Managing Staff Groups

Staff groups enable administrators to send intramail messages and assign tasks to multiple staff members at the same time. The group functions as a shortcut, saving you the trouble of sending messages and tasks to each individual recipient. Practice administrators can determine whether or not a staff group can receive intramail messages sent from patients through the patient portal.

Additionally, practice administrators can designate a group to receive notifications when patients update their clipboard information in the patient portal.

  1. Log in to the Encompass web application as an administrator.
  2. Locate the Staff Groups tile and click Manage Staff Groups.
  3. Click the New Group action bar icon.
  4. Enter a descriptive Group Name.
  5. Click the Group Members field and select each staff member you wish to add to the group. Type a few letters of the staff member's name to filter the list.
  6. Select the Is Group Available for Patients to Intramail? check box to allow patients to message the group from the patient portal.

  7. Click Save.

    The group is created and available to receive intramail and tasks.

  1. Log in to the Encompass web application as an administrator.
  2. Locate the Staff Groups tile and click Manage Staff Groups.
  3. Locate the group and click Modify.
  4. To add staff members to the group, click the Group Members field and select each staff member you wish to add. Type a few letters of the staff member's name to filter the list.
  5. To remove staff members from the group, locate the staff member's name in the Group Members field and click the ×.
  6. Click Save.
  1. Log in to the Encompass web application as an administrator.
  2. Locate the Staff Groups tile and click Manage Staff Groups.
  3. Locate the group and click Modify.
  4. Deselect the Active check box.
  5. Click Save.

    The staff group is deactivated and no longer able to receive intramail or tasks but will remain in Encompass waiting possibly to be re-enabled.

  1. Log in to the Encompass web application as an administrator.
  2. Locate the Staff Groups tile and click Manage Staff Groups.
  3. Locate the group and click Remove.

    The staff group is permanently deleted.

  1. Log in to the Encompass web application as an administrator.
  2. Locate the Staff Groups tile and click Manage Staff Groups.
  3. Click the Firm Group for Notifications drop-down menu and select a staff group. If no groups are listed, go to To create a new staff group.
  4. Click Save.

    The selected staff group will receive an intramail message when patients update their clipboard information in the patient portal. To control how many of these messages the group receives, go to Managing Patient Portal Update Notifications.