Enter a new employee
Choose the New option of the Employee sub-menu of the System
(or Admin) menu. A screen appears where all required information has a light blue
background. Enter all required information, then click the
Permissions button. A subscreen lets you indicate whether the user is
a provider, a supervisor, allowed to enter free text diagnoses, and so on.
What the permissions mean
- Provider: the user provides clinical services.
-
Supervisor: the user can supervise practicum students, interns,
residents, and fellows. Only employees defined as supervisors appear in the
supervisors list when you define employee relations.
-
Case Manager: the user can be chosen as the manager for the
Episode of Care.
Edit an employee
Choose the Edit option of the Employee menu, which is part of
the System menu. Edit any information in the main screen, then click the
Permissions button to edit permissions.
Eliminate an employee
To eliminate an employee who is no longer part of the facility, choose the
Edit option of the Employee menu and make the employee
Inactive in the registration screen. An inactive employee cannot
access the database and is not counted toward the total number of active employees
for the software license.
Change or expire a password
Choose the appropriate option in the Employee menu, then select the employee whose
password you want to change or expire. If you are changing a password, PsyTrace offers
“Changeme1” as the default. When a system administrator changes a
password, the user is forced to change it again at the next login.
Employee relations
This option defines the Supervisor and Supervisee relationships between employees.
After you select it, you see a screen with two lists. The left list shows the
Supervisors, meaning the employees defined as supervisors in the Permissions subscreen
of the Employee registration screen (see above). The right list shows all employees.
To define a relationship:
- Click the name of the supervisor.
- Click the names of all of that supervisor's supervisees.
- Click File.
To remove someone from the chosen supervisees, click the entry again to unselect it.
Note. Supervisors can also be supervisees, which is why the right
list shows all employees. The only constraint is that a supervisor
cannot be her or his own supervisor.
Employee Service/Department
When a user enters a new employee, PsyTrace assumes the new employee belongs to the
same Facility and Service as the current user. For example, if the system administrator
of the Department of Psychology at Tripler Army Medical Center (TAMC) enters a new
employee, that employee is automatically assigned to the TAMC Department of Psychology.
To change which Services or Departments in the facility an employee is assigned to, or
to let an employee work for more than one Service, use the
PsyTrace_Facility.Exe program. It lets you define which service or
services each employee is assigned to.
Say a new employee works part-time for psychology and part-time for psychiatry. That
employee must be defined, through the program above, as assigned to more than one
Service. At login, the employee is asked which Service they are currently working for.
Doing psychology work means choosing the Department of Psychology, and doing psychiatry
work means choosing the Department of Psychiatry.
The choice at login is extremely important.
All workload, and the ability to enter data, depends on it. For example, if a client
has an Episode of Care initiated in psychology and not psychiatry, the user can only
enter encounters for psychology. If both departments have open Episodes of Care, the
employee can enter an encounter for either one, and the choice made at login decides
which department gets credit for the work.
Note. To check the current login at any time, choose
Show Current Login in the User menu.