Application Users |
  
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The APPLICATION USERS menu is where user access and permissions are managed in the software.
Add new users by clicking ADD.
Edit existing users by clicking CHANGE. Select a user from the drop-down list. To delete a user, select the user and click DELETE.
The screen prompts are:
USER ID - Type in a 3 character code for the User ID. To look up existing users, view the drop-down list.
FULL NAME - Type in the user's full name. Use up to 30 characters.
PASSWORD - Type in the user's password (this does not show.) When first setting up passwords, use the same code as the User ID (example: JFD for user ID and JFD for the password.) Once the user's IDs have been set up, each user can change their own password within the CHANGE PASSWORD menu option. Alternatively, you can log in as your employees for the first time and assign them a password that you control.
ACCOUNT LOCKED - Clinics can configure (in CONFIGURE SYSTEM SETTINGS > SYSTEM > Security Settings) that only a specified amount of failed log in attempts are permitted prior to an account (user) being locked out for a specified amount of time. If an account (user) is currently locked out due to failed log in attempts, the check box will appear here in the APPLICATION USER window. To manually unlock an account (user), simply uncheck the ACCOUNT LOCKED flag. (Note that the ACCOUNT LOCKED flag cannot be
2-FACTOR VERIFICATION CODES - If 2-Factor Authentication has been turned on as a security setting within CONFIGURE SYSTEM SETTINGS > SYSTEM > Security Settings. This window will show details about this user's past log in's from IP addresses, web browsers, operating systems, verification codes used and which email addresses were used to distribute the codes to the user. Use the DELETE button to delete an IP address, which would force the user to do the 2-Factor Authentication steps again when using that IP address again. Use the REFRESH button to refresh the details presented. Press the OK button to close the screen and return to the previous screen.
FORCE NEW PASSWORD ON NEXT SIGN IN - Check this field if this User should be forced to create a new password the next time they log into the software. The User will be presented with screen when they log in next, that forces them to confirm their old password and enter a new password.
EMAIL ADDRESS - Type in the user's email address if applicable, or press Enter to leave blank. (Note if 2-Factor Authentication is turned on, the email address field will be mandatory by default.)
SPECIALIST NAME - If this user is a specialist, select that specialist here if importing NOAH (either manually or automatically) and then associate the NOAH ID below that belongs to this specialist.
NOAH ID - Based on the selected Specialist above, the specialist's NOAH ID should be selected.
ALTERNATE USER ID - This field is populated via the APPLICATION IMPORT to reference what the user's user id was in a previous OMS system and is only FYI.
COUNSEL EAR EMAIL ADDRESS - If integrating your CounselEAR with Manage, please enter your CounselEAR email address here.
COUNSEL EAR PASSWORD - If integrating your CounselEAR with Manage, please enter your CounselEAR password here.
DISABLED - Click this field to disable this user's access to the software. The user can only log back in once this flag has been unchecked again.
SECURITY ROLES - Assign a Security Role to this user by clicking the ADD button. Security Roles can be added or deleted from this User ID at any time. Security Roles available to choose for a user need to exist MAINTAIN SECURITY ROLES. (See MAINTAIN SECURITY ROLES for more information.) You can add multiple Security Roles with the ADD button or delete a Security Role using the DELETE button.
Click the CONTINUE button after you have selected the Security Role for this user.
On the main screen next is...
SECURITY PARAMETERS - Assign which permissions will be granted to this User ID.
*Note - Since parameters regarding permissions can be set both in APPLICATION USERS or SECURITY ROLES it is important to note that users will be assigned the highest permission if they belong to multiple security roles. For example let's assume a user has permission to discount invoices up to 10% on their user profile within APPLICATION USERS (within THIS screen), and belongs to Security Role #1 which has a limit of 35% on discounts and also belongs to Security Role #2 which has a limit of 22% discount permissions the user would have a 35% limit of discounts assigned as that was the highest permissions allocated to this user. It is not necessary to have permissions itemized at both the APPLICATION USER level and the SECURITY ROLE level as all permissions will be designed to review both places.
UNLOCK SENT EDI ORDERS - Check this to allow this user permission to edit or "unlock" an Order that has been sent via EDI Web Service integration.
ALLOW DATE RANGE OVERRIDE- Check to allow this user to be exempt from any date range controls that may be set up.
