Creating user accounts

You can create a user account to provide the user a secure access to your organization's database. Everyone that uses Ascend Academic should have their own user account.

To create a user account

1. On the User Accounts page, clicktap the New User drop-down menu and select Create New User.

   

   The options for entering a new user account information becomes available.

   

2. On the Basic Info tab, enter the user's basic information.

   • User Image - You can only add an image of the user after you create the user account. To upload an image, you need to edit it.

   • First Name, M.I., Last Name - Enter the user's first name, middle initial, and last name.

   • Username - Enter the username the user must use to log in.

     Note: Each user in your organization must have a unique user name. Only letters and numbers are allowed; spaces and special characters are not. The maximum allowed length is 56 characters. Also, the user name cannot be Admin or Administrator.

   • Email - Enter the user's email address.

     Note: This is used for administrative purposes and is required for every user account.

   • Phone 1 - Enter the user's primary contact phone number (for example, a home phone number).

   • Phone 2 - Enter the user's secondary contact phone number (for example, a mobile phone number).

   • Is Provider - Set the toggle to Yes if the user performs dental procedures, such as a general dentist or a hygienist. Otherwise, leave it as No.

   • Inactivity Timeout - Set how long the system can be inactive before the user is logged out automatically. The recommended length is 10 Minutes, but there are also options for 30 Minutes, 1 Hour, 2 Hours, 4 Hours, 8 Hours, and 12 Hours.

     Note: If you have the system open on multiple tabs of your browser, inactivity is monitored separately for each tab.

     Example: If you open Ascend Academic on a tab and later on another tab, but do not continue working on the first tab, you are logged out of the system automatically on the first tab but may continue working on the second tab.

3. On the User Roles & Locations tab, specify the user's role at a location.

   1. Set the user's user role at a specific location by setting the Select Role and the Select Location drop-down list.

      

      Important: Your organization's business owners, doctors, and office managers should be the only ones that have the administrative user role.

   2. (Optional) To set the user account's default operatory for appointments, set the Default Operatory drop-down list. This drop-down list only displays if the user account is set as a provider. Otherwise, skip this step.

   3. (Optional) To provide access to multiple locations, clicktap Add New Role and repeat Steps a-b on the generated drop-down lists.

      Note: A user can only have one role per location. They cannot have multiple roles at a single location.

4. If the user is a provider, enter the provider's information on the following tabs:

   Note: These tabs only display if the user account is set as a provider.

   • Provider Info tab

     

     • Short Name - Enter an abbreviated name that will be used to identify the user throughout Ascend Academic.

     • Title - Enter the user's title (for example, DMD or DDS).

     • Specialty - Select the user's specialty from the drop-down list.

     • Provider appointment color - Select the appointment's color that will only display when this user is set as the rendering provider.

     • Birthdate - Enter the user's birthdate.

     • Is a Primary Provider - Leave the toggle set to Yes if the user can be selected as a patient's primary provider and as a billing and/or rendering provider for claims. Otherwise, set the toggle to No.

     • Signature On File - Set the toggle to Yes if you want this user's claims to state that there is a signature on file for this user. Otherwise, set the toggle to No.

     • Address 1, Address 2, City, State, ZIP Code - Enter the user's work address.

     • Locum Tenens Treating Provider - If the provider is a treating provider who temporarily fills in for another provider and/or works at a practice other than their usual practice, set the toggle to Yes. This toggle sets the default state of the Locum Tenens Treating Provider toggle for a claim if this provider is the rendering provider on that claim; however, the locum tenens treating provider is not required on most claim form versions.

     • State ID # - Enter the user's state license number.

     • State ID # Expiration - Enter the user's state license number expiration date.

     • TIN # - Enter the user's TIN or SSN.

     • NPI # - Enter the user's NPI for electronic claims.

     • DEA # - Enter the user's DEA number for prescriptions.

     • DEA # Expiration - Enter the user's DEA number expiration date.

     • Medicaid ID # - Enter the user's Medicaid ID number.

     • Provider # - Enter the user's provider number.

     • BCBS # - Enter the user's Blue Cross/Blue Shield number.

     • CS # - Enter the user's Controlled Substance number for Washington D.C. prescriptions.

     • BlueShield # - Enter the user's Blue Shield number.

     • Provider # - Enter the user's provider number.

   • Fees tab

     

     • Fee Schedules - Select the fee schedule that will be used to bill patients for procedures performed by this user.

     • Contracted with - Set the insurance carrier(s) that will be contracted with the user and will receive their billed procedures. To set, expand a section that has the first letter of the insurance carrier's name, locate it, and select its checkbox. Repeat if the user is contracted with multiple insurance carriers.

       Important: Each time you add an insurance carrier to your organization's database, for each provider (and location serving as a provider) that is contracted with that carrier, you must return to this Contracted with section and select the checkbox next to that carrier's name.

   • Working Hours tab - By default, the user's working hours are set to their location's working hours, and cannot be modified until you save.

     

     The tab displays the following:

     • Gray time slots with gray hatched lines - A time slot outside of office's working hours; the office is closed.

     • Yellow time slots - The user is available for work during that specific time when the office is open.

     • White time slots - The user is not available for work even though the office is open.

     If the user has access to multiple locations, working hours at other locations display in pink with gray hatched lines for your reference.

     

     To properly view the user's work schedule at a different location, select a location from the Working Hours for drop-down list.

     

5. ClickTap Save.

   The user will receive an email requesting them to create their password.