Staff Management
Manage User
A username can be changed here if the wrong one was entered upon creating the Staff. First and Last Name, Display Name (used throughout InCare), and Email address can be changed on this panel.
You can Deauthorize a Staff, which doesn’t allow the Staff to log in any longer, and also removes them from most dropdowns in InCare. A Staff can be reauthorized using the same button.
Remove Account Lock is used to immediately unlock a user’s account after too many unsuccessful login attempts.
Change Password
You can set a new password for a Staff here. The Reset Password button will send the Staff an email with a Password Reset link.
Change Roles and Clients
You can designate Roles to determine the level of access. The tier structure for management powers from highest to lowest is as follows:
Admin > Director > Manager > Family Advocate > Lead > Staff > Guardian > Client
QA and AFC are unused, these were legacy roles that haven’t been removed yet, and can be ignored. If you do accidentally designate a QA, they have the same power as a Manager
When assigning Clients, the following powers are designated per role association:
Director - Has admin priveleges for most of InCare, and can manage all aspects of a Client assigned.
Manager - Can manage most things in InCare, can manage most aspects of a Client assigned.
Lead - Can only approve Notes and manage Schedules for the Clients assigned.
Staff - Access to functionality Staff need for their daily use in InCare, Schedules, Daily Notes, and most Reports.
Guardian - Has access to Guardian functionality in InCare. Guardians can provide their signature on Notes for Clients when needed
Family Advocate - Allows Scheduling and basic Reporting only.
Family - Used to associate Clients with Staff, these associations are used for rules regarding Scheduling for family members for certain services.
Managing Staff - This association is unique to Staff only, and allows for Staff-to-Staff association. The only place this is applicable is for Note Processing. These associations allow for Staff to approve Time Entries and Expenses of other Staff. We recommend reserving these associations to Manager roles or higher.
Company Tags
Relatively unused in many areas of InCare, but helpful for larger companies with lots of Staff or Clients that need to classify InCare users with a branch of the company.
Profile
We’ve condensed the most common profile properties that companies use into the Staff Profile. Information is versioned, and historical data can be viewed by clicking the magnifiying glass icon in the Profile field.
InCert
Used to designate fulfillment of Requirements and Certifications for InCert. InCert goes beyond the scope of this document, but you can find more information on InCert in the full InCare System Guide.
Client Management
Manage User
A username can be changed here, First and Last Name, Display Name (used throughout InCare), and Email address.
You can Deauthorize a Client, which removes them from most dropdowns in InCare. Deauthorizing a Client also makes them unavailable for Scheduling. A Client can be reauthorized using the same button.
Change Password
You can set a new password for a Client here. The Reset Password button will send the Client an email with a Password Reset link.
Change Roles and Staff
A Client should have the Client role designated to them in the Access Role listing. We recommend avoiding assigning other Access Roles as this action could lead to unpredictable use of InCare.
If you’ve assigned Staff from Staff Management to the Client’s associations per role access level, you’ll see them here. If not, the breakdown of responsibility is as follows:
Director - Directors assigned to the Client can manage everything for the Client
Manager - Managers assigned to the Client can manage most things, but can not manage a Client’s Service Contract
Lead - Managers assigned can manage basic information for a Client, such as Profile information.
Staff - Staff assigned can provide Daily Notes for a Client, as well as be Scheduled and have access to basic Reports for the Client.
Family Advocate - Staff can Schedule for the Client and other Family Advocates listed only.
Company Tags
Used for classifying Clients for a company’s branches (Residential, Home Health, Behavior, etc).
Profile
Client Profile Information is shown on every Daily Note. The Profile data is versioned, so only the relevant information needed for a point in time will be shown. Any historical data can be viewed by clicking the magnifiying glass icon in the Profile field.
InCert
Used for Client Tracking Requirements only. Certifications for Clients are not currently enforced and are only used for notifications and tracking.
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