Basic Sitemanager Skills

1. Basic Sitemanager Skills Steve Bowman R.Ph. Information Systems Consulting

2. Today’s Topics • Sitemanager’s environment, duties, and tools • RPMS Menus, options, and keys • Creating Menus • Modifying Menus, display orders, mnemonics • User Management • Adding new users • Adding keys for users • Switch Identities • Terminating & Deactivating Users • Modifying user accounts • Provider Management • Adding new providers

3. Sitemanager Responsibilities • Maintain & troubleshoot the RPMS hardware • (add new printers etc.) • Set up and maintain the RPMS software • Install new versions and patches • Troubleshoot network problems • Local (LAN) and Wide Area (WAN) • Create & modify existing user and provider accounts • Temporarily or permanently terminate user accounts • Assist users with application errors/problems • Monitor and maintain system security • Monitor & maintain background processing environment (Taskman) • Monitor and troubleshoot programming system errors • Train new users to use the RPMS

4. Resource and Patient Management System • A set of decentralized, integrated computer applications designed to support the clinical and administrative functions of a health care program • Provides a comprehensive clinical, financial, & administrative environment • Designed for Health care programs that focus on • Preventive Health Service • Community Based Comprehensive Care • Comprised of • Multi-User Database • Caché programming Language • VA - Fileman, Kernel, & Applications • IHS Applications

5. Integrated Database Structure • Applications designed to either stand alone or integrate with each other • Integrated Data  Only need to enter once to be available to all applications

6. Sitemanagers work with 5 types of software • The operating system (AIX - Windows 2008) • The Caché programming language/Database • Database management system (VA Filemanager ) • The VA Kernel (Utilities to manage the RPMS) • RPMS Applications • both IHS & VA developed Applications System Utilities Database Manager Programming language Operating System

7. VA Kernel • Sitemanagers “Tool-belt” • Set of utilities used to manage the environment that supports the RPMS applications • Serves as an interface between the O/S, users, and RPMS applications • Each Utility has it’s own menu of options (tools) CORE Core Applications ... MENU Menu Management ... USR User Management ... DEV Device Management ... PRG Programmer Options ... TMM Taskman Management ... OPS Operations Management ... FM VA FileMan ... MM Manage Mailman ... SPL Spooler Menu ... SPY Information Security Officer Menu ... Select IHS Kernel Option:

8. Sitemanagers use the VA Kernel to • Add a new user to the system • Give a user access to a specific menu option • Add mnemonics to a menu • List all logged on users and the jobs they are running • List all the background tasks which are scheduled for the future. • Set up a new Printer or workstation • Delete a forgotten Access code for a user • Clear and Electronic Signature code for a provider

9. The VA Kernel Menu System • Establishes a structured environment • All RPMS menus are displayed in the same standard format • Regulates access • Determines what users can see and are able to do • Is Comprised of Menus, Options, and Security Keys

10. Menu System Terminology Each of these individually are options BH Behavioral Health Information System .. CHS Contract Health System ... PCCM Patient Care Component ... QMAN Q-Man (PCC Query Utility) REG Patient registration ... REPT PCC Management Reports ... PRV Add/Edit Providers Select IHS Core Option: Groups of displayed options are called a menu. 2-4 characters to the left are called Synonyms or Mnemonics • There are many different types of optionswith two fundamental categories • Menu - displays a choice of more options (can tell from display by the …) • Item - performs a specific action i.e. edit, print (no trailing … on display) • Menu type options can be categorized in 3 ways • Primary Menu - What displays for a user when the first log unto the system • Secondary Menu - Non-displaying options assigned to users on an individual basis by the SM • Common Menus - Non-displaying options that are assigned to all RPMS users • Keys are assigned to options to control access To the right of the Synonyms are the Menu Text Once a menu is displayed the user is presented with a prompt asking for a selection from the list

11. Primary Menus • Top level menu assigned to individual users • This is the display that the user first sees when logging in with their Access & Verify Codes • Are prompted with Select_____ Option: • From here they can • select from the list with a Synonym/Mnemonic or the Menu Text • use the ^ to jump to another option somewhere else in their menu structure • Enter ?? For help • The display may be one or more RPMS applications • Based upon which keys have been given to the user • The very top level Menu in RPMS is AKMOEVE • All other menus flow from this one • This is what sitemanagers should have as their primary menu • Some Areas use XUEVE or EVE • The very Top Application Menu is AKMOCORE • Some Areas use XUCORE • All RPMS users should have this as their primary menu

