The setup of a new user is essentially the same for all providers and can vary quite a bit for other users. Below is a sample provider setup and then one for other users.
5.1Provider Setup
The provider setup consists of assigning keys, user class, parameters, and electronic signature.
5.1.1CPRS Keys
All providers need to be given the PROVIDER key. In most cases, this will occur as part of the usual provider setup in the system.
In order to sign orders, a user needs the ORES key. Do NOT give that type of user any of the other CPRS keys because the keys are mutually exclusive.
You assign the ORES key using the Order Configuration option on the RPSM-EHR Configuration Master Menu | ORD (Order Entry Configuration) | Key.
Key Management
ALL Allocate OE/RR Security Keys
CHK Check for Multiple Keys
Select Key Management Option:
Select ALL to display the Allocate OE/RR Security Keys window.
Allocate OE/RR Security Keys
KEY: ORES
This key is given to users that are authorized to write orders in
the chart. Users with this key can verify with their electronic
signature patient orders.
This key is typically given to licensed Physicians.
Orders entered by users with this key can be released to the ancillary
service for immediate action.
DO NOT give users both the ORES key and the ORELSE key.
Edit Holders? Yes//
This key is given to those who are authorized to write orders in the patient chart (typically given to licensed physicians). Users with this key can verify their orders with their electronic signature.
Orders entered by users with this key can be released to the ancillary service for immediate action.
DO NOT give users both the ORES key and the ORELSE key.
Edit Holders? Yes//
Select HOLDER
As you enter a user’s name, that person will automatically be given the key if the user doesn’t have it. If the user already holds the key, the system will ask if you want to delete it.
5.1.2User Class
You setup the user class in the TIU Maintenance Menu (EHR | TIU Configuration | TIU Medical Records | TIU Maintenance Menu).
TIU Maintenance Menu
(DEMO INDIAN HOSPITAL)
DDM Document Definitions (Manager) ...
TAT TIU Alert Tools
TPM TIU Parameters Menu ...
TTM TIU Template Mgmt Functions ...
UCM User Class Management Menu ...
Select TIU Maintenance Menu Option:
Use the UCM (User Class Management Menu) option to display the following:
UCM1 User Class Definition
UCM2 List Membership by User
UCM3 List Membership by Class
UCM5 Manage Business Rules
Select User Class Management Menu Option:
Select User Class Management Option: UCM2 List Membership by User
Select USER: HAGER, MARY
Current User Classes Jun 10, 2004 14:29:29 Page 1 of 1
HAGER, MARY G 4 Classes
User Class Title Effective Expires
----------------------------------------------------------------
1 Chief, MIS 02/09/04
2 Clinical Coordinator NO 01/07/04
3 Physician 05/02/04
4 Provider 02/01/04
-------+ Next Screen - Prev Screen ?? More Actions ------------
Add Remove Quit
Edit Change View
Select Action: Quit //
You can add, edit, or remove user classes.
5.1.3Parameters
You should not have to edit any parameters for a provider. The EHR uses the provider class above to allow providers to be chosen for visits and to determine which EHR template they use.
5.1.4Pharmacy Setup
All new providers have to be setup in pharmacy. Pharmacy has an option to add a provider that gives that person the ability to write medication orders and controlled substances. If a provider gets a message the provider cannot do either of these tasks, that means that person has not been correctly entered into pharmacy. A user’s DEA# is required for controlled substances.
Providers should have their own DEA numbers; however, in some cases, providers may not be using the facility’s DEA number to write for controlled substances. Because each provider must have a unique number in the RPMS new person file, the facility DEA number cannot be repeated. In this case, the Clinical Applications Coordinator can enter a VA number by accessing the new person file in Fileman in the RPMS.
VA FileMan Version 22.0
Enter or Edit File Entries
Print File Entries
Search File Entries
Modify File Attributes
Inquire to File Entries
Utility Functions ...
Data Dictionary Utilities ...
Transfer Entries
Other Options ...
Select VA FileMan Option: Enter or Edit File Entries
INPUT TO WHAT FILE: NEW PERSON//
EDIT WHICH FIELD: ALL// VA#
THEN EDIT FIELD:
Select NEW PERSON NAME: BARSTAD,DANIELLE NOEL N DNB DENTIST
VA#: B3079
For the VA# prompt: Enter the name of the provider that you want to give a “DEA” number to up above after the new person prompt, (technically it is a VA number not DEA number that you are giving). Make sure to use first character of the last name and last four of the social security number.
5.1.5BGOZ Keys
There are several keys that can be assigned to various users.
At the main RPMS main menu, select Menu Management | KEYS | Allocation of Security Keys:
Select Menu Management Option: key Key Management
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:
The following table provides information about the various BGOZ keys and what users need them:
-
Key Name
|
Users
|
BGOZ ASHTHMA EDIT
|
Users who deal with asthma patients
|
BGOZ CAC
|
Users who can add/edit POV/CPT pick lists and Chief Complaint pick list
|
BGOZ ELDER CARE EDIT
|
Users who deal with elder care
|
BGOZ ER EDIT
|
Users who deal with ER patients
|
BGOZ PEDIATRIC EDIT
|
Users who deal with pediatric patients
|
BGOZ PROBLEM LIST EDIT
|
Users who can add or edit the problem list
|
BGOZ REP HIST EDIT
|
Users who can edit women’s health
|
BGOZ TX CONTRACT EDIT
|
Users who deal with TX Contracts
|
BGOZ VCPT EDIT
|
Users who can add or edit CPT codes for visits
|
BGOZ VIEW ONLY
|
General Users
|
BGOZ VPOV EDIT
|
Users who can add or edit POV codes
|
Those users who have the PROVIDER key assigned to them can perform all of the BGOZ key functions (except BGOZ CAC). This means that it is not necessary to individually assign the keys to providers.
Other keys might be necessary, such as the BIZ and GMRA keys, to allow access to other packages.
Those who need access to the RPMS-EHR Configuration Master Menu need the BEHOZMENU key.
5.1.6Electronic Signature
Every provider needs to use the User’s Toolbox option in RPMS to setup the provider’s own electronic signature. Use the option in bold:
Select TIU Maintenance Menu Option: TBOX User’s Toolbox
Change my Division
Display User Characteristics
Edit User Characteristics
Electronic Signature code Edit
Menu Templates . . .
Spooler Menu . . .
Switch UCI
Taskman User
User Help
Prompts will appear for the electronic signature on notes and orders. Users should not enter their initials (such as MD) under both their block name and title or it will appear twice. Make sure your signature block printed name contains your name and credential.
INITIAL: MGH//
SIGNATURE BLOCK PRINTED NAME: MARY HAGER//MARY HAGER, RN
SIGNATURE BLOCK TITLE
OFFICE PHONE:
VOICE PAGER
DIGITIAL PAGER
When the following prompt appears in RPMS:
Enter your Current Signature Code:
This means the person already has an electronic signature code. Otherwise, the person will be asked to enter a new code. If the user forgets the code, it must be cleared out by IRM or the CAC; then the user must create a new one. The personal signature code must be entered by the user (and no one else).
Enter a new code (between 6 and 20 characters) with Cap Lock ON. However, when you enter the electronic signature (on an order for example), it can be in lower case. (No special characters are allowed.)
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