New employee
- Click any line of the Employees list and choose .
- Fill in the form (see the table below).
- Tick the Permissions the employee needs.
- Click Save.
- Give the employee the Login Name and the starting password Changeme#2026. PsyTrace asks for a new password at the first login (see Passwords).
| Part | Fields |
|---|
| Name | Last, First (both required), Suffix, Salutation, DOB, Active, Signature Block (how the name prints under notes) |
| Login / Work | Login Name (required, unique), Primary Menu (Clerk, Clinician or Finance; Admin and System only when a System user files it), Credential, Service/Dept (required), Provider, Prescriber, NPI, Finance % |
| Address / Phones | Address, City, State, Zip, Home, Work, Other, Fax, e-mail |
| Contact | Contact Name, Contact Title |
| Permissions | New Clients, New Episodes, Encounter co-payment, Close Encounters, Own reports, Financial Menu, Financial Reports, Accounts, Supervisor, Intervention Manager, Delete Sx/Problems/Goals, Free-text Diagnoses, Log into Multiple Services |
PsyTrace checks
- Last and First name, Login Name and Service are filled in.
- The Login Name is not used by another employee, and is not "Admin".
- A Provider without a 10-digit NPI: PsyTrace asks before saving.
- Prescriber lets a clinician write, sign and fax prescriptions.
Edit, View, and an employee who leaves
Click the employee, then or . When someone leaves, untick Active and save. Nothing is deleted: the employee's notes and records stay.
Status
The Status list keeps the employee's history (for example a leave). : choose the Status, the Start date and time, and, when known, the End date and time; add a Note (or Import Note Text). The End date can be cleared later.
Service/Departments
Tick every Service the employee works for, then Save. An employee with more than one Service also needs the permission Log into Multiple Services.
Relations (supervisors)
- On a Supervisor (Permissions: Supervisor ticked): a check list of the employees in the supervisor's Services. Tick the ones this supervisor supervises; untick to end the supervision. Save.
- On anyone else: a read-only page showing who supervises the employee. To change it, open Relations on the Supervisor.
Category
picks a Category for the employee. An employee with a Category sees only the clients of that Category. removes it (dimmed when the employee has none).
Internal Employee Number
Shows the employee's number in PsyTrace, for support or reports.
Your own records. Every employee can enter their own Continued Education and Licenses from the menu. Providers create their own eSignature there too.