12. Instructions to new Users for first Login • Once you click on your PCs RPMS desktop Icon you will see the following prompts • ACCESS CODE: ******** • VERIFY CODE: • Enter a NEW verify code: ******** • Please RE-TYPE the new code to show that I have it right: ******** Type your access code and press the enter key TWICE. Note: as you type, only *’s appear on the screen. This is to prevent anyone from learning your access code by watching you log onto the system. If you followed the instructions above you will not have typed anything here. You will be prompted to enter a new Verify Code (next) You now need to enter your own code. CODES must be mixed ALPHANUMERIC, 8 to 20 characters, must not use your name, birth date or social security number ('^', ';', ':' not allowed). Enter one question mark “?” and the computer will give you an example you can use. Re-type the new Verify code you just entered above and press enter once. Again you will see only *** If you typed correctly you should now see you RPMS Menu selections

13. Using ?? At a Select Option: prompt PCC Patient Care Data Entry Menu ... QMGR Q-Man Site Manager's Utilities TX PCC Data Transmission Menu ... Select PCC Manager Menu Option: ?? PCC Patient Care Data Entry Menu ... [APCDMENU] **> Locked with APCDZMENU QMGR Q-Man Site Manager's Utilities [AMQQMGR] **> Locked with AMQQZMGR TX PCC Data Transmission Menu ... [APCPMENU] **> Locked with APCPZMENU You can also select a secondary option: PG Programmer mode [XUPROGMODE] **> Locked with XUPROGMODE Or a Common Option: BVP View Patient Record [BVPMENU] **> Locked with BVPZMENU PATH Menu Path [XUZUSERPATH] TBOX User's Toolbox ... [XUSERTOOLS] UML Check your Unix mailbox [AZUXUMAIL] VA View Alerts [XQALERT] Continue [XUCONTINUE] Halt [XUHALT] MailMan Menu ... [XMUSER] Restart Session [XURELOG] Time [XUTIME] Where am I? [XUSERWHERE] Select PCC Manager Menu Option: • Redisplays the menu with more information Name of the option as assigned by the programmer Name of the Security Key assigned by the programmer Secondary Menu Options are also displayed if any have been assigned Common Menu Options are displayed NamespacingConvention– 2-4 characters assigned to all applications when naming Options and keys

14. Non-displaying Menus • Follow the user wherever they are • If change from one application to another will follow • Use ?? To see them • Secondary • May be assigned to individual users depending upon their need • Can assign as many as needed • Common • Available to all users • Standard from the VA but can be modified locally (edit the XUCOMMAND menu option) RPMS Namespacing Convention • All applications are assigned 2-4 characters • For naming Options, Security Keys • To find out the namespace go to the menu and type ?? • Sitemanger uses this when allocating keys or modifying menus • Keys should have a Z after Namespace & before rest of option name

15. The Menu Management Tools • Located on the AKMOEVE Menu  Menu Management • Options sitemanager uses to • Modify and maintain options, menus, and system security EOP Edit options KEYS Key Management ... SMD Secure Menu Delegation ... Restrict Availability of Options OPTU Option Access By User List Options by Parents and Use HP Help Processor ... Fix Option File Pointers Display Menus and Options ... Show Users with a Selected primary Menu Out-Of-Order Set Management ... See if a User Has Access to a Particular Option Menu Rebuild Menu ... Select Menu Management Option: • Edit Options and Key Management are the most commonly used

16. Edit Options • This is the tool used to -Create new options -Edit existing options -Add or delete synonyms -Change display order -Lock or place options out of order -Edit menu text • A site manager could create customized local menus for special users needs by grouping menus and/or options from various packages together on a new master menu • To get to this tool • From The AKMOEVE menu choose Menu Management • Next select Edit options • You will next be prompted to Select Option name • Here you can choose an existing option or create a new one • When creating a new one use the namespacing AZ followed by the character that has been assigned to you IHS Area (A for Albuquerque, O for Oklahoma etc.) • Contact your Area support staff if you do not know which character has been assigned to your Area Office

17. Creating a new menu • Select Menu Management from the AKMOEVE Menu • Select Edit Options • Type in the name of the option you are creating • Start the name with AZ for Locally developed in the IHS and whatever third letter has been assigned to your Area • Then whatever else you want to name it to identify what it is i.e. AZASCBMENU would be a menu created by me in Albuquerque • At the Option Menu Text field type in what you want to display when it is placed on a menu • Enter down to the TYPE field and enter M for menu • Enter down to the Select Item field and enter in the Options that you want to display on this menu Select OPTION to edit: AZASCBMENU Located in the A (Local) namespace. Are you adding 'AZASCBMENU' as a new OPTION (the 9159TH)? No// Y OPTION MENU TEXT: Steve’s Demo Menu NAME: AZAMENU// TYPE: menu Select ITEM: XUPROGMODE<enter> Programmer Mode ARE YOU ADDING 'XUPROGMODE' AS A NEW MENU (THE 1ST FOR THIS OPTION)? Y MENU SYNONYM: PG DISPLAY ORDER: Select ITEM: AGVIEWONLY<enter> View a Patient’s Registration Data ARE YOU ADDING 'AGVIEWONLY' AS A NEW MENU (THE 2ND FOR THIS OPTION)? Y MENU SYNONYM:VIEW DISPLAY ORDER: ^ <enter> Name of your new option This will be a menu option Names of the options to display as items on your new menu Synonyms of these items on your menu

