Employee access can be set up and managed based on what an employee can see and what they can do in Pulse.

You can use the hyperlinks below to jump to specific sections of this article:

Setup

Creating an Employee Account

Users with a Business Owner or Business Manager role can configure employee access using the following instructions:

1. Click on the Menu > Settings > Employees > Employees.
2. In the Employee Management screen click Add a New Employee.

3. Expand Login Information and enable Allow Login?.

NOTE: A valid, unique email address is required for each user. The email address cannot be used if it has ever been utilized within another Pulse practice site or is enrolled in the Client Portal. 

4. Expand the General Information section.
5. Check the "Is Active" box.

• • First & Last Name: Required.
  • Designation: Can be used to indicate an employee suffix (such as VMD, CVT, LVT, etc.). Employees with the Veterinarian role will automatically have a DVM suffix placed after their name, entering a designation in this field will overwrite that default.
  • Initials: Will overwrite Provider names internally. 
    • If left blank, providers are listed by their full name and designation.
    • Full names and Designations still appear on externally printed or sent documents.
  • Email: Used to store an email address (not the login email). 
  • Roles: Required - See Employee Roles
  • Is Provider: Allows this user to be chosen as a Provider when invoicing treatments or scheduling appointments. 
  • Pin (only available when utilizing the Time Clock feature): A 4-digit number used for staff members to clock in and out. 
  • State & National License Number: Used to store employee-specific identifiers. Certain localities, states, and countries may have unique identifiers and can be entered into the State License or National License Number fields appropriately. Both fields are optional.
  • If IP Address Filtering is Enabled Exclude from the IP Address Filter: Will exclude this user from any IP address filters enabled, allowing login access from anywhere. 
  • Signature: Provider signatures can be added and would apply to the Rabies DVM Signature & Active Provider Signature Document Merge Fields
  • Address and Phone Information: These sections are Optional. 

Employee Roles

Employee Roles control what areas of Pulse a user can access. Users can be assigned multiple Roles under one login. 

• Users with an Admin Role should only be assigned a Provider Option Role if applicable. Otherwise, no additional roles are needed. 
• Users with a Staff Role should only be assigned an Adjunct Role if applicable. Otherwise, no additional roles are needed. 
• Adjunct Roles must be added in conjunction with another role or roles. They cannot function on their own.

Employee Rights

Reporting

• Create report type: Should only be accessed by Owners & Managers.
• Delete report type: Should only be accessed by Owners & Managers.
• End of Shift Report: This report can be used to balance your credit card machine back report to your reported sales in the system, balance your cash drawer, and make sure your check deposits in hand match what is recorded in the system.
• Sales Report: View all sales based on various criteria (i.e. Discounts, Provider Summaries, Transaction Breakdowns, etc.)
• Usage Report: Allows the user to see how different treatments have been used based on specified criteria over a period of time.
• Accounts Receivable Report: This report will show active clients with outstanding balances whether the invoice is open or closed as well as generate statements to clients via email or print to mail.
• Patient Reminders Report: Allows the user to obtain a list of future, current, or expired/overdue patient reminders and gives the ability to send out patient reminders from the report.
• Appointment Report: View a list of all clients and their animals with appointments in the timeframe chosen. Users can generate and print mass check-in sheets using this report. 
• Boarding Report: Generates a list of boarding reservations based on the selected filter criteria.
• Client Report: Generates a list of active and/or inactive clients generate a list for mass communication.
• Inactive Client Report: Generates a list of active clients who have not visited or made a payment in a certain time frame.
• Patient Report: A structured list of all patients.
• Inventory Report: A structured list of all inventory items.
• Billable Items Report: A structured list of all inventory items, services and labs.
• Referral System Report: Results will show revenue generated from a hospital and/or doctor referral, referred patients you’ve seen in your practice during the reporting period, and overall referred patient counts.
• Referral Report: Will show the user a list of the different client and non-client referrals you received over a certain period of time.
• Vaccination Report: Provides a view of all vaccines administered during a specified time period and allows users to mass generate rabies certificates.
• Prescription Report: Provides information on prescriptions that have been dispensed over the selected date range.
• Practice Trending Report: Allows the user to see trends in your practice over a set period of time in an easy-to-read line graph.
• Veterinary Services Delivered Report: Will allow the user to see provider production regardless of payment status based on many different criteria.
• Estimate Report: Returns a list of estimates based on the configured filter criteria, such as approved, declined, or expired status.
• Voided Payment Report: Generates a list of voided payments between a set start date and end date.

