New Fold User Checklist

• Email address. The email address used to invite a user cannot be changed, be sure to use an appropriate email for each user.
• Location(s). A Provider’s location affects appointment scheduling (including patient self-scheduling, if applicable). 
• Role. You can add or remove access to features in Fold based on the “Role” of the employee. Role-based features are a safety net to limit access to certain tabs in Fold (e.g., Settings or Scheduling). To view/manage what permissions each ‘Role’ has, navigate to Settings → Account → Access Control.
• Link the staff member to the EHR. This ensures the Fold user is mapped to the corresponding user in the EHR, so that the bidirectional flow of data (e.g., appointments) is accurate and the provider is able to access Sidecar via the EHR. Click on. Provider Name > Select Map User to EHR.

Settings > Calendar > User Availability > Search for user > Click Ellipsis next to user name > Edit

• Fold recommends configuring user availability for each individual user. If you do not configure calendars at the individual user level, the Fold system will default them to the Practice/Office Availability you have set; this affects when the user's in-office vs. out of office phone trees and away messages are active. 
• If you offer both in-clinic and virtual appointments, for anyone who uses Fold for scheduling, add User Availability for both virtual and onsite locations.

Allows the staff member to see incoming SMS messages for that phone number and send outbound SMS messages from that phone number. 

Also allows the staff member to be tagged in, or assigned to, any SMS conversations using that phone number.

Click on your new phone number and assign it to the appropriate user. Assign phone trees for office hours use, out of office use, and holidays. Select other users who should have access to the SMS inbox of the number. Add an auto reply for the number to trigger outside of the assigned user's or location's business hours. 

Allows the staff member to see incoming secure app chat messages at a specific location, send outbound secure app chat messages, and allows a staff member to be tagged from any chat conversations or assigned to any chat conversations. 

A pop-up will appear and ask if you want to add the new user to existing chat groups or only new groups moving forward. Most of the time, you will want to add the user to existing chat groups.

Essential for staff members to be able to add/edit another user's schedule. By user, select the “edit” (pencil) icon and select the names of the users for whom this user can view, edit and schedule appointments. For example: Medical Assistant A can manage the calendars for Physicians X, Y, and Z.

Best Practice: Fold customers frequently use task pools for groups of people who complete similar types of work, for example, Front Desk Task Pool. This allows users to send tasks to the entire group, allowing the task to be picked up by the staff member who is first available to complete it.  

Essential for staff members to be able to view or manage tasks for another user. 

By user, select the “edit” (pencil) icon and select the names of the users for whom this user can view, edit and complete tasks. For example: Medical Assistant A can manage tasks for Physicians X, Y, and Z.

Whitelist users for Sidecar (If applicable)

Mapping users in Fold to the EHR is required to connect actions in Fold back to actions in the EHR. A “provider” user is mapped to the EHR if they have the EHR tag next to their name. If a user does not have the EHR tag next to their name, click on their name to edit the user and ensure there is a practice location added with the correct user selected under Map User to EHR.

To whitelist non-provider users (e.g., administrative staff, nurses) for Sidecar, please reach out to your implementation manager and include the user’s EHR username. 

Update your notification settings

Fold web app > Click on your initials in the top right > Notification Settings. 

Add block time to your calendar

This step is only needed if you are not integrating with your EHR. Elation and Athena automatically sync block time into Fold.

Please contact your implementation manager to enable the Outlook or Gmail integration in your tablespace. After setting up the email in Fold, it will sync all incoming and outgoing emails, regardless of whether they were sent through Outlook. Note that Fold will not sync previous emails; the sync begins from the moment the Outlook account is configured in Fold. 

Best Practices:

• Integrating your practice’s general mailbox (i.e., info@yourpractice.com) allows you to view these emails right from Fold.
• Fold recommends integrating email addresses whose users are primarily focused on clinical care and patient interactions. We do not recommend integrating email addresses where most of the emails are not with patients and/or leads.