18. Once a menu is created there are 3 ways to access it • Assign it as a Primary menu • Assign it as a secondary menu • Add it to an existing Menu (using Edit Options) Select OPTION to edit: XU-SPL-MGR Spool Management NAME: XU-SPL-MGR// MENU TEXT: Spool Management// TYPE: menu Select ITEM: AZASCBMENU<enter> Steve’s Menu ARE YOU ADDING 'AZASCBMENU' AS A NEW MENU (THE 1ST FOR THIS OPTION)? Y MENU SYNONYM: SCB DISPLAY ORDER: Name of Menu option you’re adding your new menu to Your Menu option name Synonym that you want for your menu as displayed on the Spool Management menu • Select IHS Kernel Option: SPL Spool Management • Delete A Spool Document • Edit User's Spooler Access • List Spool Documents • Print A Spool Document • Spooler Site Parameters Edit • SCB Steve's Menu ... • Select Spool Management Option:

19. Adding or Modifying Synonyms • Select Menu Management from the AKMOEVE Menu • Select Edit Options • Type in the name of the MENUthat has theoption that you want to add the SYNONYM for • Go to the Select Item field and type in the name of the option that you want the SYNONYM to display for • Enter until the SYNONYM prompt appears. Type in 2 to 4 characters that you want to display on the menu next to this option Select OPTION to edit: XU-SPL-MGR <enter> NAME: XU-SPL-MGR// MENU TEXT: Spool Management// TYPE: menu Select ITEM: XU-SPL-SITE<enter> Spooler Site Parameters Edit MENU SYNONYM: SSPE DISPLAY ORDER: Name of Menu with that has option you want to add a synonym for Option that you’re adding the synonym for Synonym you want to show up on the menu

20. Modifying a Menu’s display order • It may be helpful to change the order that options are displayed on a menu to make it easier for users to find what they need. • Display order is sorted alphabetically by the Synonym or, if not present, on the Menu text. However, it can be modified as below; • Select Menu Management from the AKMOEVE Menu • Select Edit Options • Type in the name of the MENUthat you want modified • Go to the Select Item field and type in the name of the option that you want displayed in a different order • Enter until the Display Order prompt appears. Type a number between 1 an 99 Select OPTION to edit: XU-SPL-MGR <enter> NAME: XU-SPL-MGR// MENU TEXT: Spool Management// TYPE: menu Select ITEM: XU-SPL-SITE<enter> Spooler Site Parameters Edit MENU SYNONYM: SSPE DISPLAY ORDER: 1 Name of Menu with that has option you want to change the order for Option that you’re moving the display of Will make this option appear first (unless another option also has a display order of 1)

21. Security Keys • Another Menu Management tool is the Key Management system EOP Edit options KEYS Key Management ... Restrict Availability of Options Option Access By User List Options by Parents and Use Fix Option File Pointers Help Processor ... Secure Menu Delegation ... Display Menus and Options ... Menu Rebuild Menu ... Out-Of-Order Set Management ... See if a User Has Access to a Particular Option Show Users with a Selected primary Menu Select Menu Management Option: • Used by site managers to control system access by creating, allocating and de-allocating security keys Allocation of Security Keys De-allocation of Security Keys Enter/Edit of Security Keys All the Keys a User Needs Allocate/De-Allocate Exclusive Key(s) Change user's allocated keys to delegated keys Delegate keys Keys For a Given Menu Tree List users holding a certain key Remove delegated keys Show the keys of a particular user Select Key Management Option:

22. Creating a Security Key • If you wish to lock an option that does not already have a key associated with it • Use Enter/Edit Security Keys on the key management menu • Create the key using the namespacing convention described above • AZ for locally created • Third character determined by your Area Office • The letter Z followed by the rest of the option name that you will be locking • So, to lock the AZASCBMENU menu use Enter/Edit Security Keys as follows to create the key Select SECURITY KEY NAME: AZAZSCBMENU <enter> Located in the A (Local) namespace. Are you adding 'AZAZSCBMENU' as a new SECURITY KEY (the 934TH)? No// Y <enter> DESCRIPTIVE NAME: PERSON LOOKUP: KEEP AT TERMINATE: DESCRIPTION: No existing text Edit? NO// Select SUBORDINATE KEY: Select MUTUALLY EXCLUSIVE KEYS

