Overview

As a Tenant Admin (or Admin), you have full administrative access within your organization. You can manage users, configure settings, oversee claims processing, and manage your organization's subscription.

Dashboard Overview

Accessing the Admin Dashboard

1. Log in with your Tenant Admin credentials
2. Navigate to Admin → Dashboard
3. View organization metrics and quick actions

Key Metrics

Your admin dashboard displays:

• Total Users: Active users in your organization
• Total Claims: All claims (last 30 days)
• Acceptance Rate: Percentage of accepted claims
• Revenue: Total charges submitted
• Subscription Usage: Claims used vs. limit
• Active Alerts: System notifications requiring attention

Quick Actions

• Create new user
• Submit claims batch
• Run reports
• Check subscription usage
• View recent audit logs

User Management

Viewing Users

1. Navigate to Admin → Users
2. View all users in your organization with details on name, email, role, status, and last login

Creating New Users

1. Click Admin → Users → Add User
2. Fill in user details (First Name, Last Name, Email, Role)
3. Configure optional settings (2FA, password change requirement)
4. Click Create User

Available Roles

1. Manager (Level 3)

• Can approve claims
• Create and view reports
• View all patients and claims
• Cannot manage users or settings

2. Biller (Level 1)

• Create and submit claims
• Manage patients
• View basic reports
• Cannot approve claims

3. Auditor (Level 2)

• Read-only access to all claims
• View all reports
• Access audit logs
• Cannot modify data

4. Viewer (Level 0)

• Read-only access
• View claims and patients
• Limited reporting

Managing User Status

Deactivating a User

1. Open user profile
2. Click Deactivate User
3. Provide reason (logged in audit)
4. Click Confirm

User is immediately logged out and cannot log back in.

Reactivating a User

1. Filter users by status: Inactive
2. Open inactive user profile
3. Click Activate User
4. User can log in again

Organization Settings

Editing Organization Profile

1. Navigate to Admin → Settings → Organization
2. Update information:
   • Organization Name
   • Contact Information
   • Address
   • Tax Information (EIN, NPI)
3. Click Save Changes

Provider Management

Adding Providers

1. Navigate to Settings → Providers → Add Provider
2. Select provider type:
   • Individual: Single physician/practitioner
   • Organization: Group practice, facility
3. Fill in required information:
   • NPI (10 digits)
   • Name and contact information
   • Taxonomy Code (specialty)
   • Tax ID (EIN/SSN)
4. Click Save Provider

Payer Management

Adding Payers

1. Navigate to Settings → Payers → Add Payer
2. Search existing payers first (may already exist)
3. If not found, click Create New Payer
4. Fill in payer information:
   • Payer Name
   • Payer ID
   • Type (Commercial/Medicare/Medicaid)
   • Contact Information
   • Electronic Submission settings
5. Click Save Payer

Subscription & Billing

Viewing Current Subscription

1. Navigate to Settings → Subscription
2. View subscription details:
   • Current Plan
   • Price and billing cycle
   • Next billing date
   • Usage (claims/users)

Monitoring Usage

Track your usage to avoid hitting limits:

• Claims submitted (daily breakdown)
• Active users
• Storage used

Upgrading Subscription

1. Navigate to Settings → Subscription → Upgrade
2. Compare available plans
3. Select new plan
4. Choose upgrade timing (Immediate or Next Billing Cycle)
5. Confirm purchase

Reports & Analytics

Executive Dashboard

View high-level metrics:

• Revenue trends (current vs. previous period)
• Claims processed
• Approval rate
• Average processing time
• Top providers and payers

Standard Reports

Claims Summary Report

1. Navigate to Reports → Claims Summary
2. Set filters (date range, provider, payer, status)
3. Click Generate Report
4. Export as PDF or CSV

Denial Trends Report

Analyze denied claims to identify patterns and areas for improvement.

Revenue Report

Track financial performance including total charges, payments received, and outstanding AR.

Productivity Report

Monitor user productivity including claims created per user and error rates.

Audit Logs

Viewing Audit Logs

1. Navigate to Admin → Audit Logs
2. View all activity within your organization:
   • User logins/logouts
   • Data changes (claims, patients, users)
   • Permission changes
   • Configuration changes
   • Failed authentication attempts

Filtering Audit Logs

Filter by:

• User: Specific user or all users
• Action Type: Login, Create, Update, Delete, View, Submit
• Entity Type: Claim, Patient, User, Provider, etc.
• Date Range: Last 24 hours, 7 days, 30 days, custom
• Severity: Info, Warning, Error, Critical

Troubleshooting

Common Issues

Users Cannot Submit Claims

Diagnosis:

1. Check subscription status (active?)
2. Verify claim limit not exceeded
3. Check user permissions

Solution:

• Update payment method if past due
• Upgrade plan if limit exceeded
• Assign correct role if permission issue

Claim Submissions Failing

Solution:

• Verify provider NPI
• Verify payer ID
• Review claim validation errors
• Check provider enrollment status

High User Count Warning

Solution:

• Deactivate users who have left organization
• Upgrade to higher tier if needed
• Review user login activity

Frequently Asked Questions

Q: Can I create additional Tenant Admins?

Q: How do I add more users if I've reached my limit?

Q: Can I change my subscription mid-cycle?

Q: What happens if my payment fails?

Q: Can I export all my data?

Q: How long are audit logs retained?

Best Practices

✅ User Management - Do:

• Review user list quarterly
• Deactivate users who leave immediately
• Require 2FA for admins
• Enforce strong password policies
• Review user permissions regularly

❌ User Management - Don't:

• Share admin credentials
• Keep inactive users active
• Assign higher permissions than needed
• Use generic user accounts

✅ Security - Do:

• Review audit logs weekly
• Enable 2FA for all admins
• Use strong passwords (16+ characters)
• Log out when done
• Keep contact information current