Accessing Shepherd
To log in to Shepherd, you will have a clinic login as well as individual user logins. Once you are signed in using the clinic login, users will enter their unique PIN, which determines access levels based on user role permissions as well as tracks activity throughout Shepherd.
NOTE: Once done on any given device, each user should select 'Lock Screen' so the next team member can use their PIN to access Shepherd under their own role. This ensures team members aren't accidentally using one another's accounts creating inaccurate timestamps.
Take a Look
Clinic Login
A clinic login allows for your clinic's devices to all be logged in to one account, not linked to any individual user. We recommend saving the clinic login email and password on all of your clinic devices so the password does not have to be shared with all team members as remote access is granted by default with this login.
Creating the Clinic Login
Navigate to Admin -> Users
Select + Add New to begin creating a new user
Your first action on this page should be to select the clinic login checkbox
The fields will adjust so that the only required fields will be entering and confirming the email and password that will be used to log in to the clinic login
It is recommended that you use a generic clinic email address for the purpose (e.g., info@clinicname.com or help@practicename.com, etc.)
Once you select Save, your clinic login is created
Users
Each team member will have their own user login with a PIN and some may have additional settings like remote access or tracking production.
User Roles
A role is a set of permissions that permits or prohibits users from accessing certain functions or features of Shepherd (like locking/unlocking a SOAP, editing or voiding payments, running reports, etc.).
Because we want to give you as much control over how your team uses Shepherd, there are almost 40 permissions to choose from when making a specific role. For more details about each permission, check out our permissions guide.
User Remote Access
Remote access enables users to log in to Shepherd from anywhere on any device with internet access. This is generally a level of access restricted to users with greater responsibility at the practice who may need to work outside clinic hours or from a remote location.
NOTE: Any user can log in with an accurate user PIN under any set of login credentials if a remote access user locks their screen instead of signing out. The user will not be granted access to anything outside their specific assigned role permissions and all activity will be logged under the user to whom the PIN belongs.
User License Type
There are three different license types that will impact your monthly subscription cost for Shepherd. Subscriptions are based on doctor access and there is no additional charge for employee users. Note: there is an additional monthly charge for relief doctor licenses.
Doctor: this allows the user to be assigned to schedule providers, assigned to SOAPs, enter license numbers and signatures, etc.
Employee: all doctor users will be listed as an employee
Relief Doctor: relief doctors will have some limitations from a routine doctor such as not being able to be assigned to schedule providers
Creating a New User
Navigate to Users in your Shepherd Admin menu
Select + Add New to begin creating a new user
Select a user role
Note: this determines what functions and features the user has access to
Enter the user's first and last name
Note: you may change the user initials if you have two team members with the same initials
Select remote access if applicable
If selected, enter the user's email and desired password
Note: the user may change their password after logging in
Write down the user PIN to give to the team member as this will not be shown again after saving the new user
Note: PINs are automatically generated for security and are unique to each user
Choose a different sign-out period if applicable
Note: if a user is using a consistent device all day (i.e. front desk team members) you may want to extend their sign-out period vs user who consistently share devices (i.e. technicians) may have a shorter sign-out period in case they forget to lock the screen when done on the device
Select the appropriate license type
Once you select Save, the user is created
Deactivating a User
When a user no longer requires access to Shepherd, you can deactivate their user profile. If remote access was granted, this would stop them from being able to access Shepherd. Also, if it was a doctor user, they would no longer be visible in places like assigning to a SOAP.
Unlocking a User
A user gets locked out of their account when they enter their name/password too many times. You'll know you're locked out when you see a notification in the Shepherd's login screen, just above your email.
If this occurs, any user who has current access to the clinic account and who has the correct permissions can unlock the locked account by navigating to Admin -> Users and clicking on the 'edit' icon under the Actions column for the affected user (the locked user is indicated by the 'locked' column).
Once in the user edit screen, you will see an "unlock" option under the Actions menu.