23. Locking an Option • Next add this new key to the lock field for the option • From Menu Management choose Edit Options • Select the Option to be locked • Enter down to the LOCK field and type in the new key • Cannot enter it partially- it must be typed in exactly as it was named in Key Management Select OPTION to edit: AZASCBMENU OPTION MENU TEXT: Steve's Menu NAME: AZATEST// MENU TEXT: Steve's Menu// PACKAGE: OUT OF ORDER MESSAGE: LOCK: AZAZSCBMENU <enter> REVERSE/NEGATIVE LOCK: ^ <enter> • Once this is done the menu will not be accessible to anyone until they have had the key allocated to them

24. Allocation of Security Keys Allocation of Security Keys De-allocation of Security Keys Enter/Edit of Security Keys All the Keys a User Needs Allocate/De-Allocate Exclusive Key(s) Change user's allocated keys to delegated keys Delegate keys Keys For a Given Menu Tree List users holding a certain key Remove delegated keys Show the keys of a particular user Select Key Management Option: • Used to assign security keys one at a time • Sitemanager must hold the XUMGR key to be able to use this option • Key must exist (can’t create one on the fly) • Once the user has been assigned the key the option will appear on their menu and can be selected to perform whatever action it is programmed to do

25. Allocation of Security Keys • Select Key Management Option: Allocation of Security Keys • Allocate key: AZAZSCBTEST • Another key: AMQQZPROG • Another key: -AMQQZPROG Deleted from current list • Another key: • Holder of key: BOWMAN,STEVE • Another holder: USER,ASTUDENT • Another holder: -USER,ASTUDENT Deleted from current list • Another holder: • You've selected the following keys: • AZAZSCBTEST • You've selected the following holders: • BOWMAN,STEVE • You are allocating keys. Do you wish to proceed? YES//<enter> • AZAZSCBTEST being assigned to: • BOWMAN,STEVE Can assign just one key or keep selecting one after another Can choose a single user or multiple users Can remove keys or holders if entered erroneously by use the - Summary of your choices • This can be very time intensive for packages that have large numbers of keys • It is often more efficient to use the Mass Key Allocator option to give out all of the keys for an application and then use the De-allocate keys option to remove any that you do not want the user to have

26. Allocating Keys by Namespace • This can be done by running a Cache program directly or using an option created from it • From programmer Mode D ^AKMOSKEY (only for experienced sitemanagers) • From a menu option (usually on the operations Management menu) • Must de-allocate some keys (esp if use the * for SMs etc) • ORES, ORESMAS, ORESELSE (can on have one) • DGZNOCLN • BGOZ VIEW ONLY • Select Operations Management Option: MKEY Allocate Keys by Namespace • I'm ready to assign security keys but. . . • Please note - the POSTMASTER will be the assignee. • Enter Security Key namespace : // AG • Enter Security Key namespace : // BMC • Enter Security Key namespace : // • Enter User Name to be assigned keys: // USER,ASTUDENT • Enter User Name to be assigned keys: // • Assigning security keys. . . • AGZ X12 270/271 PROCESSING assigned to <USER,ASTUDENT>. • AGZADDRESSLBL assigned to <USER,ASTUDENT>. • AGZBILL assigned to <USER,ASTUDENT>. • AGZCARD assigned to <USER,ASTUDENT>. • AGZCHARTLBL assigned to <USER,ASTUDENT>. • AGZDELETE assigned to <USER,ASTUDENT>. • BMCZ MGR assigned to <USER,ASTUDENT>. • BMCZAUTOCLOSE assigned to <USER,ASTUDENT>. • BMCZCHS assigned to <USER,ASTUDENT>. • BMCZDELETE assigned to <USER,ASTUDENT>. • BMCZEDIT assigned to <USER,ASTUDENT>. • BMCZMENU assigned to <USER,ASTUDENT>. • BMCZSPECIAL assigned to <USER,ASTUDENT>. • BMCZSUPERVISOR assigned to <USER,ASTUDENT>. • <DONE>

27. De-allocation of Security Keys • Used to take away Security Keys one at a time • Must hold the XUMGR key to use this option • Key must exist (can’t create one on the fly) • Functions the same as the allocation option allowing selection of multiple keys and multiple users • To perform the function, a key must be in existence and owned by the user of this option • Once the key is de-allocated the option will no longer appear on the users menu • Select Key Management Option: De-Allocation of Security Keys • De-allocate key: AZAZSCBTEST • Another key: AMQQZPROG • Another key: -AMQQZPROG Deleted from current list • Another key: • Holder of key: BOWMAN,STEVE • Another holder: USER,ASTUDENT • Another holder: -USER,ASTUDENT Deleted from current list • Another holder: • You've selected the following keys: • AZAZSCBTEST • You've selected the following holders: • BOWMAN,STEVE • You are deallocating keys. Do you wish to proceed? YES//<enter> • AZAZSCBTEST being taken away from: • BOWMAN,STEVE

