Personnel Section of Phonebook
This section has the following topics...

• Creating a New record
• Access Privileges

This portion of the PhoneBook module stores the name and pertinent information on each member of the office staff, including doctors,secretaries, technicians, etc., and any group names.

Having “groups” allows you to segregate your patients, and their associated charges and payments, into any group or entity you wish.  There is no need to have duplicate patient records just to maintain different patient “accounts”. 

Only those personnel who are “users” can log on to PracticeMaker®! These personnel MUST have a password entered in their record, and the password can only be changed when the module have been opened with the doctor’s FileMaker Pro database password (see Access Privileges below).

Creating a New record [top]
If the person has already been entered, click on the listing on the right hand side to view that record. Otherwise, to create a new record click New and confirm your action. The important fields are as follows:

• ID – Select from the list if the entry is an office doctor (office providers as well as staff need to be entered as “Personnel”).
• Only Doctor’s have numeric codes corresponding to their Office Doctor Number! Only those doctors under whom bills are created should receive numeric codes.
• Non-doctor personnel must use their initials and this ID must be unique! 
• Enter the Name and Title of this Personnel!
• Examiner – Check this box if this provider or resource (ultrasound, skin care program, etc.) will be involved with patient care, and to have the name appear in any Group pop-up list. As you enter the name and title, it will be filled in the space provided.
• User – This box is checked if this person will be logging onto PracticeMaker® for any reason. A unique password is required for each User. As you enter the name and title, it will be filled in the space provided.
• If you are entering an employee who will not be using PracticeMaker® or seeing patients, neither Group nor User should be checked.
• In Type select the type of personnel or group. You can Edit.. this list be going to the bottom of the list.
• Password – This needs to be unique for each person. This field can only be successfully edited if the database was opened with the doctor's database password and access has been granted to the Access Privileges page. 
  

• When you create a new personnel record, it will say, “No User” until you check off User.
• The field will say “Blank” when User is checked and no password has been entered. A User will not be able to use PracticeMaker® until they have a unique password. You can tell if a password has been assigned when this box is filled with *** (one for each character in the password).
• The remaining of the basic information fields can be filled in if needed! For office providers you may want to enter the home and beeper number!

Access Privileges [top]
These fields are only accessible when PracticeMaker® is opened with the highest level password and you have been granted access to the Access Privileges and Password screen by clicking the Access & Password button on the top button. You must enter the correct password in the dialog below. Wrong entries will be logged as is successful access to the screen.

• Admin – Selecting "Yes" grants the user access to the "Utilities" tab in Office Startup and the "Admin Screen" in the Billing Module.
  
• Delete – Once something is deleted, it’s gone forever, so be careful about assigning this access!!
• Inventory – Selecting "Yes" allows the user to be able to manually debit from inventory in the Procedures module.
  
• Dispense – When used in conjunction with "The Dispenser", this user is allowed to dispense medications.
  
• EMR - If you want this user to have access to the linked EMR system, select “Yes”.

The second section, Data Level Access, determines specific access that the user has. At present, this section is under development but the selections are self explanatory.