Caregivers are set up as users, just like providers and admins, but they get a simplified, restricted view. They only see the clients they are linked to and the areas your agency allows.
A single caregiver user can be linked to multiple clients, and clients can be linked or unlinked at any time without removing the caregiver's access.
Before you start
- A custom subdomain is required. Your agency must have a custom subdomain configured before caregivers can log in. Agencies can set this up themselves, with no need to contact Support.
- A person can't be both a caregiver and a provider on the same login. If someone needs both roles, they'll need two separate logins (for example, two different email addresses).
Configure Caregiver Access
- Go to Agency Configuration > Portal.
- Turn Caregiver Access on. When it's off, no caregiver can log in to Office Puzzle.
- Choose which areas caregivers can use, and adjust each one's settings:
|
Area |
What you can configure |
|---|---|
|
Required Documents |
Turn access on or off; choose which required (clinical) documents caregivers can see |
|
Document Templates |
Turn access on or off; choose which templates caregivers can see. Field-level access is also available (covered in a separate article) |
|
Files |
Turn access on or off; allow caregivers to upload files |
|
Calendar |
Turn access on or off; choose which appointment types caregivers can see; allow caregivers to cancel appointments |
|
Secure Messaging |
Turn access on or off (see the Secure Messaging guide) |
Note: After changing these settings, you may need to refresh the page or log in again.
Give a caregiver access
- Open the client profile and go to the Caregivers section.
- Add a new caregiver, or open an existing one.
- Turn on Give Portal Access.
- Save the caregiver.
When you save, Office Puzzle creates a caregiver user (if one doesn't already exist) and emails the caregiver an invitation.
What the caregiver does next:
- Opens the invitation email and clicks the registration link.
- Creates a password.
- Logs in and accesses the client's profile.
What caregivers see
Dashboard. A simplified dashboard without features caregivers don't need. It shows:
- The clients the caregiver can access, on the left side, labeled Recipients
- Recent events they may need to sign, across all of their linked clients
Client profile. It looks similar to the provider view, but only shows the areas your agency enabled.
- Calendar: A simplified schedule showing only the allowed appointment types. Caregivers can open an appointment, sign it, and cancel it if that permission is on. They see less detail than providers do.
- Documents: Only the document templates (for example, service logs) they've been given access to.
- Required Documents: Only the allowed required documents. Caregivers can act on them, for example by uploading a file, and the document's status updates automatically.
- Files: Any files shared with them. If uploads are allowed, they can also upload files here.
- Messages: Available if Secure Messaging is enabled for caregivers.
Frequently asked questions
-
Why can't caregivers log in? Check that a custom subdomain is configured, that Caregiver Access is turned on under Agency Configuration > Portal, and that Give Portal Access is on for that caregiver.
-
Can one caregiver be linked to several clients? Yes. They'll see every linked client on their dashboard, and events for all of them.
-
Can a provider also be a caregiver? Not with the same login. They'll need a separate caregiver login.
-
The caregiver can't see a document or appointment. Why? That document, template, or appointment type probably isn't enabled for caregivers in the Portal settings.
-
What happens if we turn Caregiver Access off? No caregiver can log in to Office Puzzle until it's turned back on.
Still require help? Contact Office Puzzle Support.