Step 1. Add a Provider Record for a New User
- In the schedule view, select “Administration” in the menu bar at the top of screen.
- In the Administration Panel that appears, select “User Management” and select “Add a Provider Record”.
- Enter a unique provider number that has not been used before (you can find out by searching for provider records if you go to Administration > User Management > Search/Edit/Delete a Provider Record). You can also select “Suggest” to have a Provider No. that has not been used before suggested to you.
- Fill in all the appropriate information for the new user
- Provider No: Place a unique number to identify this user
- Type: from the drop-down menu, select the user's role in the clinic. This gives default access provisions to the user to different parts of the program
- 3rd Part Billing #: This field is used when an outside company does the billing for an office or clinic. This is usually the group number for the billing agency.
- Billing #: Example = 123456. This field is used if the individual is a doctor and would be their Ministry of Health billing number. There are billing function implications with this field. (E.g.: If the individual is a doctor and a number is not put in here, they will not show up on the provider list in the billing form.)
- Group Billing #: Example = B008, This field is used when the physicians are designated by the Ministry of Health as a group and are issued a group number.
- CPSID #: Example = 57111, this is the number assigned by the College of Physicians and Surgeons to the physician.
- Click the ‘Add Provider Record’ button when finished
Step 2. Add Login Information
A user’s password is their digital signature - they should choose it and use it with care and not allow unauthorized access to systems logged in to Avaros Open EMR. Ensure to enter a strong password, such as a 12 character random string of letters and symbols.
- Click on the ‘Add Login Record’ link
- Type in a login and temporary password (the doctor will set their password later)
- Click on the drop-down menu beside ‘Provider No.’ to select the user’s name
- Select the provider's expiry date from the calendar next to the Date text box. It is usually best, if the user is planning to stay for a long time, to make the expiry date many years into the future.
- Type in a PIN number. Only assign a PIN number if you want the user to be able to access the program from outside of the office.
- Force Password reset will ensure that the provider will change the password when they login for the first time.
- Clicking on ‘Add Record’ will save the settings and take you back to the ‘Admin’ page
NOTE: you will need to write down the login, password and PIN number to give to the new user. If you leave default settings for force password reset inform the new user to change their password the first time they use the system. As a deliberate security measure the administrator can only set, reset and delete passwords and cannot recover them.
Step 3. Assign Role(s) For the User
By default new users program access is severely restricted. You must assign one or more of the assigned roles to the user so that they can access the parts of Avaros Open EMR that they need.
- Search for the provider you wish to modify using the search field in the upper right corner
- Choose a role from the drop down menu and click one of the three available actions: "Add", "Update", or "Delete"
- Each new role will appear as a new row. Providers with multiple roles will have multiple rows in the chart.
NOTE: If you are shown a message "Role NOT added!!" you have already assigned this role to this provider.
In the example above the receptionist role for provider 910 has been deleted in the last operation (noted in the title bar) and a new role of Clinical Assistant is being added to them
Below are the available roles and their default settings:
Doctor: access to every part of Avaros Open EMR except the administrative view
Locum: access to every part of Avaros Open EMR except the administrative view
Nurse: all of the same permissions as a doctor or locum EXCEPT the ability to "Verify and sign Encounter notes
Receptionist: no access to doctors notes (E-chart), Rx, labs or the administration functions
Admin: access only to the administration functions (unless admin role is secondary to another role)