Add an employee who is a Provider. This would be an employee who will be rendering services. Even if they render one session per year and work as an office admin for the rest of the year, they would still be entered as a Provider and later be given office permissions when they are created as a user(user creation instructions located in Manager Module > Add / Edit Users
Note: Adding an employee to this section does not give them access to WebABA. After they are created as an employee you should be able to add them as a user within the Manager Module > Add/Edit Users. Manager Module > Add / Edit Users
Biographic Section
Contact Details Tab
Credentials / Qualifications Tab
Department / Supervisor Tab
Payroll Rate Tab
Other Setup Tab
Leave Tracking Tab
Payor Exclusion Tab
Sub Activity Exclusion Tab
HR Notes Tab
Client Exclusion Tab
- Click Employees tab.
- Select Provider (Therapist) from drop down.
- Click Add button.
Biographic Section
This section contains basic info for the employee.
- Enter basic Employee Biographic information.
The arrows within the screenshot point out the required fields for a Provider. The “Email” field is only required if you are wanting to give this employee access to WebABA at a later time. - Click Save button at the bottom right of the screen.
- After you click save the rest of tabs appear at the top.
- The Create/Manage Access button is a shortcut to the Manager Module> Add/Edit Users tab
Note: This shortcut will not work if you do not have access to the Manager Module.
Contact Details Tab
In this section, the personal address for the employee is entered. This section is not required but is recommended to ensure that the HR file is completed. The section below is the Emergency Contact information for the employee, clicking this bar will activate these fields for entry.
Credentials / Qualifications Tab
This section is used to keep track of the Credentials, Clearance and Qualifications documentation and/or expirations.
Note: For more information on how to setup Credentials that will be available here to choose from, see Manager Module > Setup Employee
- Select the Credential, Clearance or Qualification section.
- Select an item from the dropdown menu.
- Select Date Issue and Expiration.
- Upload Document.
- Click Save.
Department / Supervisor Tab
This section you would select Yes or No based on the following question: Will the facility be billing under this provider’s NPI as the Supervisor? If yes, then this provider will appear in the supervisor dropdown menu within the authorization entry section.
Payroll Rate Tab
In this section, you enter the payroll rate for each activity that the employee is paid for. This section is for cosmetic purposes only and will not show up in any other part of the system, except for some payroll reports.
- To enter payroll rate for an activity, select the activity checkbox and under the dropdown make a selection, enter the rate(s), then select the OK button to save.
- The Add Payroll button is used to add activities to the list above. This is done automatically when your employee is first created.
Other Setup Tab
This tab contains fields that will help with other fields that might be needed for tracking data within the employee HR file.
- Max hours for day and Max hours for week fields are used for a built in feature that will alert you(under session rules) if hours scheduled go over the amount entered into these fields. This info can also be pulled in CSV reports.
- Custom Fields 1-6: these fields are customizable. You are able to change the field name within the Manager Module>Setup Facility>Custom Fields Setup section(see Manager Module article for instructions)
- Signature Image is used to upload a signature to have on file. Be sure to upload a cropped version of the signature to ensure correct formatting on certain paper based reports.
- Prevent Provider Render Without Notes(for catalyst users) This Checkbox is used if the facility has the Catalyst integration and wants to ensure that this provider’s sessions are not rendered manually in WebABA, unless a SOAP note has mapped over from Catalyst and is attached to the session. If the checkbox is unchecked the provider will have the option to render sessions in the My Schedule tab with or without a SOAP note attached.
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All other fields and checkboxes are for cosmetic purposes and will only show on specific CSV reports.
Leave Tracking Tab
Historical view of Leaves applied by the Employee. This section is for viewing purposes only. You can not request, apply, deny or approve a leave/vacation here.
- The employee is only able to request their own leave/vacation through the Submit Leave Tab.(See Submit Leave Tab for instructions).
- To approve or deny a leave, go to the Dashboard and select the Vacations Pending Approval link. (see Dashboard Tab for instructions).
Payor Exclusion Tab
This section is used to select payors that the employee is not credentialed with or for any reason you don't want this provider to see a client with that insurance. You would select from the included list at top and then select the Excluded Selected Payors button to the right. It will then appear at the bottom list.
You are able to reverse this action by selecting the red X to the right of the payor. This will place the payor back into the included list. If the scheduler attempts to schedule a provider with a client that has the excluded insurance, the system will stop them and the session will not be scheduled.
Sub Activity Exclusion Tab
This section is used to select Sub Activities that the employee is not allowed to be scheduled under. You would select from the included list at top and then select the Excluded Selected Sub Activity button to the right. It will then appear at the bottom list.
You are able to reverse this action by selecting the red X to the right of the Sub Activity. This will place the Sub Activity back into the included list. If the scheduler attempts to schedule a provider with a client that has the excluded Sub Activity, the system will stop them and the session will not be scheduled.
HR Notes Tab
This section is used to enter general HR notes. This section does not track expiration dates. Examples of items in the dropdown menu are in the screenshot below.
- To set up the drop down menu for this section, please refer to Manager Module > Setup Employee.
- First, click the Add Note button. Then, once an item is selected from the drop down, enter notes in the note boxes provided and/or upload a file, then select Save.
Client Exclusion Tab
This section is used to select clients that the employee is not allowed to be scheduled with. You would select from the included list of clients at top and then select the Excluded Selected Clients button to the right. The client will then appear at the bottom list.
You are able to reverse this action by selecting the red X to the right of the listed client. This will place the Client back into the included list. If the scheduler attempts to schedule a provider with a client on the excluded list the system will stop them and the session will not be scheduled.