28. The VA Kernel User Management System • The primary security tool in RPMS • Used to • Create • Modify • Monitor Accounts • Located on the AKMOEVE Menu Add a New User to the System Grant Access by Profile Edit an Existing User Deactivate a User Reactivate a User List users User Inquiry Switch Identities File Access Security ... Clear Electronic signature code Electronic Signature Block Edit Manage User File ... OAA Clinical Trainee ... Person Class Edit Reprint Access agreement letter Select User Management Option: CORE IHS Core ... MENU Menu Management ... USR User Management ... DEV Device Management ... PRG Programmer Options ... TMM Taskman Management ... OPS Operations Management ... FM VA FileMan ... MM Manage Mailman ... SPL Spool Management ... SPY Information Security Officer Menu ... Select IHS Kernel Option:

29. Steps to add a new User • Determine what the user needs to do • Supervisor complete and sign the RPMS Access request form • From the AKMOEVE menu User Management Menu then • Add a New User to the System option • Give the new user • A primary menu option • AKMOCORE for RPMS application users • AKMOEVE for RPMS support personnel i.e. sitemanagers, Area office IT • FileManager Access code of M (and any others needed for their application ) • Secondary menu options as needed such as AGVIEWONLY • Allocate appropriate security keys • Choose the Core menu then their RPMS application and type ?? to see the option names and keys associated with this application • Use SWITCH IDENTIES to check the new account and ensure that all (and only) needed options are available • Use Allocate/de-allocate keys options to fine tune

30. One of two options to create new user accounts Will be prompted for several identifiers first This is establishing the new user as a person to RPMS Should type in a partial entry to avoid duplicates If no duplicate go ahead and type in the full name Use the standard RPMS format for entering names into the system Last Name,First Name Middle Initial (no space after , ) Add a New User to the System • Enter NEW PERSON's name (Family,Given Middle Suffix): CLINT <ENTER> • ?? • Enter NEW PERSON's name (Family,Given Middle Suffix): CLINTON,WILLIAM B<ENTER> • Are you adding 'CLINTON,BILL' as a new NEW PERSON (the 1140TH)? No// Y (Yes) • Checking SOUNDEX for matches. • CLELAND,JOHN • Do you still want to add this entry: NO//Y • Now for the Identifiers. • INITIAL: WBC • SSN: 999-99-9999 • SEX: M Soundex utility checks to see if this person is already in the system • Once these fields are complete you are taken to the Edit an Existing User Screens

31. Add a New User to the System • You will start in a layover screen that contains the info you just entered Close • To get out enter 4 times to close the window • When at the NAME prompt • use the TAB key or ^ to one of the fields

32. Add a New User to the System • You are now on page 1 of 5 that you will use to set up the new user’s account Must use the TAB or arrow keys to get out of the name field Underlined Fields are REQUIRED- must have an entry in them or cannot save the record • Move around the screen with the TAB, ENTER or arrow keys or you can ^ to any field by typing in the first few letters of it’s name

33. For temporary inactivation of a user. Add a New User to the System page 1 NAME: CLINTON,BILL Page 1 of 5 NAME: CLINTON,WILLIAM BINITIAL: WBC SSN: DOB: DEGREE: MAIL CODE: DISUSER: TERMINATION DATE: Termination Reason: PRIMARY MENU OPTION: Select SECONDARY MENU OPTIONS: Want to edit ACCESS CODE (Y/N):FILE MANAGER ACCESS CODE: Want to edit VERIFY CODE (Y/N): Select DIVISION: ROGER SAUX HEALTH CLINIC SERVICE/SECTION: BUSINESS OFFICE ======================================================================== COMMAND: Press <F1>H for help Insert Permanent inactivation of user. For temporary inactivation of a user. • If no sign-on activity for more than 30 days DISUER is automatically set to YES and Termination Reason is set to User Inactive for too long SM will need to delete the Yes to allow user to log on again • Service/SectionOnce the Service/Section file is clean and accurately assigned, you can turn on notification forwarding, which will automatically send to notifications to the supervisor if they  are not processed within the time frame you have set for the deleting task, usually 14 days. • Once all fields have data, enter down to the command line and type N for next and then the <enter> key Must be entered by site manager. If there is no code the account is not active AKMOCORE for users, AKMOEVE for RPMS support personnel M for everyone and any others needed for their application (see Table) Leave blank and have user enter this at first log in Used for EHR notifications. Need to put in the department for each user.May need to make additions to the Service/Section file with Fileman For Service Units with multiple facilities. Enter each one the ser will log into. Leave blank if only one facility N

