We support the ability for clinic admins to view and manage existing therapists and set up new therapists via the Users List. There are two User Types on Greenspace:
Clinic Admin is a user that can view all patients at a clinic. Typically, they are Clinic Owners, Supervisors, Administrative Assistants, etc.
Therapist is a user that are directly connecting with patients. They will only have access to their own patient list and will not be able to see all patients in the clinic.
On Greenspace, you are able to have multiple profiles at a clinic and hold both Admin and Therapist profiles. Please click here to learn more about Multiple User Profiles (MUP).
Additionally, individuals who need to perform both therapist and administrative functions must use the Multiple User Profiles (MUP) feature for distinct accounts that allow better role segmentation within Greenspace Health.
Invite User on User List
Admins who have permission to manage therapists are able to see all active and deactivated therapists and clinic admins within the User List. There are two methods of inviting new users to your clinic:
via User List
via your clinic’s dedicated Therapist signup URL (Therapist only)
To invite a user via the User List:
Step 1: Navigate to Clinic Settings or Organization settings > Users to see all the clinicians associated with the clinic.
Step 2: Select Invite User to add a new therapist.
Step 3a: Select Therapist or Clinic Admin for the role and fill out the Name (full) and Email.
Step 3b: If you are inviting a Clinic Admin, you will also have to select the permissions that they will require.
If the invitee already holds another role (e.g., Therapist or Admin), consider creating a separate account instead of modifying the existing one, to ensure functionalities remain distinct and do not conflict.
Step 4: Once you Confirm, the new Therapist or Clinic Admin will receive an email invitation, which will allow them to create their account and complete their profile.
Resend and Cancelling Therapist Invites
A Therapist or Clinic Admin who has been invited but has not accepted their invite can be re-invited or have their invite cancelled by clicking the Actions (ellipsis) dropdown menu.
To resend an invite, select Resend Invite and a popup will appear for you to confirm the Therapist and Clinic Admin that you wish to resend an invite to.
To cancel a pending invite, select Cancel Invite and a popup will appear to confirm your selection.
Clinic Dedicated Signup URL (Therapist Only)
Therapists can also signup independently by using their clinic’s dedicated signup page. The therapist will only be added to this list once they have created their account.
Step 1: Navigate to Clinic Settings > User to see all the clinicians associated with the clinic.
Step 2: Select Invite User to add a new therapist.
Step 3: The URL will be in the popup and you can copy the link to be shared.
This URL can also be found under Clinic Settings > Configuration > Invite Therapist.
Please note: To add more therapist licensees to your account, please reach out to your Customer Success Manager or support@greenspacehealth.com for information on the process and next steps.
Deactivating Users
When a Therapist or Clinic Admin leaves a clinic or program or goes on temporary leave, the clinic admin has the ability to deactivate the profile in order to restrict access to the account and patient information. This action removes the therapist’s connection to the specific clinic while allowing them to maintain access to other clinics they are connected to.
Step 1: Navigate to Clinic Settings or Organization settings> Users to see all the clinicians associated with the clinic.
Step 2: Using the search bar or reviewing the user list, locate the name that you wish to deactivate. Click on the Actions (ellipsis) dropdown menu to start the deactivation process.
Step 3a: When you are deactivating a Therapist profile, a popup will appear for you to confirm the therapist deactivation. If the therapist has any active clients, there will be an option for you to either archive all patients, move the patients to a new clinician, or do nothing. Check the one you wish to proceed with.
Step 3b: If you select to Share all active clients with a new clinician, you will be prompted to select a new therapist from the drop-down menu.
Step 4: Select Deactivate and the user will no longer have access to login to their account or patients. If the patients were shared with a new therapist, the new therapist will see the patients populate onto their Patient List.
Filtering Deactivated Therapists
There is an option to view only the active therapists or all therapists (active and deactivated).
To view all therapists under the clinic, toggle the Show Deactivated on and you will be able to see both active and deactivated therapists.
If you wish to reactivate any deactivated therapists, please contact support@greenspacehealth.com with your request.
Reset Security Credentials for Users
When a user requires assistance to re-access their account, a Clinic Admin with Manage Staff Permissions is able to help send a password reset link.
Step 1: Navigate to Clinic Settings > Users to see all the clinicians associated with the clinic.
Step 2: Using the search bar or reviewing the user list, locate the name that you wish to send a Reset Security Credentials email.
Step 3: Click on the Actions (ellipsis) dropdown menu to select Reset Security Credentials. This will send an email to the user to reset their password, security question, and security answer.
If your clinic uses SSO to access the platform, please reach out to your IT team to reset your login credentials.
Editing Permissions
To edit the permissions of a user simply navigate to the manage users page. To do that follow the steps below:
Step 1: Select your name at the top-right and click Clinic Settings.
Step 2: Select Users.
Step 3: Next to the user of choice select the 3 dots and press edit permission
Admin Permissions
When inviting a new Admin or editing permissions, you can specify a unique set of permissions for each Admin. The charts below outline each permission in detail.
Analytics Management
View Analytics Dashboard | Admin has access to the Analytics Dashboard, but there will be no identifiable patient information. No limitations on the aggregate data that can be viewed by the user on the Dashboard.
|
View Identifiable Patient Data | Admin has access to the Analytics Dashboard with patient information included. No limitations on the aggregate data that can be viewed by the user on the Dashboard. Turn “View Identifiable Patient Data” on to let them see PHI, or keep it off to blur out PHI.
|
View and Download Data Exports | Admin has access to the Data Exports with patient information included. There are four standard dashboards that can be downloaded: Assessment Responses, Notes, Patients. Therapists. Turn on "View and Download Data Exports" to allow them to see these reports under the Analytics section.
|
Patient Management
View Patient Information | Admin can see the Patient List, but they will not be able to access individual patients' detailed record.
|
View Detailed Patient Information | Admin can access individual patients' detailed record. This includes:
|
Modify Patients | Admin can create and invite new patients as well as modify existing patients, which includes:
|
Therapist Management
View Therapist List | Admin can view the Therapist List, showing all therapists associated with the Clinic Account and high-level statistics for each therapist.
|
Clinic Management
View Patient Profile Template | Admin can view the Clinic Account's Patient Profile Template. |
Manage Patient Profile | Admin can edit the Patient Profile Template, affecting all patient records within the Clinic Account. |
Manage Patient Tags | Admin can create new tags and modify existing tags. |
Manage Note Types & Templates | Admins can create new note types and modify existing note types. |
Manage Clinic Permissions | Admin can modify the permissions of existing Admin users and can invite new users to create Admin and Therapist accounts. |