Adding an Employee

Due to the importance of correctly setting up the facility, it is recommended that you contact a support representative for assistance with employee configuration.

To enter an employee’s name and type:

Select Lists > Employees. The Employee pick list is displayed. If this is the first time you have opened the list, you see two employees already set up: Doctor Name and Generic Hygiene.

You must change Doctor Name to the name of the main doctor in your practice or the name of the practice itself. If you are unsure whose name to use, contact Technical Support or your trainer.

Select Doctor Name and click Edit, or if you are adding other employees, click Add. The Employee Properties window is displayed with the General tab selected.

Type the employee’s name in lowercase letters as follows: first name, middle initial, last name. When you press Tab to move to the next field, the first letter of each name is capitalized and the format is converted to Last, First M. For example, when you type brenda a sloan in lowercase letters, you will see Sloan, Brenda A. when you press Tab.
In the Degree field, type any pertinent degree, such as DDS, D.M.D., and so on. If the name of the practice has been listed as an employee, leave this field blank.

Select the Employee type from the drop-down list.
For the Producer code, enter the employee’s initials. This code is used to identify each employee in the system. You can use one or more of the person’s initials, a number, or any combination of up to four letters and numbers. No two employees can have the same code, and there can be no space between characters.
Enter the employee's email address.
For Password, click Create/Change. Create the new password and click OK.
Select the appropriate Employee Attributes:

Can administer accountsCan administer accounts Check this attribute for any employee requiring a separate accounts receivable number. Typically, this is a doctor or facility employee type. If the employee is a doctor or provider with a separate bank account into which deposits are made, or if the employee requires a separate record of daily accounts receivable for tracking purposes, check this attribute:
Accounts receivable are tracked based on patient ownership. A patient’s transaction is posted to the account receivable of the doctor with ownership of the patient, regardless of who performed the work.
Sys defaultSys default You must designate one provider in your practice as the default provider. When adding a new patient, the system automatically uses the provider's initials in the A/R Admin, Primary Doctor, and Owns production fields on the Clipboard. These fields can be changed when information is entered or updated for the patient.
Can own transactions/productionCan own transactions/production For reporting purposes only. Select this attribute for employees who will own their own production, can own someone else's production, or if they own the patients on whom work is performed.
Can be a patient's primary doctorCan be a patient's primary doctor Check this attribute for a doctor who provides regular service to particular patients.
Can have appointmentsCan have appointments Each appointment has a producer assigned to it, which is the employee who performs most or all of the dentistry during that appointment. Check this attribute if an employee is the primary producer on some appointments.
You can transfer an employee's future appointments to another producer. To do so, deselect Can Have appointments and click OK. Use the drop-down lists on the Change Producer on Appointments window to assign the employee’s recall and non-recall appointments to a different producer.
Only future appointments can be transferred to a different producer. Records of past appointments are not changed.
Can have productionCan have production Check this attribute for an employee who performs procedures on patients. Each billed procedure indicates who performed, or produced, the work. This enables the system to track how much dentistry is produced by an employee for a particular time period.
New employee (training help)New employee (training help) If an employee is new to PracticeWorks or new to your office, check this attribute. By using the Automation Expert, you can display a customized message for new employees when they perform events that have security settings to help them become familiar with the events. When they have been using the program for a while, you can deselect this attribute and the messages are no longer displayed.
InactiveInactive Check this attribute when an employee no longer works in your practice. This removes employee references throughout the system, but retains the records for any work the employee performed while active.
You can transfer this employee's future appointments to another producer. To do so, select Inactive, and click OK. Use the drop-down lists on the Change Producer on Appointments window to assign the employee’s recall and non-recall appointments to a different producer.
Uses own fee scheduleUses own fee schedule Check this attribute for an employee with a separate fee schedule for procedures performed. This usually includes all doctors, but not necessarily other employee types, since their fees are based on the fee schedule of the patient’s primary doctor.

Enter Statement/billing information:

Fee scheduleFee schedule Doctors and facility only. You can establish up to three fee schedules for your practice. If you use only one fee schedule, type 1. If you have separate fee schedules for different doctors, type the schedule that applies to the doctor you are setting up.
See Customizing Transaction Codes.
These fee schedules are not used for insurance purposes; they are the base fees charged before an adjustment is posted.
Name on return addressName on return address Account administrator only. Select the name from the drop-down list that you want to print as the first line of the return address for this doctor’s billing statements. The choices are set up for your office when you receive the PracticeWorks software. If you need a name that is not in the list, contact Technical Support.
Make checks payable toMake checks payable to Account administrator only. Select the name from the drop-down list that you want to print after the words Make checks payable to: on a doctor’s billing statements. The choices are set up for your office when you receive the PracticeWorks software. If you need a name that is not in the list, contact Technical Support.