34. Filemanager Access Code Table Third Party Billing & A/R V Pharmacy Pp Laboratory L Contract Health Services # Dental [ CHS (Vendor File) C Radiology Rr Give all users M (for clinical data files) Sitemanagers # Systems Analysts @

35. Add a New User to the System page 2 Edit an Existing User NAME: CLINTON,BILL Page 2 of 5 TIMED READ (# OF SECONDS): 900 MULTIPLE SIGN-ON: ALLOWED MULTIPLE SIGN-ON LIMIT: 2 ASK DEVICE TYPE AT SIGN-ON: DON'T ASKAUTO MENU: YES, MENUS GENERATED PROHIBITED TIMES FOR SIGN-ON: TYPE-AHEAD: ALLOWED AUTO-SIGN-ON: Preferred Editor: SCREEN EDITOR - VA FILEMAN ALLOWED TO USE SPOOLER: PAC: CAN MAKE INTO A MAIL MESSAGE FILE RANGE: ALWAYS SHOW SECONDARIES: ===================================================================================== COMMAND: Press <F1>H for help Insert Varies based upon type of user and where they work. Normally at least 900 to avoid quick disconnects Allows user to have more that one telnet window open if needed for access to multiple applications simultaneously can help prevent users from exceeding Caché license limit • These fields will default to a value set in the Kernel Systems Parameters file if left blank for the user Yes if a user can’t remember their non-displaying Options

36. Add a New User to the System pages 3-5 Edit an Existing User NAME: CLINTON,BILL Page 3 of 5 PROHIBITED TIMES FOR SIGN-ON: PHONE: OFFICE PHONE: COMMERCIAL PHONE: FAX NUMBER: VOICE PAGER: DIGITAL PAGER: LANGUAGE: Person Class Effective Expired Pharmacy Service JAN 1,2003 _____________________________________________________________________ COMMAND: Press <F1>H for help Insert Can lock accounts so they can only be used during clinic hours • Most of these fields can be left blank as they are not used by the IHS used for identifying provider types in Various RPMS reports and for classifying PCC Visits Edit an Existing User NAME: CLINTON,BILL Page 4 of 5 CPRS TAB ACCESS: Name Description Effective Date Expiration Date Edit an Existing User NAME: CLINTON,BILL Page 5 of 5 PERMANENT ADDRESS: Street 1: Street 2: Street 3: City: State: Zip Code: E-Mail Address: Is this person a Clinical Trainee? NO Current Degree Lvl: Program of Study: Last Training Year: Used by EHR for determining what parts of the GUI a user can access

37. Once you complete page 5 • At the command prompt type • S to save the changes you’ve made • E to exit the option • You will be prompted to • Print the Access letter • Standard Computer user letter shipped from the VA • Will need to edit this letter if you plan to use it • Add Security keys • This is the same option that is in the Key Management Menu • It allows you to add keys one at a time • More efficient to use the Mass Key Allocator described in Key Management • Add the user to mail groups • Just accept the default of No

38. Grant Access by Profile • Grants access to one or more people based on an existing user account • Much quicker • All characteristics (menus, keys, and Fileman Access Code) of the template user are copied to the account being created • Sites often use an actual existing user as the template • Can propagate poor security vulnerabilities • Cause confusion for new users by overwhelming them with unneeded options • A better practice is to create clean, secure, template profiles of typical positions then only use these to create the new accounts • i.e. User,Pharmacy Supervisor,Nursing User,CHS etc

39. Grant Access by Profile Batch Entry of New Persons Please select a person to copy from Template PERSON: USER,CHS NAME: USER,CHS INITIAL: CHSU FILE MANAGER ACCESS CODE: M# PERSON FILE POINTER: USER,CHS DATE ENTERED: JUL 28, 2004 CREATOR: BOWMAN,STEVE NAME COMPONENTS: 200 SERVICE/SECTION: BUSINESS OFFICE KEY: ACHSZMGR GIVEN BY: POSTMASTER,POSTMASTER DATE GIVEN: JUL 28, 2004 REVIEW DATE: JUL 28, 2004 KEY: ACHSZVMRG GIVEN BY: POSTMASTER,POSTMASTER DATE GIVEN: JUL 28, 2004 REVIEW DATE: JUL 28, 2004 KEY: ACHSZDCR GIVEN BY: POSTMASTER,POSTMASTER DATE GIVEN: JUL 28, 2004 REVIEW DATE: JUL 28, 2004 Is this the person data you want cloned? YES <enter> You may enter a date, when the users that are being created/updated will no longer have access to the system Enter (optional) TERMINATION DATE: Batch Entry of New Persons -------------------------- Clone of: USER,CHS Enter NEW PERSON's name (Family,Given Middle Suffix): CLINTON,HILLORY Are you adding 'CLINTON,HILLORY' as a new NEW PERSON (the 522ND)? No// Y (Yes) Checking SOUNDEX for matches.No matches found.Name components. FAMILY (LAST) NAME: CLINTON// GIVEN (FIRST) NAME: HILLORY// MIDDLE NAME: SUFFIX: Now for the Identifiers. INITIAL:HC SSN:112-12-1212 SEX: F Next! Enter NEW PERSON's name (Family,Given Middle Suffix): Where do you want to print the COMPUTER ACCOUNT NOTIFICATION LETTERS DEVICE: HOME// Access Code: 3604UEV Enter the name of the account (existing) that you will be copying from All of the attributes that you will be copying to the new account are listed for your review If everything is correct answer YES If this is to be a temporary employee enter the date that they will be leaving and the system will automatically inactivate their account Enter the name of the new employee in the standard RPMS format (LastName,FirstName MI) Soundex utility checks to see if this person is already in the system Enter all identifier information just as with Add a New User System automatically assigns them an Access Code

