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Guide to Staff Profile Settings

Updated

This guide provides a comprehensive overview of the Staff Profile, detailing the function of each icon, tab, and setting. Use this article to configure staff demographics, licensure, and security permissions properly.

 

Navigating the Staff Profile Icons

When viewing a staff profile, several icons are available on the left side. Your access to these icons may vary depending on your security role.

  Clipboard: Select to return to the main staff list.

Add Staff (Person with plus sign): Select to add a new staff profile.

 Edit (Pencil): Select to edit the current staff profile.

 Track Paperwork (Paper with award): Select to track staff paperwork.

 Login Settings (Key): Select to change the User ID, password, or email address.

 Delete (Trashcan): Select to delete the staff profile.

  Upload Attachments (Paper): Select to upload new documents.

View Attachments (Paperclip): Select to view documents that have already been uploaded.

Profile Tab

This tab contains the primary demographic information for the staff member.

 

Demographics Section

  • CP Staff ID: A unique number automatically assigned to the staff profile when it is created.
  • Signature Credentials: Credentials entered here (e.g., LCSW, MD) will be displayed after the staff's name on signed documents.
  • Staff Type: The general category for the staff member (e.g., Admin, Therapist).
  • Progress Note Reviewer: If assigned, progress notes from other staff will be forwarded to this person for review.
  • Assessment Reviewer: If assigned, assessments will be forwarded to this person for review.
  • Treatment Plan Reviewer: If assigned, treatment plans will be forwarded to this person for review.

Licensure Tab

This tab holds licensing and insurance details for the staff member.

 

Licensure

  • Status: This section is required for the progress notes of the staff listed to be billed.
    • If the staff member does not have a license, select None.
    • If Provisional or Licensed is selected, you must also enter the staff's Default NPI and Default Taxonomy in the "Services" section.

Therapist Info

  • This section is for reference only and can be used to record any insurance or provider numbers. Information entered here will not be submitted on claims.

Security Tab

This tab is critical for controlling what a user can see and do within Checkpoint EHR.

 

Login

  • Role: This setting controls the user's overall access to different modules in Checkpoint.
    • System Controller: Provides access to all areas and privileges, including deletion, billing, payroll, and all client/staff accounts. This role can also unlock other staff profiles. Settings cannot be modified. We recommend limiting this role to only a few individuals.
    • Agency Admin: Provides the same capabilities as a System Controller but with the option to enable or disable specific privileges and areas of access. This role has access to all client profiles by default.
    • Office Admin: Provides access to all client profiles, staff profiles, and data assigned to the same office as the user. This role can view all client profiles assigned to their office by default but does not have access to Billing or Payroll.
    • Team Admin: This role functions the same as Office Admin, but the user only has access to staff and client profiles assigned to the same team.
    • Staff: This role provides access only to the client profiles assigned to them. This user cannot access other staff profiles, Billing, or Payroll. This is the recommended role for most staff working directly with clients.
    • Viewer: This role provides read-only access to view items.

 

Access

  • Financial Access: (Any Staff Role) Can access Individual Session Financial Information & Session Payment Details. Able to Add/Edit/Delete individual payment information.
  • Billing Access: (Agency Admin & Higher) Grants access to the Billing tab and Agency Billing Code List. Allows viewing/changing session statuses and running ERA/Payment Reports.
  • Payroll Access: (Agency Admin & Higher) Grants access to the Payroll tab and Payroll Reporting. Can see the hourly rate of Office Admin roles or lower.
  • Agency Owner: Allows access to the Agency Usage Setting for invoicing.

 

Email (Alerts)

This section controls the automatic email notifications the staff member will receive.

  • Billing Alerts: Sends an email when an ERA posts or when claims are rejected.

  • Authorization Alerts: Sends an email when a client has 3 or fewer OPT authorizations remaining.

    Note: This email service is not functioning at this time.

