User Management in zHealth and How to Add a User Without a Schedule
User Management in zHealth
You will often want to grant providers and staff in your facility or multiple locations different levels of access to your zHealth account. Different access levels allow users to access certain features and perform different functions. Users with Admin and full can get access to all features in your account. By default, zHealth software gives Full Admin access to providers.
A. User Types
User types are determined by the type of work the user performs. Different user types have different default permissions. Permissions allow a user to access certain features and perform certain functions in the zHealth software.
Different user types have different default permissions. Check this help article to know different user types and what access they have.
B. How to Access User Management Tab
 1. At the top right corner of the zHealth dashboard window, you will see Your Name (Provider Name). Hover the cursor over your name and a drop-down menu will open. Click on 'User Management'. |
C. User Management for Providers
2. On the User Management page, you will be able to see all providers in your facility. The Providers area features:
 *Note: The "Enabled for Facility" feature gives account admins to control which providers should be shown in the schedule for a given facility. You can show/hide certain providers for a facility. |
3. Admin Column - By default, all providers in your facility will be set as Admin. Here is what an Admin can do:
You can click to remove the Admin Access for a specific provider or staff. |
4. Enabled for Facility - By default, a provider will be shown in the schedule for a given facility. You can click to hide a specific provider when necessary. |
5. Note and Billing Access* - All providers who create SOAP notes and submit claims under their names will have Full Access to Notes and Billing. *Note: Providers in your multiple facilities can access, edit, or view the Past Notes and invoices based on their note and billing access permissions. |
6. Active Status, Default Provider, Reset Password, and Rearrange - Following are the changes you can make under these categories: a. Blue Tick shows a provider is an Active Provider in a given facility. Click to change the active status to inactive when a provider is no longer working with your facility. b. Default Provider shows who is the default SOAP Note provider for a specific provider (and not default Claim provider). c. Reset Password button allows you to set login password for a specific provider. d. Use the 'four arrow' icon to rearrange the provider names. |
D. User Management for Staff Members
1. Under the Other Staff Members section, you will see all other staff members in your facility with access to certain features. The Other Staff Members area features:
*Note: The "Enabled for Facility" feature gives account admins to control which staff member should be shown for a given facility. You can show/hide certain staff members for a facility. |
2. Admin and Enabled for Facility - Following are the changes you can make in these categories: a. You can change Admin Access for any staff member by clicking the checkbox provided for the 'Admin' column. b. By default all staff members are enabled for a facility. You can click the checkbox to enable or disable a staff member from showing for a certain facility. (see above for what an admin can view) |
3. Note and Billing Access - For any staff member, you can change Note and Billing Access. a. Click the down arrow button under the 'Note Access**' column. A dropdown menu will open. Select 'No Access', 'View', 'Edit', or 'Full Access' depending on what type of access you want to give to the user b. Similarly, click the down arrow button under the 'Billing Access**' column. A dropdown menu will open. Select 'No Access*', 'View', 'Edit', or 'Full Access' depending on what type of access you want to give to the user. *Note: If a user has "No Access" to Billing, the user will not be able to view the Billing Center and Patient Invoices and Billing Statement. **Note: Staff in your multiple facilities can access, edit, or view the Past Notes and invoices based on their note and billing access permissions. |
4. Active Status, Default Provider, and Reset Password - Here are the changes you can do with these categories: a. Blue Tick shows the staff member is an Active Staff in your facility. Click to change the active status to inactive when required. b. Default Provider shows who is the default SOAP Note provider for a given staff. You can click the drop-down menu to change the default provider for a staff member. c. To reset the password for a staff member, click on the 'Reset Password' button. |
E. User Management for Inactive Users
When a provider or staff member leaves your practice, you may want to deactivate their account. Here is how to do it:
1. Search the Provider or Staff from the displayed list in the User Management window. Click to uncheck the box under "Active" column. Once you uncheck it, the provider or staff will now be displayed under the "Inactive Users" list. When you inactivate a user with Admin access, they will still have Admin access. Inactive users will also be enabled for Facility, meaning the Provider/Assistant would be visible in Calendar. |
2. In the User Management window, scroll down to the "Inactive Users" list. Here is what you will see and can do: a. Name and Email of the user b. Username c. Admin (checked if they were Admin before you made their account inactive or unchecked if they were not given Admin access) d. Enabled for Facility (By default, zHealth keeps inactive users Enabled which you can uncheck anytime) e. Note Access (By default, inactive users retain their Note Access. You can change it anytime) f. Billing Access (By default, inactive users retain their Billing Access. You can change it anytime) g. Active (Unchecked) h. Default Provider (No default provider when the user is inactive) i. Reset Password (You can click the button to reset the password and access that account when the user leaves your practice or no longer uses their account) |
F. Reset Password for a Provider or Staff Member
1. To reset password for any provider or staff, click the "Reset Password" button provider. A pop-up window will open. If you're sure to reset the password, click 'Yes'. The password will be reset. You will get the new password. Provide this new password to the user to help them login to their account. They can change their password once they login successfully. |
How to Add a User WITHOUT a Schedule (Front Desk Person, Biller, CA, Appointment Clerk, and Office Manager)
zHealth Admins can create new user accounts, such as for your front desk staff, office manager, or biller at any time. Before adding a new user, be sure to have the person's full name, email address, and other information on hand.
1. Access the User Management tab from the Dashboard. On the User Management page, click on "Add User" button on the top right corner. |
2. On the User Management window, click "Add User". On the New User page, enter the following details to create a new user account: a. Choose a profile image b. Select the User Type (such as Front Desk Person, Biller, CA, Appointment Clerk, and Office Manager) c. Select 'Yes' if you want to give admin access to the provider. If not, select 'No'. d. Enter the Title. Note: This title box can only take 15 characters. If you try to add anything more than the specified limit it will show an error message. e. Enter the User's Full Name f. Enter Email Address g. Enter a unique User Name h. Enter Password. Note: Password must be 8-14 characters long, and must include at least one uppercase, one lowercase, and one digit. |
2. The new staff account will appear on the User Management page as shown here. |
Note: To add a provider with a schedule, contact zHealth support at support@zhealthehr.com for assistance.
Learn how to:
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