Properly setting up all employees in Practice by Numbers (PbN) is essential to generate accurate data for providers and create user accounts for your staff. While PbN attempts to automatically identify and categorize employees as Active or Providers (e.g., doctors or hygienists), these selections may not always be accurate. It’s important to review and verify these settings before saving.
Steps to Set Up Employees
Accessing Employee Settings
Navigate to Employee Settings:
Click on the menu in the upper-right corner of the page.
Select "Settings" and then click "Employees".
For Eaglesoft and Open Dental Users:
A "Positions" page will appear.
Verify that positions, position types, and providers are correctly marked.
Once confirmed, click "Next".
Marking Employee Status
Active:
Select the Active checkbox for employees currently working in your practice.
Only active employees appear as provider filters on dashboards and can have PbN user accounts.
When a new provider joins, mark them as active to begin generating data.
Note: Employees cannot be deleted in PbN, but you can deactivate them by unchecking the Active checkbox when they leave your practice.
Provider:
Check the Provider box for doctors or hygienists to ensure their data is displayed in PbN dashboards.
FTE (Full-Time Employee):
Check this box for full-time employees to enable "Production / FTE" and "Collection / FTE" KPIs. Leave it unchecked if these KPIs are not required.
Mapping Employees
Ensure each employee in PbN is correctly mapped to their profiles in your Practice Management System (PMS) and QuickBooks.
If an employee has multiple profiles in the PMS, combine these profiles into a single employee in PbN settings.
Obtaining the Provider ID
To configure PMS Writeback settings, you must obtain an active Provider ID from your PMS. Without this step, your data will not write back accurately. Below are the steps to retrieve Provider IDs for different systems:
Open Dental
Eaglesoft
Dentrix
By following these steps, your Practice by Numbers software will be correctly configured to track and generate accurate data for your practice’s providers and employees.