INVITING ADDITIONAL STAFF/USERS TO YOUR ACCOUNT

STEP 1: Navigate to the “Staff & Users” tab within the Account Settings section.

STEP 2: Select the appropriate tab for the type of staff member you’d like to add to your account.

  • Professionals (additional $19/month per user)

  • Schedulers, Billers, and Bookkeepers (unlimited users free of charge)


STEP 3: Click the +Add New [Professional/Scheduler/Biller/Bookkeeper] button.

STEP 4: Invite a user to create their staff profile.

  • Enter the staff member’s first and last name and the email address that they’d like associated with their account.

    • The staff member will then receive an email from My Best Practice inviting them to join your account (example email below). 


STEP 5: Configure the new user's settings (see below for specific user types).

FOR PROFESSIONAL STAFF MEMBERS

  • Professional tab 

    • Active checkbox

      • Allows admin to inactivate professionals to revoke their access while preserving all system data.

    • Color → Select the color that will be used to represent the user’s appointments on the calendar.

    • Enrolled in Telehealth → Check this button if the user will be utilizing the telehealth feature within MBP (additional $20/month).

    • External Teleconference Link

      • If the user will not be using MBP’s telehealth service, enter the link to the user’s preferred telehealth service (Zoom, Google Meet, Doxy, etc.).

        • Note: if the user provides a unique meeting link for each client, do not enter anything here, as this information will be sent to all clients in their appointment reminders. 

    • NPI # → enter the professional’s individual NPI number (NPI-1).

    • License # → enter the professional’s license number here.

    • Supervisor & Supervisor License # → if the professional is under supervision, include the name and license number of their supervisor here.

    • Session Note Type, Treatment Plan Type, Intake Interview Type, Case Conceptualization → You can choose to override the default practice settings here for a specific professional.

    • Client Portal Message → This will add an additional banner message on the portals for only this professional’s clients.

    • Salary → you can enter the professional’s salary amount here for administrators' reference.

    • Signature → You can press the “Sign Here” button to save a signature to the system which can then be added on session notes, CMS forms, and superbills. 

    • Autosign Session Note → by clicking this button, the specific professional’s session notes will be automatically signed upon completion.

  • Settings & Permissions tab

    • Notify user when client messages arrive → this will be automatically checked off for new professionals. 

    • Enable basic or full administrator access 

      • Basic administrator access will allow users to access all data (including all client and staff profiles, schedules, and billing information), but they will not be able to make changes to the account level settings.

      • Full administrator access will allow users to access all data AND make changes to account level settings. 

    • Select additional professionals for users to have access to

      • By selecting other professionals from the list that populates, this user will be able to view all of the selected professionals’ clients, schedules, and billing information 

        • NOTE: This is most often used for supervisors to access their supervisees’ caseloads.

  • Default Billing tab

    • This tab is recommended for use if the professional only conducts sessions using ONE service code.

    • By checking the service code and denoting a billing amount, this service and service price will automatically populate on ALL new appointments created. 

      • Note: if multiple service codes are selected as “Default,” they will all be automatically listed on new appointments. 

  • Commissions tab

    • This tab is used to assist in conducting payroll via MBP. 

    • You can enter the professional’s standard rate for each service and the percentage fee they should receive based on that rate.


ALL OTHER STAFF (SCHEDULERS, BILLERS, & BOOKKEEPERS)

  • User tab

    • Active checkbox

      • Allows admin to inactivate staff to revoke their access while preserving their system data

    • First and last name

  • Settings & Permissions tab

    • Notify user when client messages arrive → this will be automatically checked off for new users

    • Enable basic or full administrator access 

      • Basic administrator access will allow users to access all data (including ALL client and staff profiles, schedules, and billing information), but they will not be able to make changes to the account level settings.

      • Full administrator access will allow users to access all of the above data AND make changes to account level settings. 

    • Select additional professionals for users to have access to

      • By selecting professionals from the list that populates, this user will be able to view all of the selected professionals’ clients, schedules, and billing information.

      • If the staff member should have access to all professionals’ data (but not administrator access), check the box for all professionals.