40. Switch Identities • Allows sitemanagers to check their work to ensure the account has been set up correctly • Can view the new account but not actually do anything from it • Select User Management Option: Switch Identities ,enter> • Select NEW PERSON NAME: CLINTON,HILLORY <enter> • DHHS/PHS/IHS Computer System • Illegal Access is a Federal Crime! • BMC Referred Care Information System ... • CHS Contract Health System ... • ROI RELEASE OF INFORMATION SYSTEM ... • Select HILLORY CLINTON's Core Applications Option: BMC <enter> • ******************************************** • * INDIAN HEALTH SERVICE * • * REFERRED CARE INFORMATION SYSTEM * • * VERSION 4.0, Jan 09, 2006 * • ******************************************** • TRAINING • MAIN MENU • DE Data Entry ... • RPT Print Reports ... • MGT RCIS Management ... • FAC Facility Management ... • Select HILLOR CLINTON's Referred Care Information System Option: *<enter> • OK... Returning to your own identity. • If find something missing or extra use Edit an Existing User and Key Management to fine tune To log back to you own account type * <enter> If you forget you will be logged off of the system

41. Edit an Existing User • This option is used to change users attributes • When first setting them up and Switch Identities shows something that you need to add or remove • When the user changes jobs or have need to access a new option or application. • This option uses the same 5 screens that you see in Add a new user to the System

42. Terminating User Accounts • To ensure proper security of RPMS data Accounts should be inactivated whenever Employees are • On an extended absence i.e. maternity leave or sabbatical • Terminated • When you select the User’s name you will be asked if you wish to view their account data. You can say no which takes you to the deactivation screen Select User Management Option: Deactivate a User Select USER to be deactivated: CLINTON,HILLORY View/Print User Inquiry Data? Yes// NO DEACTIVATE A USER NAME: CLINTON,HILLORY _______________________________________________ Disable User: Y <enter> TERMINATION DATE: Termination Reason: DELETE ALL MAIL ACCESS: DELETE KEYS AT TERMINATION: _____________________________ COMMAND: S <enter> Press <PF1>H for help Insert To temporarily inactivate an account Just put a Y in the Disable User field and save your changes

43. Permanent User Account Inactivation • To permanently inactivate an account • Put a Y in the Disable User field • Put T for today in the Termination Date Field • Answer yes to both DELETE ALL MAIL ACCESS & DELETE KEYS AT TERMINATION • Save your changes – when you do this the system will completely clean out their account (remove Keys, Mailman messages, Primary Option, Access Code) Select User Management Option: Deactivate a User Select USER to be deactivated: CLINTON,HILLORY View/Print User Inquiry Data? Yes// NO DEACTIVATE A USER NAME: CLINTON,HILLORY _______________________________________________ Disable User: Y <enter> TERMINATION DATE: T <enter> Termination Reason: Employee Retired <enter> DELETE ALL MAIL ACCESS: Y <enter> DELETE KEYS AT TERMINATION:Y <enter> ____________________________ COMMAND: S <enter> Press <PF1>H for help Insert

