Web User Roles

Navigate to Web User Roles

• Click Settings > Web User Roles. User Settings opens.
  Note: For accounts created after May 9, 2016, click Settings > User Accounts.
  • To find a specific user, use the search box to enter their first name, last name, or email address.
  • To view users by a specific type, use the User Type filter and click to select "Provider" or "Non-Provider".
  • To view users by locked status, use the Locked Status filter and click to select "Locked" or "Unlocked".

New Non-Provider User

1. To prevent duplication, navigate to Web User Roles and verify the user is not in the system then click + Add New User. Add User opens.
   Tip: When there are numerous users listed, use the search box to enter the first three letters of the user's name or email.
2. User Type: By default, Non-Provider is selected.
   • If a provider user needs to be created, proceed to step 2 of New Provider User.
3. Account Information: Enter the user's account information.
   • First, Middle, and Last Name: The user's name.
   • E-Mail: The user's valid email address to which they can only access their emails for security purposes.
     Note: This is the email address used to log into Tebra.
   • Phone: The user's contact phone number.
   • Password and Repeat Password: Create a temporary password and verify it by entering it again.
     Note: Once the user logs into Tebra with the temporary password, they are prompted their password has expired and to create a new password.
4. Roles: Click to select one or more roles for the user.
   Tip: 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: Applicable for accounts with multiple practices and defaults to include access to the current practice.
   Note: System Administrators can only grant users access to practices they themselves can access.
   • To grant the user access to specific practices, click in the open field and select the appropriate practices. If there are numerous practices, enter all or part of the practice name to find the practice then select it.
   • To grant the user access to all available practices, click in the open field and select Select All.
7. Click Create User. The new user displays under User Settings.

New Provider User

1. To prevent duplication, navigate to Web User Roles and verify the provider is not in the system then click + Add New User. Add User opens.
   Tip: When there are numerous users listed, use the search box to enter the first three letters of the user's name or email.
2. User Type: Click Provider. Provider user options display.
3. Add Products for this Provider: Availability depends on the product modules activated for the practice. Click to select the product(s) to activate for the provider.
4. Account Information: Enter the provider user's account information.
   • Individual NPI: The provider's 10-digit National Provider Identifier (NPI) number.
     • To auto-populate additional details from the NPI registry database, enter the NPI then click Look Up.
   • Taxonomy Code: The provider's taxonomy code number.
   • Provider Type and Specialty: Click to select from the menu options.
   • First, Middle, and Last Name: The provider's name.
   • Credentials: The provider's credentials.
   • Social Security Number: Applicable for Billing subscribers. The provider's SSN if used for claims billing purposes.
   • E-Mail: The provider's email address to which they can only access their emails for security purposes.
     Note: This is the email address used to log into Tebra. Do not use a staff member's email address for the provider.
   • Phone: The provider's contact phone number.
   • Password and Repeat Password: Create a temporary password and verify it by entering it again.
     Note: Once the provider logs into Tebra with the temporary password, they are prompted their password has expired and to create a new password.
5. Roles: If applicable, click to select additional roles for the provider.
   Tip: 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)".
   • To allow prescribers to select this provider as a supervising provider on ePrescriptions, click to select "Enable Supervising Provider for Prescribing". This option is only available for eRx enrolled providers.
7. Practice Access: Applicable for accounts with multiple practices and defaults to include access to the current practice.
   Note: System Administrators can only grant provider users access to practices they themselves can access.
   • To grant the provider user access to specific practices, click in the open field and select the appropriate practices. If there are numerous practices, enter all or part of the practice name to find the practice then select it.
   • To grant the provider user access to all available practices, click in the open field and select Select All.
8. Profile Photo: Upload a photo of the provider. Drag and drop an image or click browse for a photo to search and select a photo.
9. Click Create User. The Confirm Adding Provider License pop-up opens.

Edit Web User

1. Navigate to Web User Roles then click Edit User. Edit (User Name) opens.
2. Make the necessary changes.
3. Click Save.
   • If editing a provider user and an additional product was added, the Confirm Adding Provider License pop-up opens. Review the Terms of Service. To accept the terms, click to select "I agree with Tebra's Terms of Service and authorize this addition to my invoice." then click Submit.

Lock Web User

A non-provider user can be locked, making the practice(s) inaccessible to them, and can be unlocked at a later time if necessary. Before a provider user can be locked, all module subscriptions (e.g., Clinical, Billing) associated with the provider must be deactivated. Once the provider's module subscriptions have been canceled, the provider user can be locked.
Note: Locking a user associated to multiple Tebra accounts locks the user from all of the accounts.

1. Navigate to Web User Roles then click Edit User. Edit (User Name) opens.
2. Click Lock User. The Lock Account pop-up opens.
3. To confirm, click to select "I confirm this action".
   • If the user is associated with multiple Tebra accounts, click to select " I acknowledge that by locking this user, I am disabling the user from accessing any Tebra accounts."
4. Click Submit. The user is locked.

Unassign Web User

A non-provider user can be unassigned, permanently removing them from the Tebra account as well as their access to the practice(s). To maintain the transaction history for providers, a provider user cannot be unassigned but can be locked.

1. Navigate to Web User Roles then click Edit User. Edit (User Name) opens.
2. Click Unassign User. The Unassign User pop-up opens.
3. To confirm, click Unassign. The user is unassigned from the Tebra account.

After the user is unassigned, their email address is updated with a preceding "archived_" (e.g., archived_jadams@ tebratest.com) and displays in reports and audit logs when applicable to indicate the user was unassigned.