Invite Users to CoTreat & Roles and Permissions
Adding, editing and removing staff members can only be done by Users with Admin permission.
This guide shows you how to invite new users to CoTreat and the different:
- Roles
- Practice Owner/Manager
- Practitioner
- DA/Front Desk
- Permissions
- Admin (Default for Practice Owner/Manager)
- User
Click here 📽️to see how Users are added to CoTreat or read the written instructions below
Invite New Users
You can invite a new user to your CoTreat practice from the "Settings > Users" page:
Step 1, click the Setting icon ⚙ from the header to open the Settings page, which by default opens the "Users" page
- Step 2, in the Users page, click Add User button to open the Invite New User table.
Or Click Edit to amend an existing user.
- Step 3, Complete the new user info > Select Role in Practice > Select Permissions > Select Clincal Role (Practitioners only) > click Invite New User button to send out the invitation.
The new User will receive an email with a link to Get Started allowing them to set a password and set up their profile.
ℹ️ CoTreat Roles and Permissions are explained below screenshots
CoTreat "Roles"
| Practice Owner/Manager | Practitioner | DA/Front Desk |
At login opens on:
Data on Usage of Detect, sends, opens and value for Digital Treatment plans |
At login opens on:
Patient cards synced from your PMS
If you are not integrated to your PMS it will open on the list of patients sent CoTreat packs. |
At login opens on:
Messages with your patients via CoTreat |
Can view all Pages in CoTreat.
Prevalence of CoTreat observations for the Practitioner. |
Can view these CoTreat pages: Insights
Prevalence of CoTreat observations ONLY for the Practitioner.
Reports created by CoTreat for the practice.
CoTreat sends, open rates, latest Tx plan views and conversations for the practice. |
Cannot view: Insights
Can view in Insights
Main pages/functions Synced Patients To see Opportunity Tags if used in practice workflows and select patients for sending CoTreat Info Packs/Treatment Plans (Quotes) Case Presentations Use Date Sent and Status to follow up patients [Click here for Follow up and Status guide] |
Receives Daily Practice Digest, must be turned on in account settings An overview of: Upcoming Day - Patients from PMS and CoTreat Opportunities for the Practice & Practitioners. Previous Clinic Day - CoTreat usage and Treatment Planning data from PMS for the Practitioner. Weekly Digests are a recap of the the above metrics. Weekly Digests are sent by default to all accounts set up as Practice Owner/Manager |
Receives Practitioner Digests must be turned on in account settings An overview of: Upcoming Day - Patients from PMS and CoTreat Opportunities. Previous Clinic Day - CoTreat usage and Treatment Planning data from PMS for the Practitioner. No Weekly Digests |
No Digests |
Messages and Notifications ON by default, to receive email notifications if patients request payment plans or proceed with treatment or "normal" conversations remain unread for 15 minutes. |
Messages and Notifications OFF by default, to receive email notifications if patients request payment plans or proceed with treatment or "normal" conversations remain unread for 15 minutes. |
Messages and Notifications ON by default, to receive email notifications if patients request payment plans or proceed with treatment or "normal" conversations remain unread for 15 minutes. |
| Permissions set as Admin by default |
ℹ️For integrated practices the Practice Digest includes treatment planned values from your Practice Management Software, and activity related to each practitioner.
Only assign Practice Owner/Manager roles to team members who should see this information
⚠️To avoid creating duplicate Practitioners always select an existing Practitioner in the first instance and if the Practitioner profile is not available create a new one.
ℹ️Your Practitioners must be set up as Users to login and then associate that User profile with a Practitioner in CoTreat
Permissions
Permissions can be set as Admin or User which provides different levels of edit and view access in CoTreat. The exclusive Admin permissions are outlined below.
Where the list below shows Admin with View and/or Edit permissions to a page, staff with User Permissions cannot View and/or Edit for this feature/page.
Admin
- Practice Info - View and Edit
- Users/Practice members - Add, remove and edit
- Patient - names, dob and mobile. - Can Edit ⚠️ Patient records should only be changed if necessary and steps must be taken to ensure that patient details are recorded accurately as a control to preserve privacy.
- Integrations - View and Edit
- Digital Treatment Plan settings, Item code and Price buttons, SMS message and remoinder templates - View and Edit
- WebChat - View and Edit
- Digests - receive Practice Digests, weekly by default and daily if selected.