Staff Profiles in Aloha Data Colletion
Managing Integrated Staff Profiles
Integrated users should create all Staff Profiles in Aloha Practice Management
If you are using Aloha PMS and DC integration your DC staff profiles will be automatically created!
You can confirm that a profile in Aloha Data Collection is synched with Aloha PM by viewing the below highlighted icon (a cloud with a check mark) next to the Staff's name in the Staff list in Organization Setup. Hovering over this icon will also show the status "Integrated."
Once the profiles are synched from Aloha PM, there will be a few DC-specific fields to check and update:
- Reporting Manager
- This refers to anyone who this staff directly reports to. You can assign more than one Reporting Manager as applicable. The assigned Reporting Managers will be able to access this staff's data (e.g. schedule, Lesson Notes) in Aloha DC.
- Note: Clinical Teams created in PM will not carry over to DC.
- Assigned clients
- Staff/clients will automatically be linked if scheduled together on PMS.
- Within DC, they can be manually linked in their DC profiles as well.
- Staff/Client assignment configured in PM does NOT synch to DC at this time
- Job Role
- Permissions/access between PM/DC are separate, as the two platforms serve very different functions.
- Assigned Job Role controls the permissions to DC that is user will have. These permissions are configured in Organization Setup > Settings > Roles and Permissions.
- Certification
- The credentials added here up populate under the staff's signature on any Lesson Note that they sign.
If you wish to update any other field with the staff's profile (e.g. Address, Phone number, etc), this edit should be made is Practice Management. Once saved in PM, the update will be reflected in the DC Profile.
- If you have added any custom fields to your Staff Profiles on Aloha PMS, please note those will NOT show in Aloha DC. However, you can create your own custom fields within Aloha DC. The purpose of Custom Fields within a staff profile is to house Staff information that may be needed for Session documentation (e.g. Lesson Notes), or for internal reference.
Below is a guide on where these DC-specific fields appear in the DC Staff Profile, and what each field means.
1. Reporting Manager
The Reporting Manager on a staff profile is tied to Lesson Note approvals and un-approvals as well as client caseload oversight. If a Lesson Note needs to be un-approved for editing, anyone listed as a reporting manager for the staff who submitted the note will have access to un-approve the note and either make edits or request edits from the author. If you choose to use the Lesson note approval process anyone listed as a reporting manager for the staff may be responsible for approving the notes.
2. Office
Choose an office to associate the staff member to. Staff can be connected to more than one office as needed. Make sure staff are connected to the same office their clients; if they are not associated with the same office, staff will not be able to see their clients.
3. Assigned Clients
Choose to connect your staff to clients you would like to have access to. The extent of access (edit, view only) will be determined by the staffs user role and permissions.
4. Job Role
Please see User Roles for determining permissions for each staff member. Permissions between PM and DC may likely be very different for a given role as the two platforms serve different functions.
5. Certification
Staff certifications can now be maintained in profiles and are automatically shown with staff and approver signatures in lesson notes with Electronically Signed By attestation. (Coming to the App soon!)
After the Staff Profile has been updated with DC- specific information, the staff can be invited to use the platform! See below on how to invite staff.
Creating Non-Integrated (Stand-Alone) Staff Profiles
If you are not using the Aloha PM-DC integration, you will need to create Staff Profiles manually in Aloha Data Collection.
Before creating a staff profile make sure you have built out User Roles first.
Here are the steps to manually create a Staff Profil
- From the navigation menu click Organization Set-Up
- Select Staff from the menu bar
- Select Add Staff
- Fill in the staff's basic information. Make sure to fill in all mandatory fields and any desired optional fields.
- See above section on a breakdown of what different fields mean within the DC platform
After completing all mandatory and desired optional fields, click "Save." You will receive the following pop-up to confirm that you would like to create a Non-Integrated profile. If you wish to create a Non-Integrated profile, click "Create Anyway." If you wish to create an Integrated profile, click "Cancel" and create the profile in Aloha Practice Management.
After the profile has been create, you will see the following icon next to the client name (cloud with X in it). This icon is a visual indicator that the profile is not synched to a Practice Management profile.
Inviting Staff to Aloha DC
Double check that the desired Roles and Permissions have been set before sending Staff Invitations to Aloha DC.
Email
invitations to join Aloha DC expire after approximately 48 hours. Be sure to
alert Staff to promptly check their emails and set up their profiles to avoid
having to resend invitations.
Unlike Aloha PMS, assigning a Staff a User Role will not send
that Staff an invite to the site. Within Aloha DC, this is done manually, after
the staff profile has been created and/or updated with DC-specific
information (e.g. Job title, Reporting Manager, Clients, and Office).
To manually invite an individual Staff to Aloha DC, locate the
Staff in the Staff List within the Organization Profile.
Under the “Actions” column, click the “mail” icon to send
the Staff an email to create their Aloha DC profile:
Click “Confirm” to email the Staff the invite:
To invite multiple Staff, check the boxes to the left of the
names of the desired Staff members:
After selecting all desired Staff members to be invited,
click the “Send Invite” button at the top of the staff list.
Click “Confirm” to email the Staff the invites:
Syncing Staff from Aloha PMS to Aloha DC
Syncing should occur automatically but in the case where a staff profile does not appear in Aloha DC (but has been added to Aloha), it is possible to manually sync.
1. Go to www.Alohaaba.com and login.
2. Navigate to Settings > Clinical Integration and select Welina in the drop-down.
3. Select the unsynced staff that you wish to push to DC
4.Click Sent to create the account in Welina
It is still required to send an invite from Aloha DC for users to have access.
Click here to jump to Setting Up Client Profiles
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