Skilled Nursing Facilities

Creating Security Users 

Security Users are accounts you create for anyone requiring access to your database. The Security User provides access for the user to log in to the application. The Security User and the role(s) assigned provide the appropriate access in the application for users to perform the responsibilities of their positions in your organization. 

Note

To create security users, you must have the Admin Security Role (system) or a custom role with equivalent security access.

After you create the user, you: 

  • Are directed to additional windows to assign roles and collection groups. You can assign roles and collections groups immediately or later.

  • Have options in the user list to: 

    • Provide access to facilities.

    • Disable the user. After you disable a user, some options are no longer available, and the option, enable, 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.

Create the New User

  1. Do one of the following: 

    • Single Facility: Admin > Setup > Security Users. 

    • Single Facility: Admin > Manage Users. 

    • Multi-facility: Management Console > Standards > Financial Management > Security Users.

Assign Role(s) to the User

  1. Select the Roles.

  2. If you select a role with access to Collections, click Save and Next.

Assign Collection Group(s) to the User

  1. Select Collection Group(s).

  • Long User Name - Type the first and surname 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, if required. Initials must be unique within each facility. 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. It is recommended to use a consistent format for all users across your organization. For example, first initial and surname or first name and first 3 letters of surname.

  • 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 province requires secondary authentication in PointClickCare. 

    For more information, see Second Factor Authentication Guide.

  • 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.

  • 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. 

  • Surname - 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, if Designation is blank, appears for the signature on documents. For example: 

    1. A clinician's Position is RNAC.

    2. eSignature requires the user's name and credential, R.N.

    3. To override the Position, you must type RN in Designation. 

    4. 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 PointClickCare.

  • Password - Type a password based on your organization's password parameters specified in Password Rules. 

  • Confirm Password - Type the same 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, type the same 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 Tab - Select the tab where the user lands if accessing a resident chart in the Admin application.

  • Default Care Tab - Select the tab where the user lands if accessing a resident chart in the Clinical application.

  • Auto Page Setup - Select option to initialize auto set-up of printing formats in the application.

    Important

    If you do not select Auto Page Setup, the user is not prompted to install the Mead-co script and cannot view reports in the application.

  • Remote User - Select option to allow access to PointClickCare from outside the facility. 

  • Enterprise User - Available in multi-facilities. Select if the user requires access to all the facilities. If you select:

    • The user can access information in all facilities.

    • In Security Users, the access option to assign facilities is not available.

    To provide access to only some facilities, 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.

  • 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.

  • 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.

  • 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 applicable. Used in single facilities to filter the resident list view to records they are given access. 

  • External Facility - Select the corresponding External Facility if applicable. Used in single facilities to filter the resident list view to records they are given access.

  • Log into IRM - Select to direct the user to the IRM application upon login. 

  • Default Facility - Available in multi-facilities. Select the facility where the user lands when logging in.

  • Comments - Type the information. For example, User is on maternity leave and plans to return to work in 6 months, on mm/dd/yy.