TIPS, TRICKS AND TACTICS: ADDING A NEW USER
By Kristi Kenny, Navicure Senior Client Services Representative

The addition of new staff members – due either to your practice’s growth or to natural attrition and turnover – means you periodically must grant new users secure access to your Navicure application.

While it may be tempting to allow new staffers to continue working from their predecessor’s or another colleague’s account, it’s imperative that you create a new account with a personalized log-in for each user. Doing so will help:

• Ensure you are in compliance with HIPAA regulations. Individual accounts allow you to document precisely which staff members are accessing which data. If several staff members share an account, this level of security is compromised.

• Maintain accountability within your practice. If certain tasks are not completed or if errors are committed (e.g., certain charges are not rebilled appropriately), the existence of individual accounts will let you monitor staff performance and take corrective action.

Here’s a quick refresher about how to add a new account. It’s not something you do every day, and these step-by-step instructions will make the process fast and easy.

To begin with, remember that only users identified as “Administrators” can add new accounts.

NEW ACCOUNT

From the main Navicure menu, select “Employees” and the “+” symbol. This will open the “New Account” screen. Navicure requires that you complete the “first name,” “last name,” “telephone” and “fax” fields for the employee. Completion of the “email address” field is requested and preferred, but not required. The remaining fields may be completed for your own records.

APPLICATION LOGIN

Once this step is completed, scroll to the bottom of the screen to “Application Login” and add “User Name.” This is comprised of the initial of the employee's first name and the entire last name (e.g., jsmith for John Smith). When you have entered the name, type and repeat a unique password for the user.

On the right hand side of the screen, you will see a section called “User Roles.” Select “Administrator” only for the Office Manager or Practice Administrator. This grants these individuals the ability to add, edit or delete user accounts. Select “Provider” for caregivers in your practice and “Submitter” for all others.

Once you have entered all this information, scroll to the top of page and select “Save Information.”

USER ACCESS SCREEN

Next, you must grant access to specific locations for the new user. Begin the process by pulling up with user’s name and select “Access.” Perhaps the new user will be working only for Dr. Black and Dr. Brown and not for three other providers. You can limit access as appropriate though the “Provider” drop-down menu. You also have the option of providing access to all providers at a facility by selecting the “Customer” tab on this menu.

To the right on this screen are “Privilege” selections – “Read” or “Write.” You should select “Write” for Administrators and users designated as “Submitters.” This allows them to add information, change information, submit and resubmit claims. The “Read” function allows users to view information on the Scoreboard or Dynamic Claims Status Reports, but not modify it. Often, providers are given this level of access since they would not be handling the administrative details of claims submission.

Finally, you will see a “Grant” field on this screen. This should be selected only for Administrators to give them access to add, remove or change user account information.

Select the “Add Customer” button to save all information on this screen.

To remove a user, the Administrator will go to the “Application Log-in” section of the “New Account” screen and enter the appropriate user name. At the bottom of the section, the Administrator should change the account status to “Disable” and “Revoke,” and hit the “Save Information” button.

If you have questions about adding a new user, please feel free to call Client Services at 770-342-0800 or email us at clientservices@navicure.com.

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