Creating Security Users
You must create a Security User for each person requiring access to Home Health Care.
Note
To create security users, you must have the Billing Security Role (system) or a non-system role with equivalent security access.
Only active users appear in the list. To see inactive users, use the filter in the Status column.
After you create the user, you:
Are directed to assign Security roles and collection groups. You can assign roles and collections groups immediately or later. The Security User combined with appropriately assigned Security role(s) provide application access. For more information, see Using System Security Roles.
Have options in Actions to:
Provide access to agencies.
Disable the user. After you disable a user, some options are no longer available, and the enable option appears.
Reset the user's password by clicking pwd.
Set up a new Physical ID and Digipass Serial # for secondary authentication by clicking 2nd-factor.
Can activate Emergency Access. For more information, see Activating and Deactivating Emergency Access.
To create the new user
Single Agency: Billing > Setup > Security Users.
Single Agency: Billing > Manage Users.
Multi-agency: Management Console > Standards > Financial Management > Security Users.
To assign role(s) to the user
Select the Roles.
If you select a role with access to Collections, click Save and Next.
To assign Collection Group(s) to the user
Select Collection Group(s).
Long User Name - Type the first and last name to identify the person assigned to the Security User.
Initials - Type the initials to access Point of Care (POC) or electronic Medication Administration Record (eMAR) applications. Initials must be unique within each agency. If 2 users have identical initials, add another identifier, for example, a number, at the end to make them unique.
Login Name - Type the unique part of the username. The username contains the organization code, a period and the login name. Use a consistent format for all users across your organization. For example, first initial and last name or first name and first 3 letters of last name.
Note
You can create a user for a surveyor or auditor. For example, use 1 of the following in the Login Name:
survey
surveyor
audit
auditor
External Unique ID - Type an ID from an external payroll or other type of database to cross-reference the user account.
Secondary POC Login Name - Not in use.
Physical ID code - You must scan the ID card at the barcode reader to register the ID. This option is used if your state requires secondary authentication in Home Health Care.
For more information, see Second Factor Authentication Guide.
Warning
Information entered in the Physical ID Code cannot be manually cleared.
Digipass Serial # - Type the number on the token device you assign to the user. For more information, see Assigning a Device Token to Users.
Email - Type an email address for Customer Support responses and setting up integration applications, for example, Document Manager and Integrated Direct Messaging. A valid email format is required.
Communication Email - Type an email address to provide access to the online customer community, The Pulse.
For Email and Communication email, you can type the part of your corporate email consistent for all users, and add the unique part of the email when you create a user. For example, @vhuy.org.
First Name - Type the name. This information is required for Single Sign On access to integrated vendor platforms.
Last Name - Type the name. This information is required for Single Sign On access to integrated vendor platforms.
Designation - Type the credential abbreviation. For example, RN, MD, CPA, CGA.
Important
You must complete the designation for Clinical users. On documents, the Long Username and the Designation, or the Position appears. If Designation is blank, the Position appears for the signature on documents. For example:
A clinician's Position is RNAC.
eSignature requires the user's name and credential, R.N.
To override the Position, you must type RN in Designation.
If you do not complete Designation, the user's name and RNAC appear in eSignature.
Department - Select an option. Department and Security Role combinations determine if the user has access to care planning.
Position - Select an option. If Designation is blank, Position is used to complete eSignatures in Home Health Care.
Standard Role - Select 1 or more options. The first 40 Standard Roles are based on the Job Title Codes required by the Centers for Medicare and Medicaid Services for Payroll Based Journal (PBJ).
Password - Type a password based on the password parameters specified by your organization in Password Rules.
Confirm Password - Retype the password to confirm accuracy.
Must change password on first login - Select option to require the user to change the password you assign to a confidential password the first time the user logs in. To help prevent unauthorized access, it is recommended you select the option for all users.
Alternate Password/PIN - Optional. Type a short password/PIN for Clinical staff to access POC and authenticate electronic signatures.
Confirm Alternate Password/PIN - If you use an alternate password/PIN, to confirm accuracy, retype the alternate Password/PIN.
Must change Alternate Password/PIN on first POC login - Select option to require the user to change the password/PIN you assign to a confidential password/PIN the first time they log in. To help prevent unauthorized access, it is recommended you select this option for all users.
Default Admin View - Select the area that opens when the user clicks Billing.
Default Admin Resident tab - Select the tab that opens for the user if opening a resident chart in the Billing application.
Default Care Resident tab - Select the tab that opens for the user if opening a resident chart in the Clinical application.
Auto Page Setup - Used with MeadCo ScriptX, which is an IE 11 add-on used to format reports. With the deprecation of IE 11, MeadCo ScriptX will no longer be supported.
Remote User - Select option to allow access to Home Health Care from outside the agency.
Enterprise User - Available in multi-agencies. Select if the user requires access to all the agencies. If you select:
The user can access information in all facilities.
In Security Users, the access option to assign facilities is not available.
In My Profile Settings, the indicator E appears in Admin User Type.
To provide access to only some agencies, do not select the option. After creating the user account, click access and select only the facilities where the user requires access.
Disable User Login - Select to disable the user account.
Max Failed Logins - Select the maximum number of incorrect logins allowed before the user account is temporarily locked for 5 minutes. If the account is locked and the user attempts to login, a message appears. Depending on the configuration in your database, you must select Use System Default and in Password rules, configure Maximum number of failed login attempts.
Single Sign-On Login Only - Select if your organization uses Single Sign-On (SSO).
Link to Staff - Populates if you link the user to Medical Professional or External Facility.
For more information, see Care Provider Access Only (CPAO) and Restricting Security Roles - Quick Reference Guide.
Valid Until - Select date the user account is disabled automatically. For example, if you hire temporary staff and you know the last date they are working.
Medical Professional - Select the corresponding medical professional if needed. Used in single agencies to filter the resident list view to records they are given access.
External Facility - Select the corresponding External Facility if needed. Used in single agencies to filter the resident list view to records they are given access. The Security option:
Admin > Organization Setup > Pharmacies and Other External Facilities determines if the list of Pharmacies and Other External Facilities is available in User Setup at the facility level.
Management Console > Management Console Standards > External Facilities determines if the list of External Facilities is available in User Setup at the Management Console.
Comment - Type the information. For example, user is on maternity leave and plans to return to work in 6 months, on mm/dd/yy.
Default Agency - Available in multi-agencies. Select the agency that opens for the user when logging in.