44. Re-activating a User • Used to reactivate accounts for employees returning from leave or being re-hired • Are prompted to verify the inactivated account name then taken to Edit an Existing User screens Select User Management Option: Reactivate a User <enter> Select NEW PERSON NAME: CLINTON,HILLORY <enter> Is CLINTON,HILLORY the one you want? YES// <enter> NAME: CLINTON,HILLORY Page 1 of 5 NAME: CLINTON, HILLORYINITIAL: HC SSN: DOB: DEGREE: MAIL CODE: DISUSER: TERMINATION DATE: Termination Reason: PRIMARY MENU OPTION: AKMOCORE Select SECONDARY MENU OPTIONS: Want to edit ACCESS CODE (Y/N):FILE MANAGER ACCESS CODE: M Want to edit VERIFY CODE (Y/N): Select DIVISION: ROGER SAUX HEALTH CLINIC SERVICE/SECTION: BUSINESS OFFICE ================================================================= COMMAND: Press <F1>H for help Insert • Make sure that all bolded fields have entries • Use Switch Identities to check account User will have to enter a new Verify Code when first logging in

45. RPMS Providers • Providers = specialized entry in the New Person file • Several additional fields are used to define them, all used in different RPMS applications and reports Title DEA# # NPI Provider Class Provider Type Licensing State Authorized to write med orders Affiliation Code Local Code • It’s important to populate as many of these fields as possible and to AVOID DUPLICATES to ensure that all applications and reports perform correctly • The PROVIDER ADD/EDIT Option is located in the PCC Data entry Utilities’ Table Maintenance Menu • Menu Path CORE->PCC->MGR->DATA->DEU->SUP->TAB->PRV • AVA PROVIDER ADD/EDIT option is often added as a secondary for specified users (Security Key= AVAZPRV)

46. Add/Edit Providers Option Be sure to complete all fields for which you have valid data Select PCC Local Table Maintenance Option: PRV Add/Edit Providers ADD/EDIT PROVIDERS Use this option to add new providers to your system OR to edit those already in the system. You do NOT need to enter the provider as a person first. Just use this option. Enter NEW Person's name (LAST,FIRST MI): BRADLEY,LOU M Are you adding 'BRADLEY,LOU M' as a new NEW PERSON (the 796TH)? No// Y (Yes) Checking SOUNDEX for matches. BARTH,RICHARD BRIGHT,DUDLEY M Do you still want to add this entry: NO//Y Now for the Identifiers. INITIAL: LMB SEX: M MALE DOB:01011988 TITLE: SSN: SERVICE/SECTION: OUTPATIENT// STREET ADDRESS 1: 600 HOSPITAL DRIVE #2 Replace STREET ADDRESS 2: STREET ADDRESS 3: CITY: CLYDE// STATE: NORTH CAROLINA// ZIP CODE: 28721// PHONE (HOME): OFFICE PHONE: 828-454-0181// Soundex utility checks to see if this provider is already entered in RPMS as a Person Site manager must have the XUSF200 security Key or SSN will be required Required for Dental providers to be able to be associated with dental visits Used in EHR. Need to put in the department for each user.May need to make additions to the Service/Section file with Fileman (Enter/Edit File Entries)

47. PROVIDER CLASS: PHYSICIAN • 1 PHYSICIAN 00 • 2 PHYSICIAN (CONTRACT) 18 • 3 PHYSICIAN (TRIBAL) 44 • 4 PHYSICIAN ASSISTANT 11 • CHOOSE 1-4: 1 PHYSICIAN 00 • AFFILIATION: IHS// • Choose from: • 1 IHS • 2 CONTRACT • 3 TRIBAL • 4 STATE • 5 MUNICIPAL • 7 NTL HLTH SRV CORP • 9 OTHER • 6 VOLUNTEER • 8 638 PROGRAM • AFFILIATION: IHS// • CODE: LMB// • CODE: LMB// • IHS LOCAL CODE: • MEDICARE PROVIDER NUMBER: • MEDICAID PROVIDER NUMBER: • UPIN NUMBER: • AUTHORIZED TO WRITE MED ORDERS:YES • DEA#: • PROVIDER TYPE: • REQUIRES COSIGNER: • USUAL COSIGNER: • REMARKS: • Select STATE OF LICENSEURE • License Number:: Important for PCC Visit counts and statistical reports relating to visits The combination of Affiliation, Discipline (provider class) and Code creates the ADC index which is used for lookup. e.g.: 100LMB = LOU BRADLEY Use locally determined Convention like initials plus first letter of SSN or . . . Must be YES to be able to create orders in EHR Need individual DEA #s for EHR (not a facility DEA#) For Credentialing

48. Fileman files and the RPMS Environment Kernel System Parameters File System wide Defaults HFS, Timed Read, Multiple Sign-on, Preferred Editor RPMS Site Defaults Import & Export Directories PCC running ? PCC Master Control Applications passing data to PCC &CPRS EHR/CHART AUDIT START DATE For the coding queue (date initiated) Institution – for EHR Multi-divisional (set to yes for sites with more than one clinic) Station Code New Person File Provider fields for EHR (must have VA code if no individual DEA #s ) Site Parameter files for all RPMS applications CMS REGISTER TYPE (IHS DIABETES REGISTER)