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NOD Administrator Manual

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Confidentiality

By accepting receipt of this document, recipients acknowledge Nightingale’s exclusive right, title and interest in and to all intellectual property rights in the attached document created by Nightingale including, without limitation, design, concept, source code, object code, inventions, and trade secrets, copyright and other proprietary rights (“the Intellectual Property”). The Recipient agrees that the Intellectual Property is and shall remain the sole and exclusive property of Nightingale and that the Recipient has and will hereby acquire no rights in any of the Intellectual Property. The Recipient specifically acknowledges that its use of the Intellectual Property shall not create for the Recipient

any right, title or interest in the Intellectual Property. The Recipient also acknowledges that the attached Nightingale Confidential Information received is the valuable property of Nightingale and may include ideas and inventions which are, or will be, the subject of patent applications or trade secrets. Unauthorized disclosures of Nightingale Confidential Information can irreparably damage Nightingale. Such information and inventions will be kept confidential by the Recipient, used for the intended purpose, and not disclosed to others until or unless the Recipient receives permission in writing from Nightingale to make specified disclosures to third parties. No further use of the Nightingale Confidential Information will be made by the Recipient, or any related parties, without the express authorization in writing from Nightingale.

Copyright © 2009 Nightingale Informatix Corporation. All rights reserved.

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Table of Contents

Table of Contents .............................................................................................................................................3 Enterprise Management ..................................................................................................................................4

Creating Users in the Enterprise Module .....................................................................................................4 Granting User Access to Locations ...........................................................................................................5

Setting User Permissions for Locations ........................................................................................................7 Editing Users in the Enterprise Module .......................................................................................................8

Deactivating Users in the Enterprise Module ..........................................................................................9 Reactivating Users in the Enterprise Module ..........................................................................................9

Creating User Roles ..........................................................................................................................................9 Editing User Roles ................................................................................................................................. 10

Assigning Roles to Users ........................................................................................................................... 11 Managing Providers ...................................................................................................................................... 12

Adding Providers to Locations .................................................................................................................. 13 Activity Log .................................................................................................................................................... 14

Viewing the User Activity Log ................................................................................................................... 14 Merging Client Charts ................................................................................................................................... 15 Masking Client Data ...................................................................................................................................... 17

Unmasking Client Data .............................................................................................................................. 18

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Enterprise Management

The Enterprise module is where you set up items to be used throughout the enterprise. Items that can be created in the Enterprise module include the following: • users • user roles • user to provider assignment • provider management • locations • lab test mapping • activity log settings

Creating Users in the Enterprise Module

Users can be created either in the System Setup module for a location or in the Enterprise module for all locations. Before you can create users in NOD, you require the necessary permissions. Nightingale will initially set up requested users with Administrator access that grants that individual(s) the permission to add and remove users and their user permissions.

1. In the Enterprise module, go to Users| Users. The Users screen displays showing all users within the enterprise.

2. Click New. 3. The Add New User screen displays.

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4. Select the User is Provider checkbox if the user is a provider. 5. Select the provider name from the available list of providers. Providers are added to the available list

by providing your list of providers to Ngihtingale during implementation by filling out our centre’s Needs Anaylsis. After go live you will have to contact the Nightingale Helpdesk to add additional providers to NOD.

6. In the First Name field, type the user’s first name. 7. In the Last Name field, type the user’s last name. When a user is a provider, the user’s first name and

last name display in those fields. 8. In the Requires Cosignature field, select the checkbox if this user requires a second signature for

clinical encounters. 9. In the Credentials field, type the user’s credentials. 10. In the User Name field, type the user’s name that they will use to log on to NOD. 11. Enter the user’s password in the Password field. Users require a RSA fob and PIN to access NOD, the

password is used for a. ADM, (Advance Document Management). b. To unlock NOD, rather then logging out of NOD there is an option to LOCK. Your Password is

used to unlock and continue using NOD. 12. In the Confirm Password field, enter the password again.

a. Passwords are case sensitive. 13. Click Save.

Granting User Access to Locations

Before you can grant a user access to locations within an enterprise, the user account has to be created. If your enterprise has only one location that location is automatically added to the user’s account.

1. In the Enterprise module, go to Users| Users. 2. The Users screen displays. 3. In the Active Users section, click the user name.

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4. The Edit User screen opens.

5. Click the Locations tab. 6. The screen displays both active and inactive locations for the user.

7. Click the Add button. 8. The Available Locations dialog box displays showing all locations within this enterprise.

9. Select the checkbox for the locations to add and click the Add button. 10. The locations are added to the list of the user’s active locations. 11. Click Save. 12. To add permissions for that user, click the location and set the permissions for that location for that

user.

