Resource and patient management system



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5.0Setting Up a New User


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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