From the main Quixote window; click on the Admin icon. This will open the Admin menu window.
Click on the Users button. This will open the Users window.
To Add a User:
Click on the add button at the bottom left of the window. The add user window will open.
Enter the users full name into the first, middle and last name fields.
Enter a unique user or logon name in the User Name field. The user name may be any combination of letters, numbers or punctuation. However it must be at least 1 character and it cannot start with a number or contain spaces.
In the password field enter a password for this user. The password may be any combination of upper or lowercase letters, numbers or punctuation. However it must be at least 1 character long and cannot contain spaces. Passwords are case sensitive, and, like most Windows programs, Quixote will mask the password behind asterisks when it is entered.
It is important to note that Quixote tracks all data entry by User Name. Sharing your password with other Users could lead to liability and possible HIPAA violations.
From the Default Clinic dropdown menu select a default Clinic for each User. This is the Clinic that will display on the appointment, provider, and payments windows for this user. Select the Clinic that this User works with most frequently.
Please Note: If you have not yet set up your Clinics in Quixote, you will need to come back to assign a default Clinic to each user after adding your Clinics.
You may wish to select a default Provider from the dropdown menu for this User. If a default provider is selected, this is the only Provider that will display, by default, on the appointment and provider windows for this user.
If a User works with multiple Providers and needs to view the information simultaneously, for example, when viewing scheduled patients, leave selected for the User's Default Provider.
Each Provider should select him or herself as the Default Provider.
Please Note: If you wish to assign a default provider to a user you will need to come back after adding Providers to Quixote and select the provider from the dropdown menu. For more information on how to enter providers, please return to the training menu and view the ADMIN / PROVIDER tutorial.
Q-MMUNICATE is an additional, optional, monthly service, offered by PPT 4Drs, that provides your clinic with an automated means of placing reminder calls to patients, the evening before a scheduled appointment. If you are a Q-mmunicate subscriber select your desired default option from the dropdown menu.
If "Default checked" is selected then all appointments made by this user will have the Q-mmunicate reminder service automatically set for each appointment. This means each appointment will get a reminder call, unless the user unchecks the Q-mmunicate reminder call box when they schedule the appointment.
If "Default Unchecked" is selected then all appointments made by this user will Not get a reminder call, unless the user checks the Q-mmunicate reminder call box when they schedule the appointment. Remember, the Q-mmunicate options are only applicable if the clinic is a subscriber to the optional Q-mmunicate service.
Click Save to save this user.
Now that we have saved the user, we must assign it to a group or give it some privileges. If you do not assign the user to a group or give them privileges when that user logs onto Quixote none of the Icons on the main screen will be visible and the user will be unable to do anything.
The easiest way to assign privileges is to use Groups. Click on the Groups tab at the top of the window. You will see a list of Groups currently set up in Quixote. To give this user all privileges assigned to a group, click in the checkbox next to the Group's name. A user may belong to multiple groups. For more information on Groups, Please return to the training menu and view the Admin- Groups tutorial.
Click Save.
To add privileges to a user or to see the privileges a user has, click on the privileges tab.
If the user is a member of a group or groups, all privileges associated with those groups will be selected and grayed out.
You may not remove a group privilege from a single user. If you do not want this user to have a grayed privilege, you must remove them from the group with that privilege, or remove the privilege from the entire group in the Groups section.
You may ADD privileges to this user by clicking on the checkbox next to that privilege.
If you want this user to have the ability to add, edit, or delete clinics, make sure those privileges are checked.
There are three privileges that no user should ever have. They are:
1. Appointments - edit cancelled
2. Appointments - edit deleted
3. Appointments - edit rescheduled.
If the user has these privileges, they have the ability to post charges or add SOAP notes to cancelled, deleted, or rescheduled appointments. If charges are posted to an appointment, Quixote will create a bill. Billing charges for unperformed services could result in serious ramifications.
Click save.
You may edit a user's login name, password, groups, or privileges.
To edit a user highlight the name on the list by clicking on it and click the edit button. Make your desired changes and click the save button.
DO NOT overwrite one user with a new user.
Why would that be a problem?
Let's say that Becky quits after a year, and you hire Tiffany. If you edit or change Becky as a user account into Tiffany, the history of Becky's activities will become Tiffany's history. It will be as if Becky never existed and Tiffany has worked at the clinic the entire time. This means that there is no accountability, and any errors made by Becky will not be traceable to Becky, but will, instead, appear in Tiffany's history.
You may also delete a user from Quixote. However, DO NOT delete any user from the system who's information appeared on a HCFA form - you may need to rebill. Simply edit the user to change the password, so they no longer have access to the system.
To delete a user, highlight the name on the list by clicking on it and click the delete button.
The PPT user cannot be deleted; however you may change the password.
DO NOT change the PPT user's password until you have finished configuring your Quixote system and added additional users.
