Efficient EHR User Setup Guide

1. Add a New User

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

3. 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

4. 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

5. 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)

6. EHR SETUP

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. Issues • User can’t see any EHR template • 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

17. 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

18. 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/

19. 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

20. 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 • DGPF Local Flag (if your site created a local mail group, use that local group instead)

21. 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

22. 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

23. 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

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

25. Questions and Discussion