User Groups – EngagedMD

Overview

User Groups allow portal admins to bundle multiple staff users into a named collection (e.g., “Nurse Group 1”). Once created, groups behave like a reusable “team assignee” across the app:

Groups can be selected anywhere a staff user can be selected.
Groups are useful for assigning work to a team, filtering workloads by team, and handling rotating roles without reconfiguring workflows each time staffing changes.

The User Groups Permission

To Enable User Groups

Contact your EngagedMD Representative to enable this feature.

Groups not enabled for Portals with locations

If you enable the permission for a portal that has locations, user groups will NOT be turned on.
We currently do NOT support User Groups for clinics with locations

Managing Groups in the Staff App

Where to find Groups

In the Staff App:

Admin tab → Users section → Groups

If you don’t have the Can manage groups permission, you will not see this section.

Creating a Group

Go to Admin → Users → Groups.
Click Create group.
Enter a unique Group Name.
- Group names must be unique across the portal.
- If a duplicate name is entered, creation fails.
Add members from the dropdown:
- You can select any staff user, including staff members and doctors.
- There are no role restrictions as long as they’re staff.
- The dropdown allows unlimited selections.
- Remove a member using the X next to their name.
Select Doctor of Record (optional): If you select a doctor of record, this group will be associated with a specific doctor, allowing routing based on physicians. This can be used for identifying the team members supporting a Physician
Click Create.

A toast confirms: “Group created”, and the group appears in the list.

Searching Groups

The Groups page includes a search bar. Typing (e.g., “nurse”) filters the group list down to matches.

Editing Group Membership

From the Groups list, click on a group to open its details page.
You can:
- Add or remove members.
- Rename Group
- Delete Group
The details view shows member info including:
- Active status
- Admin status
- Email
- Role

Note: The group details view currently has no breadcrumbs, so navigating “back” is the primary return path.

“Zero-Member Group” Setup Strategy (Safe Configuration Tip)

Customers can create groups with zero members, attach them across workflows/care teams, and only add members later.

This is useful when customers want to:

Configure workflows safely
Avoid sending notifications before rollout
Test setup first, then “activate” by adding members

Where Groups Interact With the App

Groups appear everywhere staff users normally appear. Key interaction points:

1. Dashboard Filters

On the dashboard, the user filter supports groups:

Groups show up in the dropdown.
You can filter to a group to see:
- only patients assigned to members of that group
- group-level workload visibility

Groups are searchable within the filter dropdown.

2. Care Team Management

Anywhere you can add individual staff to a care team, you can add groups instead:

Supported locations:

Add/Edit Care Team from Dashboard
Patient Record header Care Team editor
Episode of Care Care Team editor

Click-through behavior

On the Episode of Care page:

With Can_manage_groups permission: group names are clickable and navigate to the group details page.
Without permission: group names are not clickable (display-only). Users see the group name, but not membership from this view.

3. Assignments as Participants

For patient assignments:

Groups may appear as participant “bubbles” in assignment rows.
Hovering shows the group name

This allows assigning participation responsibility to a team rather than a single user.

4. Form Signing / Signer Assignment (Biggest Benefit)

If a portal has Sign enabled and uses forms, groups can be assigned as a Signer

How it works

A group is selected as the signer during assignment.
The form shows the group as the signer initially.
Every member of the group gets a My Tasks notification that a form needs signing.
The first person in the group to sign becomes the actual signer in the record.

Important behavior detail

The group is only the initially assigned signer.
Once a user opens DocuSign and clicks Sign:
- The signer immediately changes from Group → Individual user
- The patient record updates to show the real signer
We need to test to confirm, but if a form is mapped to Doctor & gets assigned, then we re-map the form to Clinical Reviewer & create a User Group with both Doctor & Staff users, it looks like forms previously assigned (but not accessed yet) can get reassigned to the User Group. We need to confirm that a Staff user in that Group can actually then sign the form (which was mapped to Doctor when assigned).

This solves a major customer pain point where they previously used “hacky” workarounds to route a single signer field to a rotating set of staff.

Best Practices

Name by role or function, not individuals.
- Good: Nurse Group 1, Clinical Reviewers, East Region Coordinators
Use groups for:
- rotating responsibilities
- teams with shared signing duties
- coverage for PTO or scheduling
When deprecating:
- rename and/or empty membership (since deletion isn’t available yet)

Troubleshooting

“I don’t see the Groups tab.”

You don’t have the Can_manage_groups permission.

“Groups show up, but I can’t click into them.”

Only users with Can_manage_groups can click a group name to view details.

“A group is cluttering dropdowns.”

Rename it to clearly mark it as unused (e.g., XXX - do not use) and remove members.

“Signed-by shows a person, not the group.”

Expected behavior. Group is only for assignment; signer becomes the individual who completes DocuSign.