Best Practice - Medical Director (Pracsoft) - Zedmed - Optomate - Dental4Windows - HotDoc Calendar

To access the HotDoc Dashboard or Sidebar, you will require an active user linked to an email address and a password.

• A user account is already setup as part of your practice's sign up and onboarding process. However, you can set up multiple user accounts for your practice
  
  
• Each user account can be set with specific privileges, which allows you to control who accesses what data. The types of access levels are:
  • the Sidebar only
  • Dashboard only
  • Dashboard and Sidebar
  • Practitioner Sidebar

Please follow the steps in this article to see how to create, edit or delete a user account.

How to create a User Account to access the Sidebar/Dashboard

There are a few things to note before setting up your user accounts: 

• We recommend you create a unique user account for each person at the practice who will need access to the HotDoc Dashboard or Sidebar.
  • This allows you to decommission users if they leave the practice so only active employees will have access to sensitive Dashboard or Sidebar data.
    
    
• If you have more than one practice location with seperate Dashboards, you will be required to register a user account for each of the locations using different emails. 
  
  • If you don't, you may experience login issues particularly with the Sidebar.

Please follow the steps below to see how to create a user account: 

1. Log in to the HotDoc Dashboard using your existing user account and navigate to Setup > User Accounts. 
   • This will show you the list of existing User accounts already signed up to your HotDoc Account. Depending on when the user was created, you may see a name beside their login details.
     
     
     
     
2. If an email address has already been linked to a user account, you will need to ask the owner of that email to reset their password to gain access again. If the email is not setup, select Invite new User.
   
   
   
   
3. A box will appear and it will ask you to enter the email address and choose the appropriate access level that you would like to assign to that user.
   
   
   
   
4. After you have chosen your settings, select Send Invite.
   
   
   
   
5. You will be asked to verify the details again. If correct, select Send Invite one more time.
   
   
   
   
6. The user will be sent an invite to the email address. There, they will need to select Set My Password or click the link within the email, which will redirect them to a page where they can activate their account with a name, password and acceptance of our Terms of Service.
   
   
   • Note: We will show the user in your list of user accounts as Invitation sent until they have activated their account. If you would like to cancel this request, you can select Cancel Invite. 
      
     
     
7. The user can then log in to the HotDoc Dashboard or Sidebar using their registered email address and password. 
   
   

How to edit or delete a User Account

Once a user account is created, you can edit the access level of the user or remove the user altogether. Please note:

• To edit the name or email address of a user account, you will need to delete the user and recreate it.
  
  
• To update or remove the access level of other users in the HotDoc Dashboard, you must have Dashboard and Sidebar access or Dashboard only access for your own user.
  

1. Log in to the HotDoc Dashboard using your existing user account and navigate to Setup > User Accounts. On the list, click Edit or Delete next to the selected user:
   
   
   
   
2. If editing, choose a new access level in the dropdown menu and select the green Done button to save your changes.
   
   
   
   
3. If deleting, confirm the deletion by selecting the Yes, Delete button.
   
   
   

How to create a User Account for Practitioner Sidebar 

A Practitioner Sidebar account allows a practitioner to see a calendar view of their upcoming appointments, patient details and any pre-appointment notes. Follow the steps below to see how to set this up:

1. Log in to the HotDoc Dashboard using your existing user account details, then click Setup > User Accounts:
   
   
   
   
2. To set up a new user account for an email address that is not already registered, select Invite new User:
   
   
   
   
3. Fill in the fields below, then select the green Send Invite button.
   • Email Address: Enter the email address you would like to register
   • Access Level: Select Practitioner Sidebar
     
   • Link to a  practitioner: Click the drop down menu and select a practitioner that you would like to associate to this user account.
     • If you're using Best Practice, Medical Director, or Zedmed you will be selecting the practitioner that is linked to your HotDoc practitioner profile.
       
       
       
       
4. Confirm if the email address is correct and send the invitation email by selecting Send Invite. This is important as the user will have access to sensitive data:
   
          
   
   
5. The user will be sent an invite to the email address. There, they will need to select Set My Password or click the link within the email, which will redirect them to a page where they can activate their account with a name, password and acceptance of our Terms of Service.
   
   
   • Note: We will show the user in your list of user accounts as Invitation sent until they have activated their account. If you would like to cancel this request, you can select Cancel Invite:
     
     
6. After completing the registration, the user will receive the following email where they can download and log in to the Sidebar using their email and password.