How to invite new users?
How to invite new users?
Inviting users to your account is an essential part of setup. It allows providers and staff to create individual login credentials and access the system independently.
Note: Only the account owner can invite new users to the account
How do I invite a new user to my account?
Open account settings — Click the settings icon in the top right corner of any screen.
Select Manage Users.
Click New User.
Enter the user's email and assign their role — Input their email address and select their role in the platform.
Send the invite — Click "Send Invite."
What happens next?
The user will receive an email invitation with a link to set up their credentials and create a password.
Important: User invites expire after 7 days. If the user doesn't accept within that timeframe, you'll need to resend the invite through the User Invites settings.
How to resend user invites
How to resend user invites
User invites are valid for 7 days. If a user doesn't accept the invite within that timeframe, you can resend it from the User Invites settings so they can create their password and log in.
How do I resend a user invite after expiration?
Open account settings — Click the settings icon in the top right corner of any screen.
Select User Invites.
Find the user in the invited users list.
Click the paper airplane icon to resend the invite.
What happens next?
The user will receive a new email invitation with a link to set up their credentials and create a password.
How to Update User Roles
How to Update User Roles
Who can update user roles?
Account Admins only. Users cannot change their own role unless they are the Account Owner.
What roles are available?
Admin — full account access including managing users and settings
Provider — clinical access to orders, results, and reports
User — basic access for staff assisting with test administration
How do I update a user's role?
Go to your initials (top right) → Manage Users
Click the user you want to update
Click Edit next to Role and Permissions
Select the new role and save
What if I don't see the edit option?
You may not have Admin access. Contact your Account Admin to request the change.
Why am I seeing an "Email Address Has Already Been Taken" error when inviting staff?
Why am I seeing an "Email Address Has Already Been Taken" error when inviting staff?
This error appears when you try to invite a new staff member using an email address that's already been invited to your account. It doesn't mean the email is taken outside your system—it means this person has already received an invitation that they haven't yet accepted.
How to check if someone has already been invited
Go to Account Settings
Select User Invites from the dropdown menu
Look through the list of pending invitations to find the email address in question
If you see the email listed here, the user has already been sent an invite and simply needs to accept it by setting their credentials and password.
What should the invited user do?
The person who received the invitation should check their email (including spam/junk folders) for the invitation message and follow the link to complete their account setup.
Still having trouble?
If you need to resend an invitation or have other questions about user management, see our article for step-by-step instructions.
How to use documentation copy shortcut buttons?
How to use documentation copy shortcut buttons?
To bill neuropsychological CPT codes, you must meet specific documentation and time requirements. The documentation copy shortcut buttons help you satisfy most of these requirements, making the billing process smoother and more compliant.
How do I use the documentation copy shortcut buttons?
Select a completed Assess order from your orders screen.
Locate the shortcut buttons in the top right corner of the order. You'll see three options:
Test-Administration Documentation
Test-Interpretation Documentation
All Documentation
Choose the button that matches what you're billing for:
Test administration only → Select "Test-Administration Documentation"
Test interpretation only → Select "Test-Interpretation Documentation"
Both services on the same date → Select "All Documentation"
What happens when I click a shortcut button?
Selecting a button copies the documentation to your clipboard. You can then navigate to your chart note for the relevant date of service and paste the documentation directly.
Where does the copied content come from?
The documentation is pulled from the final page of your Assess report. This ensures you're copying the relevant clinical content for your chart note.
How to change documentation configuration?
How to change documentation configuration?
BrainCheck Assess is billed using a time-based CPT code. The documentation configuration sets the pre-test time and the administering provider — both are factored into the final report generated after each assessment. Combined with test time, the total should exceed 16 minutes to satisfy CPT code requirements.
Click your business name in the menu
Select Documentation Configuration
Adjust the time or update the Administered By field
How do I archive a user?
How do I archive a user?
Archive a user when a staff member leaves the practice or no longer requires access to BrainCheck.
Go to Manage Users in the menu
Select the user you want to archive
Scroll to the bottom and click Archive User
How do I reactivate an archived user?
How do I reactivate an archived user?
Go to Manage Users (menu, top right)
Under Status, select Show Inactive User
Click into the User
Select Activate User at the bottom of the page
How do I reset my password?
How do I reset my password?
Go to provider.braincheck.com
Click Forgot Password
Enter the email associated with your BrainCheck account
Follow the instructions sent to your email
What happens if a test was administered to the wrong patient?
What happens if a test was administered to the wrong patient?
Test results cannot be transferred or reassigned to another patient. To stay compliant, always verify the patient's identity at each of the following checkpoints before testing begins:
Before clicking Begin Order — confirm the patient name on the order screen
After clicking Begin Order — a screen will display "Hello, [Patient Name]" — confirm before hitting Start
After hitting Start — a final "Hi, [Patient Name]!" screen appears — this is your last chance to verify
If a test is completed on the wrong patient, it cannot be corrected after the fact.
Best practice: Make it a habit to verbally confirm the patient's name with them directly before hitting Start.
How do I handle duplicate patient profiles?
How do I handle duplicate patient profiles?
Duplicate patient profiles with matching first names, last names, and dates of birth cannot be merged in your account. This is intentionally designed to maintain data integrity.
How to prevent duplicate patient profiles
Before adding a new patient to your account, search for them first to confirm they haven't already been added. This is the best way to avoid duplicates.
Steps:
Use the patient search function in your account
Check if the patient already exists by name and date of birth
Only add them if they're not already in the system
What to do if you already have a duplicate patient
If you've already added a duplicate patient, follow these steps:
Identify which profile has fewer (or no) test results
Open that profile and edit the patient name to mark it as a duplicate
Add a clear label such as:
[DUPLICATE][DO NOT USE]
Example: John Doe [DUPLICATE]
This makes it clear which profile should not be used for future orders.