Add a New User

Learning Objective Review User Setup needed for EHR Review Security Keys and Menu Options Review How to properly inactivate a user

Providers Use current setup- Provider Add/Edit PROVIDER key is given automatically Authorized to Write meds field set to YES Need the DEA# or VA# for narcotics Sites need to make sure they have their institution DEA# stored in the Institution file

Assign RPMS Keys and Primary menu Assign user keys according to duties Assign AKMOCORE as Primary Menu Assign correct Fileman access code Refer to technical manuals for info on keys and fileman access code

Secondary menus Assign Secondary Menu necessary for EHR component and other GUIs Mag Window (vista imaging) VENZMENU (Well Child Component) BJPNRPC (Prenatal Component) BMXRPC (Practice Management GUI) BSTSRPC (IPL component) BQIRPC (iCare) BTPWRPC (iCare CMET) BGPGRPC (CRS GUI) BDMGRPC (DM GUI)

EHR SETUP

EHR Ordering Key ORD (Order Entry Configuration Menu) KEY (Key Management) Allocate OE/RR security Keys Providers need the ORES key Do NOT give people more than one ordering key

TIU User Class TIU Maintenance Menu User Class Management List Membership by User Enter User Name ADD the appropriate user class Set start date back a couple of days Do NOT enter a termination date

PCC Keys BGO keys – POV, CPT, Reproductive History, etc BGOZ CAC only give to CAC and co-CAC BGOZ – Do not assign the BGOZ View Only if assigning other BGOZ keys BIZ keys – for Immunization BIZMENU, BIZMANAGER, BIZ EDIT PATIENTS GMRA – for allergies

Providers that are also CAC BEHOZMENU – for EHR Configuration Menu CIAV Compose - for VueCentric template building CIAV Design – for VueCentric template building TIUZHIS and TIUZMGR – for CACs and Chief, MIS

Electronic Signature User should set this up User’s Toolbox or EHR GUI Electronic Signature code edit User will need a signature block and title Signature will appear on notes and orders- should be appropriate Phone numbers will also appear Signature code can be any characters 6-20 but must be entered in upper case

Clean up User forgets signature code – This will happen a lot IRM can clear it out The user then needs to make another one either through RPMS or EHR

Other Users Nurses need ordering key ORELSE Pharmacists May Need to be Entered In as Provider as RPh or CPS All users need a TIU User class Everyone needs an electronic signature code National Business Office Coordinators meeting in Dallas & National pharmacy council minutes state that a clinical pharmacist should be entered as user class 67 only. The business office stated that using two user classes for one provider is confusing. Clinical services should be determined by the clinic and coding rather than the provider code.

Additional Setups Add new user to Mail group as appropriate Create the clinics for those users that see patient in schedule Behavior Health provider Update BH site parameter to allow the user to see BH records

Additional Setups IPC sites or site that assign patients to a Primary Care Provider Edit PCP or PCP team with the new provider and assign patients to new provider per policy In-house consult service providers, assign new providers to consult teams

Issues User can’t see any EHR template User can’t sign orders Check to see if in correct TIU user class User can’t sign orders Check for CPRS Order key User can’t write narcotics order Make sure DEA# or VA# has been entered

Issues User can’t add or edit problem list, POV, CPT BGO keys have not been assigned BGO View Only User doesn’t get the signature box User doesn’t have electronic signature code

New User Check-list Add using AVA IHS provider/person add/edit menu option Edit User, User management menu option Make sure to give them the correct person class according to their credentials: Reference site, https://npiregistry.cms.hhs.gov/

Add New User Check-list Add Keys Reference document, Excel Sheet “Copy of user template” according to their duties, assign to mail groups, I added some groups but this list is not all inclusive RCIS Staff need to be added to following mail groups: BMC IHS ALERT BMC INHOUSE ALERT BMC OTHER ALERT BMCPRCSTAFF

Add New User Check-list Mail Groups Continues CAC staff add to the following mail group PXRM ERROR TIU CACS DGPF Local Flag (if your site created a local mail group, use that local group instead) HIM staff to: TIU MIS ALERTS BEHOCCD HIMS TOC

Add New User Check-list Mail Groups Continues Pharmacy staff: GMRA MARK CHART GMRA P&T COMMITTEE FDA GMRA REQUEST NEW REACTANT GMRA VERIFY DRUG ALLERGY GMRA VERIFY FOOD ALLERGY

Add New User Check-list Assist user with Electronic Signature Creation Providers with scheduled clinics Create the clinic Behavior Health Providers Edit BH site parameter

Inactivating User Assign a surrogate (Alert Kernel) Set Disuser field De-Activate user in the AVA add/edit provider menu option Remove user from any mailman group, consult team PCP, assign patients to new team member Review provider’s chart deficiencies and forward these appropriately

Inactivating User Clinic Review waitlist Move patient in an appointment or new waitlist Re-schedule patients Inactivate clinic

Questions and Discussion