In Instinct EMR, a superuser is a practice team member who receives advanced training before go-live and serves as the primary resource for colleagues during and after implementation. This article covers what the superuser role involves, how many a practice needs, and what to know before go-live.
What a superuser does
Superusers get familiar with Instinct EMR before the rest of the practice and complete additional training ahead of go-live. During implementation, superusers lead their teams through the transition, answer workflow questions, and serve as liaisons between the practice and the Instinct team.
After go-live, superusers continue to support staff, train new team members, and help the practice adapt workflows over time.
Note: Superusers are different from admin users. Admin users handle the technical setup of Instinct EMR—editing products and groups, managing team member accounts, and maintaining practice configuration. A superuser can also be an admin user, but the roles are separate.
How many superusers a practice needs
Instinct recommends at least one superuser per shift or per service during go-live, especially for evening and overnight shifts. Coverage across all shifts ensures that every team member has someone available to answer questions in real time.
Superuser responsibilities during and after go-live
During and after go-live, superusers are expected to:
Champion the transition and keep the team's energy positive.
Help the team transition hospitalized patients from current treatment sheets into Instinct EMR on Day 1. Encourage staff to enter information themselves, as hands-on entry is the fastest way to learn.
Stay available throughout each shift to answer questions.
Communicate workflow challenges and questions to the Instinct team.
Continue leading the team and answering questions after go-live.
Train new staff members as they join.
Start an Instinct Committee at your practice and meet weekly or biweekly after go-live to address and document workflow changes.
Pre-training checklist for superusers
Before go-live, superusers should be comfortable with the following areas of Instinct EMR:
How to register a new patient and account in Business Office
How to schedule, edit, and delete appointment availabilities, scheduled appointments, and drop-offs in the Appointments Calendar
How to check a patient in and out of Instinct EMR
How to add new Referrers in Business Office
How to link an rVet to a patient and understand Shareville
Using the Charting section, including creating custom exam forms and recording patient information
Creating Estimates to share with clients and building treatment sheets from them
Using the Invoice section to build and edit invoices, document payments, and use Invoice Tags
Managing new and existing Prescriptions
Using the Comm Log to communicate with owners, referring veterinarians, and specialty veterinarians
Using Filters and assigning Doctor, Ward, and Service to all patients
Using the Ready to Admit and Ready to Go icons, and how they will work best for your practice
Triage Tags and the different ways to use them effectively in your practice
Moving patients from board to board and knowing when
How the exam and Hospitalization drop-downs work and their charging frequency
Using OP/IP Product Groups and specialty services
Using Bulk Edit and bulk discontinue
Ordering medications using the drug calculator and Plumb's integration
Ordering and updating IV fluids, CRIs, and IVF Additive orders
How to edit completed treatments
How to mark a treatment as Not Complete and reschedule it
Using the Assign to Me icon
How to use Ax Mode as an electronic anesthesia sheet
How special fees and timed fees work with Automatic Charges
How charges reach the Instinct EMR invoice
Managing Financials and the Account Ledger
Frequently asked questions
What's the difference between a superuser and an admin user?
Superusers are practice leaders who know Instinct EMR well and help their team learn it. Admin users handle the technical setup—editing products and groups, managing staff accounts, and maintaining practice configuration. One person can be both.
Do I need admin access to be a superuser?
No. Admin access is a separate permission granted to specific staff members. Being a superuser is a training-based role, not a software permission level.
Still need help?
Contact the Instinct support team via live chat or email at [email protected].