  • PN Alerts: Sends an email when a Progress Note is forwarded or returned, or when messages/addendums are added.
  • ASM Alerts: Sends an email when an Assessment is forwarded or returned, or when messages/addendums are added.
  • TXP Alerts: Sends an email when a Treatment Plan is forwarded or returned, or when messages are added.
  • Message Alerts: Sends an email when another staff member or a client sends the user a new message.

 

General (Privileges)

This section provides the most detailed control over a user's permissions. Think of the "Role" (e.g., Staff, Office Admin) as the key that gets a user into the building. These "General Privileges" are the keys to specific rooms and filing cabinets inside.

This section allows you to fine-tune permissions on an item-by-item basis. The six privileges—View, Add, Edit, Delete, Sign, and Review—are applied to each area listed below.

Key Concept: A user's total permissions are a combination of their Role + their Access settings + their General Privileges. This section gives you the most granular control.

These privileges can be applied to the following areas:

  • Staff
  • Clients
  • Comments
  • Goals and Interventions
  • Services
  • Sessions
  • Auths
  • Outcome Measurements (Baselines)
  • Outcome Measurements (Measurements)
  • Assessments
  • Treatment Plans

 

How These Privileges Work in Practice

Here are common scenarios showing how to combine these settings.

Scenario 1: The Front Desk User (Role: "Office Admin") Goal: Manage client demographics and scheduling, but not delete records or sign clinical notes.

  • For the "Clients" Area:
    • View: Checked. (Can search for and open client profiles.)
    • Add: Checked. (Can create new clients.)
    • Edit: Checked. (Can update a client's address, phone number, etc.)
    • Delete: UN-checked. (Prevents accidental deletion of a client record.)
  • For the "Sessions" Area:
    • View: Checked. (Can see sessions on the calendar.)
    • Add: Checked. (Can schedule a new appointment.)
    • Edit: Checked. (Can reschedule a session.)
    • Sign: UN-checked. (No clinical reason to sign a note.)

Scenario 2: The Therapist (Role: "Staff") Goal: Manage their own assigned clients, write notes, and complete treatment plans.

  • For the "Sessions" Area:
    • View: Checked. (Can see their sessions.)
    • Add: Checked. (Can add sessions.)
    • Edit: Checked. (Required to write their progress note inside the session.)
    • Sign: Checked. (Required to sign and finalize their note.)
    • Delete: UN-checked. (Best practice: Prevents deletion of signed notes. Edits should be addendums.)
  • For the "Treatment Plans" (TXP) Area:
    • View: Checked. (Can see the client's existing TXPs.)
    • Add: Checked. (Can create a new TXP.)
    • Edit: Checked. (Can work on a draft TXP.)
    • Sign: Checked. (Can sign the completed TXP.)

Scenario 3: The Clinical Supervisor (Role: "Agency Admin" or "Staff") Goal: Review and approve (or return) notes and assessments for the therapists they manage.

  • For the "Progress Notes" Section:
    • Can Review: Checked. (This is the master switch that allows them to act as a reviewer.)
  • For the "Assessments" (ASM) Area:
    • View: Checked. (Must be able to see the assessments to review them.)
  • For the "General" Privileges for "Assessments":
    • Review: Checked. (Gives them the "Approve" button to finalize the assessment after the therapist signs it.)
    • Delete: UN-checked.

 

Progress Notes

  • Can Sign: Allows the user to sign progress notes.
  • Can Review: Allows the user to review progress notes. This must be selected if the user is assigned as a note reviewer for another staff member.
  • Group Notes: Allows the user to create multiple notes with the same information simultaneously.

 

Attachments

This section controls attachment privileges in the Staff profile, Client profile, Auth section, and Library.

  • Privileges include: View, Add, Edit, Delete.
  • Share w/ Client: Allows the staff member to send documents to the client's portal.

 

Calendar

This section controls appointment privileges in the calendar.

  • Privileges include: View, Add, Edit, Delete.

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