Adding Team Members

Related Training

Use the Team Member Settings window to create or edit a staff member's personal, professional, and employment information.

To add a doctor or team member to the practice/location:

From the User menu, select Administration.
Select Team > Team Members. The Team Member Settings window is displayed.
Under Actions, click Create New Team Member, or select a team member from the list and click Edit Selected Team Member. The Team Member Settings fields become active, and you can begin by filling out the Professional Information section.

Note: The fields that are displayed depend on the team member you select in the Role field.

Select the default location for the team member.
From the Role drop-down list, select Doctor or another team member.
In the Assigned Color field, you can assign a color to display on the schedule for the team member.
Select the Default Procedure List / Fee Schedule for the provider.

Note: Specialists, such as oral surgeons or periodontists, can use this setting to establish their own set of fees as the default.

If you select Doctor, in the NPI Number field, enter the National Provider Identifier (NPI). The NPI can be associated with an individual provider or a group/practice.

Note: If the NPI number that is entered is already assigned to another provider, a message is displayed in red text and you are unable to save the record until you enter a unique NPI number.

From the Taxonomy Code drop-down list, select the provider's specialty classification from the list. This is a required field when the role is Doctor.

Note: There are two taxonomy codes for Oral & Maxillofacial Surgery: 1223S0112X is for the doctor and 204E00000X is for the location.

In the State License Number field, enter the Dental License Number for each state in which the provider holds credentials. This unique state ID may be required for submitting insurance claims or prescription orders. Click Add State License to add an additional state license number.

Note: If more than one state license exists for the provider, the system uses the one for the location of the work.

In the DEA Number field, enter the DEA number and select the US state or territory associated with it. This number is required for the provider to issue prescriptions or administer controlled substances. Click Add DEA Number to add an additional number.
In the Tax ID Number (TIN) field, enter the provider’s individual Tax ID number or the number assigned to the practice location.
In the Dentist License Number field, enter the additional license number for the provider’s specialty, such as Oral Surgery or Anesthesiology, if applicable. This is a required field when the role is Doctor. Providers who do not have a separate Dentist License Number can enter the previously entered state license number.

Note: The Dentist License Number is transmitted in BA0-25.0 on electronic claims; it is not printed on paper medical claims.

Scroll to the Personal Information section and add the information. The First Name and Last Name fields are required.

Note:
-- Providers can create a PIN to use when signing off on Clinical Notes. The provider must be logged in to set the PIN, and it can be 4-10 digits (no letters, spaces, or special characters allowed). To change the PIN, click Reset, and enter the new PIN.
-- Providers without Administrator group permissions have to create their PIN by navigating to User Menu > My Settings. Here the provider can edit only their settings.
-- You can also upload a signature for the team member to use within correspondence templates.

Scroll to the Contact Information section and enter the information.
In the Login Information section, add the team member’s email address and select Active in the User Access field. You can also select to require Multi Factor Authentication (MFA) for the team member.

In the Employment Information section, select Active in the Status field and select Salaried or Hourly in the Payroll Type field.
In the Hire Date field, select the date from the calendar, if available.
For practices that have Voice Dictation enabled, in the Dictation Settings (AI Feature) section, select Automatic or Pause Duration for the phrase Detection Mode.

Note: When Pause Duration is selected, additional settings are made available.
-- Use the Pause Duration (Seconds) field to increase or decrease latency (the time before text appears in the text editor) based on the speech patterns of the user. The goal is to strike the right balance between accuracy and latency. A longer pause leads to longer audio chunks and better accuracy; a shorter pause decreases latency.
-- Use the Maximum Phrase Duration (Seconds) field to limit the latency for the transcribed text to appear. This can be useful for team members who speak quickly with few pauses.
In the Login Access Restrictions section, select whether the user's access is restricted by IP address or specific access hours.
Click Save Team Member.

Note: The staff member uses the email address to log in to Sensei Cloud.