ALLOW EDITING OF VISIT NOTES - Check to allow this user permission to edit previously created visit notes regardless of when the visit note was created. If within Security Settings (CONFIGURE SYSTEM SETTINGS > SYSTEM > SECURITY SETTINGS) the VISIT NOTE EDIT DAYS has been defined, checking this field will allow the editing of visit notes regardless of how many days have been set up.
ALLOW EDITING OF PATIENT REPORTS - Indicate if this user has permission to edit or delete patient reports. Note that editing or deleting patient reports are only allowed up to 30 days after the note was created. Patient reports created more then 30 days ago are automatically locked.
ALLOW ENTRY OF TASKS - Indicate if this user has permission to create/assign new Tasks to other USERS, other LOCATIONS (based on this users location permissions), both USERS and LOCATIONS or NONE. Tasks are created within Tasks (SYSTEM MENU > TASKS.)
ALLOW INVOICE CHANGES - Indicate whether this user the ability to edit invoices.
ALLOW PATIENT STATUS CHANGES - Indicate whether this user has the ability to edit a patient file status. (IE: Active, Deceased etc.)
ALLOW RE-EXPORT OF A/R PAYMENTS - Indicate whether this user has the ability to re-export A/R payments. (Note this has accounting ramifications that should be considered before granting this permission.)
ALLOW VOIDING OF A/R PAYMENTS - Indicate whether this user has the ability to void A/R payments. (Note this has accounting ramifications that should be considered before granting this permission.)
ALLOW CREDIT INVOICES - Indicate whether this user has the ability to create credit invoices. If this user can create credit invoices, indicate the maximum credit allowed.
ALLOW CREDIT PAYMENTS - Indicate whether this user has the ability to create credit payments (issue refunds.) If this user has permission to create credit payments then a maximum credit payment amount can be indicated as well.
ALLOW PRODUCT DISCOUNTS - Indicate whether this user has the ability to give product discounts. If this user is allowed to apply product discounts, the maximum product discount percentage can be indicated as well.
ALLOW ROUNDING AMOUNT CHANGES - Indicate whether this user has the ability to edit rounding amounts.
ALLOW EDIT OF LOCKED APPOINTMENTS - Indicate whether this user will be allowed to edit appointments with an appointment status that is "locked."
ALLOW DOCUMENT ARCHIVE RESTORATION - (Australia only) Indicate whether this user has the ability to restore archived HSP documents/ invoices.
ALLOW HSP CLAIM CONFIRMATION - (Australia only) Indicate whether this user has the ability to confirm HSP claims to be sent via E-Claiming. (Note this only applies to companies that have opted to enforce the Confirmation process in HSP PARAMETERS.
ALLOW RETURN ON APPROVED HSP CLAIM - (Australia only) Indicate whether this user has the ability to return approved HSP claims. Unapproved HSP Claims can be returned if it has been through daily close and it has not been approved and if the claim has not been through daily close and not approved it can be voided.
ALLOW REVERSAL OF APPROVED HSP CLAIM - Gives permission for this user to reverse an approved HSP Claim (for Australian Clinics Only). This option allows only approved HSP Claims to be reversed (both products and services.)
Manage SECURITY PROFILE - Indicate this user will have the Manage security profile.
Next click OK to close the window after completing your selections for this user.
SESSION RESTRICTIONS - If your software has been set up with Session Restrictions. Please check with Auditdata (Client Services Department) if you are unsure you can manage those restrictions here on each application user. Indicate how many Maximum sessions this user can run at the same time and whether they can terminate the following: what the system default maximum is for session terminations, only their own sessions, all sessions or whether they are not allowed to terminate any sessions via the ACTIVE USER SESSIONS menu option.
Within the ACTIVE USER SESSIONS menu option, users who have been given permission to terminate either their own sessions or all sessions will be able view and terminate sessions.
Users given access to ACTIVE USER SESSIONS can view the session as they have been given permission to (above) and highlight and DELETE as necessary. A session is considered ANY function that is open, other than any menu screens. For example if a user has the Patient menu open only, that would not be considered a licence or a session. If that same user had the patient menu open on one tab and had the INVOICES & QUOTES function open on another tab, that would be considered 1 licence or 1 session. If that same user had the patient menu open on one tab, the INVOICE & QUOTE function open on a 2nd tab and had the AR INQUIRY OPEN on a 3rd tab, that would use 2 license's or 2 sessions. See Active User Sessions (SYSTEM MENU > ACTIVE USER SESSIONS) for more information.
