Office Personnel

Your System Settings screen lets you set up your system to require the operator to enter a password to perform certain tasks. The Office Personnel section lets you create passwords.

You can set up one password that is used by everybody or you can create a different password for each person in the office. There are two advantages of creating different passwords for each person:

  1. Each person in the office can be given his own level of authorization.
  2. You can see who made certain financial changes to your accounts using the system's audit trail reports.

Establishing Your Personnel Records

  1. When you select Office Personnel, the system will ask for your initials and your password. Only a person with a security level of 5 can get into the Office Personnel file. This keeps unauthorized people from seeing the passwords and security level assigned to other personnel.

    We have included a dummy personnel record for the purpose of getting into this file the first time.

  2. Type the initials DTC, the password DTC and click Apply. To keep the password discreet, it will not be displayed as you type it.

    If you enter a valid password, the system will give you a list of the existing personnel records.

  3. Click the Insert button to create a record for the doctor.
  4. Fill in his initials, name, and password. And BE SURE to give him/her a security level of 5.
  5. Make note of the doctor's password. If you forget your password and Data Team has to help locate it, there will be a minimum support charge of $25 (unless you are on an annual maintenance plan).
  6. Once you have created the doctor's personnel file and given him a security level of 5, you can delete the dummy record that came with the system so nobody else can follow these directions to access the personnel file. To do so, highlight the dummy file and click the Delete button.
  7. You can now proceed to add the other personnel records - assigning a password and security level to all the relevant people in the office.

Security Level Definitions:

  1. Person can get into system
  2. Person can do the above and get into Family Ledger to review and add transactions
  3. Person can do all of the above and perform simple transaction edits (like changing tooth#)
  4. Person can do all of the above and change transaction dollar amounts and delete transactions
  5. Person can do anything (including changing personnel passwords and security levels)

Once you have created your personnel records, proceed to System Settings to set the overall system security.