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Setting User Permissions for Locations

Each user created in NOD must be set up with a user role that grants the user permission to access various areas of the application.

1. In the Enterprise module, go to Users| Users

The Users screen displays.

2. In the Active Users section, click the user name. 3. The Edit User screen opens.

4. Click the Locations tab. The User’s Active Location screen displays.

5. In the Location column, click the location name. 6. The User Roles for <user name> at <location name> screen displays.

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7. Select the ordering or non-ordering user roles that have been set up by Nightingale, these 2 main user roles provide the necessary access to areas of NOD. Then you can add various non-permission based roles that have been created by either Nightingale or your Centre, for the purpose of sending tasks to various groups of users. Each user can have more then one user role assigned to their name.

8. When all user roles have been selected, do one of the following: • Click Save to save the permissions for this location only. • Click Save For All Locations to save the permissions for all locations the user has access to.

The next time the user logs on, those permissions are available to that user.

Editing Users in the Enterprise Module

As users change roles or locations, you will want to modify their user accounts. You can edit an existing user, by either changing their name, changing their password, and/or adding them to another location.

1. In the Enterprise module, go to Users| Users. The Users screen displays showing all users within the enterprise.

2. Click the user name for the user you want to edit. The Edit User screen displays.

3. Click the Locations tab. The User’s Active Location screen displays.

4. In the Location column, click the location name. The User Roles for <user name> at <location name> screen displays.

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5. Add and/or remove user roles by selecting the user role and click Add or Remove. 6. Select the checkboxes for the permissions to assign to the user or clear the

checkboxes to remove the permissions for the user. 7. Click Save.

Deactivating Users in the Enterprise Module

When a user is deactivated in the Enterprise module, that user is deactivated in all locations for the enterprise. If deactivated in the System Setup module, that user is deactivated in that location only.

1. In the Enterprise module, go to Users| Users 2. The Users screen displays showing all users within the enterprise. 3. Select the checkboxes for the user that you want to deactivate. 4. Click Deactivate. 5. The user is removed from the Active Users section and displays in the Inactive Users section.

Reactivating Users in the Enterprise Module

When a user is reactivated in the Enterprise module, that user is reactivated in all locations for the enterprise. If reactivated in the System Setup module, that user is reactivated in that location only.

1. In the Enterprise module, go to Users| Users. 2. The Users screen displays showing all users within the enterprise. 3. In the Inactive Users section, select the checkboxes for the user that you want

to reactivate. 4. Click Reactivate. 5. The user is removed from the Inactive Users section and displays in the Active Users section.

Creating User Roles

A role is a collection of permissions that are saved together. Each user is assigned at least one user role granting that user access to varios areas on NOD based on the user role permissions. Using usesr roles is a good way to ensure uniformity for individuals who perform the same tasks within an enterprise.

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1. In the Enterprise module, go to Users| User Roles.

The User Roles screen displays.

2. Click the New button.

The New User Role screen displays. 3. In the Role Title field, type the name of the role.

4. Click the module name to open the tree that displays the permissions associated to this module. 5. Select the checkboxes next to the permissions that you wish to allow this role access to or check the

module name to grant access to the entire module. 6. Click Save to save the role.

Every time you assign a user to this role, they will be automatically assigned access to all functions of that role.

Editing User Roles

1. In the Enterprise module, go to Users| User Roles. The User Roles screen displays.

2. Click the user role that you want to edit. The User Role Rights screen displays.

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3. Expand the modules with permissions that you want to add or remove. 4. Either select the checkboxes for permissions to add or clear the checkboxes for permissions that you

want to remove. 5. Click Save.

All users with this role are affected by these changes the next time they log on.

Assigning Roles to Users

User roles are created and managed in the Enterprise module but you can assign roles to users either through the Enterprise or System Setup module. In the system setup module, however, you will only see a list of the user roles that do not grant permission to access the Enteprise module. Therefore from the system setup module you will not see the Super User or Administrator roles. To assign a user role to a user within the Enteprise Module

1. In the Enterprise module, go to Users| Users. 2. Click on the name of the user you want to add a user role to. 3. Click on the Location Tab. 4. Click on the name of the location (if the user has access to more then one location and that access

is different at each location this step will need to be repeated for each location they have access to.)

5. In the User Roles field, select a role and click Add.

The role is added to the Member of User Roles field. Each user can have more then one user role associated to their name. For CHC’s the most important roles that dictate the rights granted to a user are found under the role called Ording Providers and Non-Ordering Providers.

6. Click Save or click Save for All Locations. If a user has access to multiple locations and it is the same access save the list of user roles for each location by clicking on Save for All Locations.

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Managing Providers

Providers can only belong to a single enterprise but they can be associated with multiple locations within that enterprise. While new provider names are added to NOD by Nightingale, you can edit specific provider information and set which locations they will work under.

