor, you can do so. This will allow counselors to begin receiving notifications immediately. You may also set the notifications to "never" to prevent the counselor from receiving alerts until they log in and set their alert preferences. Please 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, click "Submit" to save changes.
- After you create the counselor's profile, you will need to send them an invitation to log in. If needed, navigate back to the "counselor list" page. Find the desired user, then click the 3 dots. Select "send invitation." You can also make a user inactive by clicking "make inactive."
- If the counselor needs access to multiple programs, select "edit" from the 3 dots menu. The "programs" menu will be in the upper-right corner of the page. Clicking the + adds programs. Once a program is added, you can adjust alert settings or remove the program from the list.
Creating Manager Accounts
These instructions are for adding managers who can have access to all patient data in a program or treatment center and edit user settings. Managers can also assign patients to their caseload by making them a "manager/counselor."
- First, select the "managers & staff" button from the left-side toolbar.
- To create a new profile, click "Add Manager." You will then be prompted to add their name, job title, and 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 select programs, click on the “+” and select the program. Select the Alert Notifications settings.
Creating Manager/Counselors
- To make the user a manager/counselor, select "change role," then "manager counselor."
Creating Staff/Assistant Accounts
The following instructions are for creating Staff/Assistant users who do not need to see the clinical patient data. They can still administer surveys, transfer and discharge patients, and make other adjustments to the patient profile.
- To begin, select the "manager & staff icon."
- Select "add assistant." Then enter the user's details. Click "submit" when finished.