Medical Record

• Ability to override price during treatment: The user can change the price of individual billable items at the time of entering a treatment and Quick Invoicing.
• Ability to override item restrictions: The user can view billable item restrictions set up by patient weight, age, or species.
• Allow employee to move medical record entries from one patient to another within the same client: User can transfer medical records between patients under the same client account.
• Allow the employee to change provider on treatment even after paid or on the closed invoice: The user can change the provider assigned to individual billable items on paid or closed invoices.
• Allow the ability to apply multiple billable items to patients at once: Under Quick Invoicing, the user can enter charges for multiple patients under one client account. *The best practice recommendation is to turn this on for all employees.
• Allow employee to remove treatment items: The user can remove treatment items from open invoices. *The best practice recommendation is to turn this on for any employee in charge of entering or editing charges.
• Allow employees to view cost of treatment items: The user can view the cost of treatment items within the item details.

Checkout / Payment History

• Ability to give percentage discount at checkout: The user can apply a percentage discount to a client’s invoice total at the time of checkout.
• Ability to change deposit date from payment history: The user can change the date a payment was taken (deposit date) within the client payment history.
• Ability to change new account balance from payment history: The user can adjust the balance owed within a client’s payment history.
• Ability to change payment type from payment history: The user can edit the payment type (Visa, Cash, Check, etc.) for individual transactions within the client’s payment history.
• Ability to change client classification from payment history: The user can update the client’s client classification within the payment history.
• Ability to void a payment: The user can void processed payments within the client’s payment history.

Invoicing

• Allow employee to change invoice status: The user can change unpaid invoice statuses to either Open or Closed.
• Allow employee to split invoices: The user can split an invoice into two separate invoices.
• Allow employee to transfer invoice: The user can transfer an invoice from one client to another.
  

Miscellaneous

• Ability to delete client records: The user can permanently delete client record entries. *The best practice recommendation is to limit this right to a maximum of 2-3 users within the practice. This action cannot be easily reversed.
• Ability to delete patient records: User can permanently delete patient medical record entries. *The best practice recommendation is to limit this right to a maximum of 2-3 users within the practice. This action cannot be easily reversed.
• Ability to merge client records: User can merge duplicate client accounts together.
• Ability to merge patient records: User can merge duplicate patient accounts together.
• Can move billable items: Users with Inventory Manager roles can move billable items to different types. (Can move an inventory item to a service type.)
• Can view sensitive data: The user can view the Driver's License Number, Social Security Number, and Date of Birth fields within the client profile.
  

Settings

• Ability to manage document templates: The user can modify and edit document templates when generated.

FAQs

How do I reset an employee password?

Users can reset their own passwords. On the login screen, there is a ‘Forgot password?’ link a staff member can click to reset the password. 
Note: This option will only be available for staff who have a valid email address for their username.  

When logging in be sure to use the main login website login.evetpractice.com

If the employee is unable to log in after verification, a user with the Business Owner or Business Manager role can select the "Reset Password" button under the employee's login information to send an email asking to reset the password. 

If still unable to log in, please reach out to technical support for further assistance. 

How do I offboard or inactivate an employee?

You will need to have at least the Business Manager or Business Owner employee role assigned to your account to access the Menu > Settings > Employees > Employees.

Modify the following:

1. On the Employee Management screen, locate the employee to be modified and click on the green circle "Active" button to change the color to "red", indicating the employee is inactive.
   
   
   
2. Click on the pencil icon next to the employee's name and expand the Login Information section. Uncheck "Allow login?" and press Save.
   
   
   
3. Expand the General Information section and remove the email address from the email field to restrict password reset requests.
   
   
   
4. If enabled, uncheck the "Exclude from IP Address rule".
5. Save changes when done.
6. *Best Practice Recommendation for Employee Record Retention:
   • Support generally does not recommend ever deleting an employee. Marking the employee as inactive and disabling the ability to log in is preferred from a records retention perspective.
   • Employee records cannot be viewed once the employee is deleted.
   • Time clock entries cannot be accessed when an employee is deleted.
   • Do delete an employee if it is a duplicate account that has never been used and doesn't have associated data.
   • Local, state, and national laws regarding prior employee records retention may vary. Consult a legal expert regarding specific circumstances and questions.