Skip to main content

 

Kareo Help Center

Web User Roles

Updated: 09/15/2020
Views: 2770

System Administrators of accounts created after May 9, 2016 have the User Accounts Settings option to assign Web User Roles. System Administrators of billing company accounts and accounts created prior to May 9, 2016 have both Settings options: User Accounts and Web User Roles. Web User Roles allow you to assign roles to users in the practice so they can access the Kareo Web App

You will always begin with navigating to Web User Roles before creating, editing, deleting, or locking a web user.

Navigate to Web User Roles 

  • Click Settings > Web User Roles. The User Settings window opens.
    Note: For accounts created after May 9, 2016, click Settings > User Accounts.

 

 

Desktop_WebUserRoles_Navigate.png

New Non-Provider User

  1. To prevent duplication, navigate to Web User Roles and verify the user is not an active or locked user in the system then click + New User. The Add User window opens.
  2. User Type: Non-Provider is selected by default. 
  3. Enter the information:
    1. The user's First, Middle (optional), and Last Name
    2. E-Mail address for the user to which only they can access their emails for security purposes. 
      Note: This is the email address used to log into Kareo.
    3. The user's contact Phone number.
    4. Password and Repeat Password: Create a temporary password and verify it by entering it again. 
      Note: Once the user logs into Kareo with the temporary password, they will be prompted their password has expired and to create a new password.
  4. Click to select one or more Roles for the user.
    Tip_Icon.pngTip: Click Learn more to view a comparison of each role's permissions.
    Note: For billing company accounts, the "System Admin" role automatically assigns the user the "Practice Administrator" role under Preset User Account Permission Settings.
  5. Additional Options: To allow the user to grant themselves or other staff members the "System Admin" role in the event of an emergency, click to select "Allow emergency access for (Practice)".
  6. Practice Access: Only applicable for accounts with multiple practices and defaults to include access to the current practice. 
    • To grant the user access to additional practices, start entering the practice name and select it from the drop-down results.
  7. Click Create User. The new user displays under User Settings.

Desktop_WebUserRoles_AddUser.png

New Provider User

  1. To prevent duplication, navigate to Web User Roles and verify the provider is not an active or locked user in the system then click + New User. The Add User window opens.
  2. User Type: Click Provider. The Add Provider window displays with a list of available Kareo modules activated for the practice.
  3. Add Products for this Provider: Click to select the module(s) to activate for this provider.
  4. Enter the information:
    1. The provider's 10-digit Individual NPI number.
      • To auto-populate additional details from the NPI registry database, click Look Up.
    2. The provider's Taxonomy CodeProvider Type, and Specialty.
    3. The provider's First, Middle (optional), and Last Name
    4. The provider's Credentials and Social Security Number (only applicable for the Billing module).
    5. E-Mail address for the provider to which only they can access their emails for security purposes.
      Note: This is the email address used to log into Kareo.
    6. The provider's contact Phone number.
    7. Password and Repeat Password: Create a temporary password and verify it by entering it again. 
      Note: Once the provider logs into Kareo with the temporary password, they will be prompted their password has expired and to create a new password.
  5. If applicable, click to select additional Roles for the provider.
    Tip_Icon.pngTip: Click Learn more to view a comparison of each role's permissions.
    Note: For billing company accounts, the "System Admin" role automatically assigns the user the "Practice Administrator" role under Preset User Account Permission Settings.
  6. Additional Options:
    • To allow the provider to grant themselves or other staff members the "System Admin" role in the event of an emergency, click to select "Allow emergency access for (Practice)".
    • "Enable Supervising Provider for Prescribing" is only available once a provider is enrolled for ePrescribing. When this option is enabled, the provider can select a Supervising Provider when ePrescribing.
  7. Practice Access: Only applicable for accounts with multiple practices and defaults to include access to the current practice. 
    • To grant the provider access to additional practices, start entering the practice name and select it from the drop-down results.
  8. If desired, upload a photo of the provider. Drag and drop an image or click browse for a photo to search and select a file from your computer.
  9. Click Create Provider. The Confirm Adding Provider License window opens.
Desktop_WebUserRoles_AddProvider.png
  1. Review Kareo's Terms of Service. To accept the terms, click to select "I agree with Kareo's Terms of Service and authorize this addition to my invoice.".
  2. Click Submit. The provider user displays under User Settings.
Desktop_WebUserRoles_AddProviderConfirm.png

Edit Web User

  1. Navigate to Web User Roles then click Edit on the right of the user's name. The Edit User/Provider window opens. 
  2. Make the desired changes.
  3. Click Save User/Provider
Desktop_WebUserRoles_EditUser.png

Delete Web User

Non-Provider users can be deleted and permanently removed from the practice(s). To maintain the transaction history or providers, provider users can be locked but not deleted.
Note: Deleting a user associated with multiple Kareo accounts deletes the user from all of the accounts. 

  1. Navigate to Web User Roles then click Edit on the right of the user's name. The Edit User window opens. 
  2. Click Delete User on the bottom right of the window. The Delete Account pop-up opens.
  3. To confirm the deletion, click to select "I confirm this action".
  4. Click Submit. The user is deleted.
Desktop_WebUserRoles_DeleteUser.png

Lock Web User 

Non-Provider users can be locked making them inaccessible to the practice(s) and can be unlocked at a later time. Provider users can only be locked when there are no active modules (e.g., Clinical, Billing) associated with the provider.
Note: Locking a user associated with multiple Kareo accounts locks the user from all of the accounts. 

  1. Navigate to Web User Roles then click Edit on the right of the user's name. The Edit User window opens. 
  2. Click Lock User on the bottom right of the window. The Lock Account pop-up opens.
  3. To confirm, click to select "I confirm this action".
  4. Click Submit. The user is locked.
Desktop_WebUserRoles_LockUser.png