Create and Manage User Accounts

Follow these instructions to create staff accounts.

Note: Staff accounts may ONLY be created  or managed by individuals with Clinic Administrator or Practitioner system privileges.

Navigation

Go to the Gear icon in the upper right corner. Use the pull down menu to select EMR Settings. Choose Manage Staff Accounts.

Add A New Staff Member

Click the Add Staff button to create a new Artisan user.

(You may use the Add Department button to create a new Resource on the appointment calendar, if that resource is not a user; for example: "Monitoring Room" may be a scheduling resource but will not be a user of the system).

Fill in all of the fields to create a new Artisan Account. If this user also needs to be listed on the appointment calendar as a resource, then select the Display Scheduler box.

Each staff member will have three items created with their account: a username, a password, and a digital signature.

Please not that each user name is unique throughout Artisan. If there is a previous user named Joe Smith in any Artisan clinic, the next individual with that name will need to select a different user name (e.g., “J Smith” or “JoeSmith” or a nickname “Smitty”).

Then click Save.

There are 6 user sets inside of Artisan:

1. Administrative Staff: usually used for Front office/billing
2. Clinic Admin: user set for Practice Administrator or Practice Manager
3. Clinic Staff: Nursing/MA user set
4. Lab Staff: Andrology/Embryology user set (including Lab Directors)
5. Practitioner: NP/PA/physician
6. Scheduler: this is a user set for the answering service only, if you wish them to use Artisan.

If the Practitioner Privilege is picked then other fields will also populate to be filled in.

Select the Rx Supervisor box and click the dropdown icon in the Supervisor field to add a supervising physician for a Nurse Practitioner or Physician Assistant that works under an MD.

This will allow the NP or PA to send prescriptions and drop the Supervising Physician's name on their claims. Then click Save.

In this example, we are creating a practitioner account.

Fill out the required fields and select the following options if it applies to the user:

1. Available for Appointment

2. Speech To Text Feature: Select Google to enable dictation feature within Artisan. Dragon feature is a speech recognition software, to learn more click here or contact Artisan support. 

3. Enable for Patient Instant Messenger

4. Is user on leave: Once selected, a leave a message box will populate for a user to add an out of office note. When enabled, this will notify your patients when using the messenger feature within their portal. 

5. Emdeon Lab Caregiver ID: This information comes from the lab integration with Change Healthcare and will be entered by an Artisan Representative.

*User names are created by the Clinic Administrator at the time of account creation and may not be changed. User names are not case sensitive. User names are for sign-in purposes only and are not displayed anywhere in Artisan.

Manage Staff Accounts and Passwords

1. Active/Inactive status - click the check box to inactivate an account.
2. Change Password - see next step for details.
3. Change Digital Signature - see next step for details. 
4. Assign office location - see next step for details.
5. Edit Account Information - click to edit a user's name, contact information, and license information.
6. Delete User Account- If you delete a user account you will not lose record of their actions in the system.

Change Password 

From within the Manage Staff list,  click the change password icon.

Enter and retype the New password.  The password needs to be at least 8 characters long that includes both lower and uppercase letters, at least one number and a special character. Click Save.

This info window will pop up letting you know that you have successfully changed the password, click Ok. 

Change Digital Signature  

Once the user name has been determined, click the lock icon. 

Enter and confirm the new digital signature.

You have now successfully changed the digital signature password. Click OK.

Practitioners and Clinic Admin are the only users who can reset a password or digital signature.

Assign Office Location  

If you have multiple offices, Artisan separates your patient list by office location. This has the advantage of both making the list of patients smaller and hence easier to look up as well as making it possible to maintain privacy between the two offices.  

Click the locations icon.

To add a Clinic Location to the user's list of Assigned Locations, simply click the Clinic in the list on the left side of the portal.

The system will ask if you wish to add the location, click Yes to proceed.

Adding a Department

To add a Department to be a Resource (not a user) click Add Department.

Enter the name of the Department, as you wish for it to appear on the Schedule, check the Display Scheduler box and click Save.

Filters

You are able to filter the the staff list by user privilege.

You are also able to filter the staff list by active and inactive users.