1. In the Enterprise module go to Providers | Providers. The Manage Providers screen displays.

2. Click the providers name. The provider information screen displays.

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3. Select the Co‐Sign Encounter checkbox if this provider will provide a second signature on other providers encounters.

4. The Full‐time Equivalent (FTE) is entered by Nightingale when setting up the provider. 6. You can fill out the various other fields per provider such as Credentials, Specialty, and License

Number. 7. The address and phone number information is entered by Nightingale when setting up the provider.

This information can be changed if needed. If the practice address for this provider is the same as the associated clinic, click the Same as office address checkbox. This enters the clinic’s address automatically.

8. When setting up each provider to receive lab results electronically Nightingale will add Lab Code Identifiers.

9. Click Save once you have updated the providers information.

Adding Providers to Locations

1. In the Enterprise module go to Providers | Providers. The Manage Providers screen displays.

2. Click the providers name. The Provider Information, Locations and Programs screen displays.

3. Click the Locations tab and click the Add button to add additional locations to a provider. The Available Locations dialog box displays.

4. Select the checkboxes for the locations you want to associate to the provider and click Add. After a provider is associated with a location, his/her name will be available for selection within the location.

5. Click Save.

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Activity Log

Any activity that is performed by a user is recorded and can be viewed in the Activity Log by any user who has the Activity Log permission assigned in the Enterprise Module section and Users subsection. You can view the activity log by user or by client. The items that can be viewed in the activity log are set by default to everything but this can be changed by going to the Enterprise module Users | Activity Log | Audit Settings.

Viewing the User Activity Log

1. Go to the Enterprise module Users | Activity Log | User. 2. You can also search activities done to a particular chart by entering the name of the client in the Last

Name; and First Name fields; or Chart #. If you want to see activity by a user for all clients then leave the First Name; Last Name fields empty.

3. The User drop down is available to search for activity completed by a specific user or choose All from the user drop down list to see activity by all users.

4. You can narrow the search by entering a date range in the From and To fields.

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5. The Actions drop down allows you to be very specific on what you are looking for, the default is All

actions but you can choose from the various options.

6. Click Generate Report.

Records will display as links if you have access to the clinical records. If you do not have access to clinical records the information in the activity log will display as text only.

Merging Client Charts

The Merge Patients option allows users to combine patient charts into one master chart when duplicate patient charts are mistakenly created for the same patient.

1. In the Enterprise module, go to Options | Chart Management | Merge Patients. The merge patient screen displays.

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2. In the top section of the screen, enter the client search parameters and click Search, or Search Across Locations, depending on where your clients chart was created.

3. Select the clients name from the list of clients names matching your search criteria, this selected client’s chart detailed demographic registration page once merged with the master chart will be deleted and the master chart’s demographics will remain.

4. In the lower half of the screen, enter the client search criteria and click Search. The bottom client chart (the master chart) will be the only chart left.

5. Click Merge Patient Records. On the confirmation message, click OK.

The client records from the upper client’s chart are merged into the lower client’s chart. The information on the detailed registration form (the client demographics) from the upper client’s chart will be deleted and the master chart’s (the lower client’s chart) demographics will remain.

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Masking Client Data

Client data in NOD can be masked so specific details about a client are hidden from one or more users. Only users that have masking privileges can mask client data. The image below is what a CPP would look like with masked data.

Mask data by going into the client’s chart and clicking the Security icon in the patient information bar. Only those users that are given the permission are able to mask client’s clinical information. Once you click on the Security Icon the Patient Information Security window displays.

1. In the Patient Information Type field, select the data that you want to mask for this Client. All previous data entered for the client for the selected section displays.

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2. Click the Security icon beside the data that you want to mask. The Roles and Users Security screen displays.

3. To mask from all users except yourself click the Mask All button in the top right corner. To mask for specific user roles or specific users choose Mask from the Mask Status drop down list.

4. Click Done. Do this for all data that needs to be masked for a particular client.

Unmasking Client Data

When client data has been masked, three options are available:

Clear (NA): The NA option removes the mask completely from the data.

Masked: Masks the data

Unmasked: Unmasked option only removes the mask for a set period of time. After the time period ends, the data is then masked again.

When selecting either Clear (NA) or Unmasked, you have to enter a reason why the mask is being removed from the data.

1. To unmask data go to the client chart and click the Security Icon 2. In the Patient Information Type field, select the data that you want to remove or unmask.

3. Click the Security icon

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4. Select Clear or Unmasked. When choosing Unmasked, enter a date for when the data will again by masked and click OK.

5. When unmasking or choosing NA you must enter a reason. A Reason dialog box displays.

Type the reason and click OK.

6. Click Done.