Creating user accounts

You can add user accounts to your organization's database. User accounts provide secure access to your organization's database. Each person who uses Dentrix Ascend should have his or her own user account.

Note: User accounts (and the corresponding provider settings, if applicable) are set up at the organization level, but users can each access information only according to their assigned security roles and locations.

To create a user account

1. On the User Accounts page, from the New User button's menu, click (or tap) Create New User.

   Note: You may want to verify that a user account for the person does not already exist. Use the Search box to search for a user account by the user's last name, first name, user name, or email address.

   

   The options for entering user account information become available.

   

2. On the Basic Info tab, enter the user's basic information.

   Set up the following options:

   • User Image - A picture of the user. This picture will appear online if you are using the online booking feature. You cannot attach an image until after you save the user account.

   • Name - The first name, middle initial, and last name of the user.

   • Username - The name that the person must use to log in. Each user in your organization must have a unique user name. Only letters and numbers are allowed; spaces and special characters are not. The maximum allowed length is 56 characters. Also, the user name cannot be "Admin" or "Administrator."

   • Email - The email address of the user. This is used for administrative purposes and is required for every user account.

   • Phone 1 - The primary contact phone number of the user (for example, a home phone number).

   • Phone 2 - The secondary contact phone number of the user (for example, a mobile phone number).

   • Is Provider - If the user performs dental procedures (such as a general dentist or a hygienist), set the switch to Yes. Otherwise, set the switch to No.

   • Inactivity Timeout - The length of inactivity (no interaction with the Dentrix Ascend website from your computer or device) after which Dentrix Ascend will log the user out automatically. The recommended length is 10 minutes, but there are also options for 30 minutes, 1 hour, 2 hours, 4 hours, and 8 hours.

     Note: If you have Dentrix Ascend open on multiple tabs of your browser at the same time, the inactivity is monitored on each tab separately. For example, if you open Dentrix Ascend on a tab and then later on another tab, continue working on the second tab, and then the first tab does not have any activity for the specified length of time, you are logged out of Dentrix Ascend automatically on that tab but can continue working on the second tab.

3. On the User Roles & Locations tab, specify the user's security role for your location or, if your organization has multiple locations, for each location that the user should have access to.

   Do the following:

   1. Select a User role.

      Important: Your organization's business owners, doctors, and office managers should be the only ones who have administrative security roles.

   2. If your organization has multiple locations, select the location that you want to grant this user access to. A user must have access to at least one location.

      Single Site

      Multiple Sites

      Note: If the user has permission to access a given location, he or she has access to the records for all patients whose preferred location is set to that location.

   3. If this user is a provider, from the Default Operatory list for your location (for a single-site organization) or for the selected location (for a multiple-site organization), select the provider's default operatory. The provider's default operatory will be selected automatically for an appointment that someone schedules for this provider. This functionality is applicable only if the person scheduling the appointment is viewing the schedule by provider.

   4. If your organization has multiple locations, for each additional location that this user should have access to, click (or tap) Add New Role, and then repeat steps a-c. A user must have access to at least one location, and a user can have only one role assigned for each location.

      Note: If the user is a provider, the provider will be available for selection within a given location in the following areas of Dentrix Ascend only if the user account has rights to that location: the appointment provider and other/assisting provider on the Appointment Information panel, the providers on the Schedule Peek tab of the routing panel, and the appointment providers on the Search for Openings page.

   Important: The "Edit User" and "Create/Update Role" rights are required for at least one user in each location of your organization:

   • At least one user in each location must be assigned a role with the "Edit User" right enabled.

   • At least one user in each location must be assigned a role with the "Create/Update Role" right enabled.

4. If the user is a provider, enter the provider's information on the following tabs:

   • Provider Info (Provider Only)

     Provider Info tab

     

     • Short Name - An abbreviated name that will be used to identify the provider throughout Dentrix Ascend.

     • Title - The provider's title (for example, DMD or DDS).

     • Specialty - The provider's specialty (for example, Dentist or Hygienist).

     • Provider Appointment Color - The color to use for appointments with this provider as the rendering provider. You can click (or tap) the color swatch to select a different color.

     • Is a Primary Provider - To allow this provider to be selected as a patient's primary provider and as a billing and/or rendering provider for claims, select Yes. Otherwise, select No.

     • Signature On File - To put a message on this provider's claims, stating that there is a signature on file for this provider, set the switch to Yes. Otherwise, set the switch to No.

     • Contact Information - The provider's work address.

     • Work IDs - The state ID (state license number), TIN (or SSN), NPI (for electronic claims), Medicaid ID, Provider number, Blue Cross/Blue Shield number, DEA number (for prescriptions), CS number (Controlled Substance number for Washington D.C prescriptions), and Blue Shield number of the provider.

   • Fees (Provider Only)

     Fees tab

     

     • Fee Schedules - The fee schedule to use for billing patients for procedures performed by this provider.

     • Contracted With - As needed, expand the sections (for example, A, D, and G) to view insurance carriers with names that start with those letters or numbers, and select the check boxes of the insurance carriers that this provider has a contract with to bill procedures.

       Important: Each time you add an insurance carrier to your organization's database, for each provider (and location serving as a provider) that is contracted with that carrier, you must return to this Contracted With section and select the check box next to that carrier's name.

   • Working Hours (Provider Only)

     Working Hours tab

     

     Set up the provider's working hours.

5. Click (or tap) Save.

   Once you create a user account, the user will receive an email message with a link to create a password that he or she can use to log in to Dentrix Ascend.