OB Medical Home Registry - Administrator Guide

Transcription

1 Each partner (clinic/hmo/dhs) is required to designate an OB Medical Home (OBMH) registry administrator, who will also serve as the Security Point of Contact (SPOC) for all users of the registry, at the partner (clinic/hmo/dhs) site. Administrator/Security Point of Contact responsibilities include: Setup and shutdown of OBMH Registry accounts for your organization Train new OBMH users in your organization Report any security issues with the OBMH Registry to MetaStar Be a liaison between MetaStar and your organization s IT and HIPAA Security Officer Ensure OBMH user accounts are deactivated immediately upon employee termination Table of Contents Overview... 2 Setting up new user accounts... 2 Maintaining/Changing/Deactivating user accounts... 7 Notifying the MetaStar IT help desk of any technical or security issues:

2 Overview The OB Registry is designed to collect, use and report information about women enrolled in the OBMH initiative. In addition to using this guide as a reference, consider viewing the Demonstration Videos available by clicking the links on the OBMH Registry login page displayed below. It is not necessary to be a registered user to view the videos. For OBMH policy references, please consult the DHS OBMH guidance found here: re_medical_homes/home.htm.spage. To establish the administrator account, DHS will notify MetaStar with the HMO or Clinic organization s information. MetaStar will send the identified individual at the organization an OBMH setup form to fill out, sign and return as instructed on form. Setting up new user accounts Log-in to the OBMH registry: A successful logon will direct you to Search page displayed below: Click on Users tab highlighted in yellow below. 2

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4 To add a new user, click on the Add a New User icon at the bottom of the page, highlighted in yellow below. The Add a New User link will direct you to the page displayed below. Enter information into the required fields, designated by the red asterisk, and all other necessary information to assign the user s role(s). MetaStar recommends establishing a Data entry role, at a minimum by entering a Begin date in the date field aligned with the text Data entry under Roles near the bottom of the page. If the user will serve as the primary or backup Security Point of Contact, click the Security Point of Contact box near the bottom of the page. Each organization is required to have at least one SPOC. As a general rule, SPOCs are also assigned the Maintain Users Security role. Enter a date in the Begin date field that is aligned with the text Maintain Users Security under Roles near the bottom of the page. 4

5 Communicate the User name to the user and direct the user to secure a temporary password using these instructions, also found in the User Guide: Go to the OBMH log on page using the link below and click on the I forgot my password link found near the bottom of the page: 5

6 The new user will be directed to the page displayed below, should enter his/her address and click the send link at the bottom of the page. The new user will receive an with a temporary password within minutes of clicking the send button. Users will be able to change their passwords by clicking on the Settings tab on the top of any page, following a successful log on to the system. 6

7 Maintaining/Changing/Deactivating user accounts Once you have established user accounts, you may edit accounts at any time. Log on to the OBMH registry and select Users on the menu at the top of the page. A list of users will appear as shown in the screen shot below. To edit an account, simply click on the pen edit icon associated with an individual user on the left side of the page, as highlighted in the screen shot below. To deactivate a user account or specific role, simply enter an Expiration date (MM/DD/YYYY) for each assigned role. To assign a new role, such as Security Point of Contact, follow the directions for doing so in the Setting up a new user account section of this guide. When complete, click the Save icon displayed at the bottom of the page. To discard the changes, click cancel changes icon at the bottom of the page, and start over, as needed. 7

8 To Unlock a User Account If a user locks themselves out of the application as a result of multiple unsuccessful logins, the administrator/security point of contact can unlock the account by opening the user account that is locked and unchecking the Locked? checkbox and clicking the Save button at the bottom. Notifying the MetaStar IT help desk of any technical or security issues: A quick link, Please contact MetaStar support, is found at the bottom of the OBMH registry log on page or contact using this address: ITHelpDesk@metastar.com Typical response rates are within one business day. Please do not ephi to the ITHelpDesk. 8