Click OK to close the SESSIONS RESTRICTIONS window.
DEFAULT LOCATION - Press Enter for Head Office or type/select the location code for the clinic location most often attended by this user.
PROMPT FOR LOCATION - If the location assigned to this user is always the default location previously assigned, then check DEFAULT. If the user has access to ALL locations, check the ALL box. If the user operates at multiple locations, click SELECT and then in the SELECT LOCATIONS field, add the locations (one at a time) to which this user has access. If SECURITY REGIONS have been set up in Region Information (CONFIGURE SYSTEM SETTINGS > SYSTEM > REGION INFORMATION) then a entire security region can be added to a user as opposed to adding location permissions one clinic at a time.
MOBILE DEVICE ACCESS - Mobile Device Access can be set up to allow a user access and specify which Specialists schedule each user is allowed to see.
This screen prompts are:
ENABLE MOBILE DEVICE ACCESS - Check this box to allow this user to access our SH Mobile app.
MOBILE DEVICE PASSWORD - Enter a password for this user to enter in their SH Mobile app. The password must be 6 or more characters, and contain at least one number and one letter.
ALLOW APPOINTMENT ADD - Check this field to allow this user permission to ADD appointments to the APPOINTMENT SCHEDULE. Users can only ADD appointments to Locations and Specialists for which they have permission.
ALLOW APPOINTMENT EDIT - Check this field to allow this user permission to EDIT appointments in the APPOINTMENT SCHEDULE. Users can only EDIT appointments for Locations and Specialists for which they have permission.
ACCESS TO ALL SPECIALISTS - Check this field to allow this user to have access to all Specialists (no matter which specialists have "YES" beside "Selected." This also means that as new Specialists are added to the software, this user will automatically been given access to their schedule. If this field is not checked, the user will only have access to the Specialist's selected below.
Next select the Specialists to whom this user will have access. All specialists will appear in this column. If you have selected "ACCESS TO ALL SPECIALISTS" for this user, access to all users will be granted without having to manually toggle YES under the SELECTED column. To add Specialists to which this user will have access for the appointment scheduler, simply highlight the specialist name and press SELECT. Users can indicate that ONE Specialist be designated as the default specialist by clicking the DEFAULT box. The default specialist's schedule will be the one that shows up first when logging into the SH Mobile app. If no Specialist is marked as the default, the first alphabetical name will become the default when the user logs into the app.
You can later ADD or DELETE any Specialist as needed
If you haven't done so already, you will need to go to the App Store or Google Play to download the SH Mobile App.
Once the app is downloaded to your device, the first screen shows setting up the device to talk to Manage.
Settings for the server hosting Manage may need to be configured for use with the SH MOBILE APP. Port 8082 on the network router must be open and forwarded to the same port 8082 on the server. The external IP address of the server hosting Manage is also needed. Users given MOBILE DEVICE ACCESS will need to download the free Simply Hearing Mobile app from the iTunes Store (for iPhone) or Google Play (for Android). Then within the app on their device, users that are set up with Mobile Device Access will need to enter that the protocol is HTTP or HTTPS (if a security certificate has been purchased) the Server Details (URL for mobile access) and their User ID and Password as set up below.
Please contact the Support Department at Auditdata for more information.
Click CONTINUE to close the selection window for the mobile app.
SCHEDULE PARAMETERS - Select the locations for which this user is permitted to access the scheduler.
This screen prompts are:
VIEW ONLY - Check this box to indicate that this user can only VIEW the schedule, and not make any changes to it.
DEFAULT LOCATION - Select the default location that is to first appear when this user accesses the scheduler.
LOCATIONS AVAILABLE - Select if this user has access only to their default location, all locations or select locations (which can be identified in the next step.)
SELECT LOCATIONS - If the previous selection indicated that this user has access to select locations, then click the ... box and add the locations this user will have access to within the Appointment Scheduler.
Click OK to close the selection window.
Click SAVE to store changes. Click EXIT to close the window.