How to add employees?
Employees tab is located on your Profile page.
You may access this page by scrolling down the left side until you locate “Employees” under the Profile section.
Near the top of the page, you will see “Add New”.
You have the choice of entering employees individually (Add New) or by downloading a spreadsheet (Import) so you can upload multiple employees at one time.
Adding individually: Click on the “Add New” button. Some fields you will select from the available fields and other areas are free text.
Adding via Spreadsheet: You will need to download the spreadsheet first, click on “Import” to download the spreadsheet. Read the column headers carefully as some fields have certain available options, while others are a free text.
If you have less than 25 employees, most organizations enter employees individually. You are not required to complete all the information at once. However, the more information you enter in the beginning the less you will need to update.
All employees must have an email address for them to sign the Employee (Workforce) Confidentiality and Acceptable Use agreement and have them take the HIPAA training that is included.
Complete as much as you can, but you can always come back and complete later.
Below are some helpful hints when setting up your employees.
Employee "Title" field is a text field box and you may add any title that suits your organization.
When assigning “Roles” please note, that you must select who will be responsible for approving policies.
"HIPAA Privacy Officer" approves Privacy Policies.
"HIPAA Security Officer" approves Security Policies.
"HIPAA Compliance (privacy and security) Officer" approves ALL policies and signs the Business Associate Agreements.
"Business Administrator" Role when utilized signs Business Associate Agreements. All policies are approved by the Privacy and Security officer or the HIPAA Compliance officer.
Level of access to ePHI:
Level 1 none – No access to ePHI
Level 2 – Minimum necessary to ePHI to complete assigned tasks in the Designated Record Set (front desk)
Level 3 – Access to Medical Record and Designated Record set (billing, clinicians)
Level 4 – Full Access to the Medical Record, Designated Record Set, and Business Office File (management, owners, billing)
Be sure to check the box if they need HIPAA training. This will activate the Training Course.
If you have not completed Step 4 and would like to have your employees sign the Employee Confidentiality Agreement, go to Step 4, copy the title "Employee (workforce) Confidentiality and Acceptable Use agreement" and using the search bar at the top, search for this form.
Once you have searched for the form you need, click on the title below and this will start the "questionnaire process" so you may implement the form.
This process will active the agreement requirement on the Profile Page. Then you may send the agreement via DocuSign for the employee to sign. The agreement is securely stored within the system.
You may also add the Employee (workforce) Confidentiality and Acceptable Use agreement in a Word format to download and print if you prefer.
NOTE: You may only send the confidentiality agreement via DocuSign once. If you need to resend the agreement (in case the employee can't find the email), open the employee profile, change their email address (add a single character), scroll download, and update the employee. Then go back into the employee profile and enter the correct email address, scroll down, and update the employee file. This will “reset” the agreement, and you will be able to resend it.
