Covisint DocSite Enterprise

Transcription

1 Covisint DocSite Enterprise June 2013 Site Administrator User Guide

2 Covisint DocSite Enterprise Site Administrator Guide Compuware-Covisint All rights reserved 2013 SiteAdminGuideDocSite DocSite is a registered trademark of Compuware-Covisint. The materials in this manual are provided by Compuware-Covisint as a service to its customers and may be used for informational and planning purposes only. All other brand and product names are trademarks, registered trademarks, or service marks of their respective holders. Page 2 of 49

3 Table of Contents Section I - Introduction to DocSite Enterprise DocSite Enterprise Overview... 4 A. About the Site Administrator Guide... 4 B. About DocSite Enterprise... 4 C. DocSite Site Administrator Role... 4 D. Hardware/Software Requirements... 5 Section II - Getting Started Accessing DocSite and Logging In Navigating DocSite... 8 A. Main Navigation Menu... 8 B. Secondary Navigation Menu... 9 Section III - Site Administration Managing User Accounts A. Adding a New User to DocSite B. Editing a User s Account Information C. Managing Roles for a User Account D. Resetting a User s Password E. Disabling a User s Account F. Enabling a User s Account Managing Providers A. Adding a New Provider to DocSite B. Editing Provider Information C. Managing Roles for a Provider Account D. Resetting a Provider s Password E. Disabling a Provider s Account F. Enabling a Provider s Account Managing Insurer Accounts Adding a New Insurer to DocSite G. Editing an Insurer s Contact Information H. Inactivating an Insurer I. Activating an Insurer s Account Managing Employer Accounts A. Adding a New Employer to DocSite B. Editing an Employer s Contact Information Page 2 of 49

4 C. Inactivating an Employer D. Activating an Employer s Account Using the Auditing Functions A. User Activity B. Patient History C. Login Audit Section IV - Appendix DocSite User Roles Page 3 of 49

5 Introduction to DocSite Section I - Introduction to DocSite Enterprise 1. DocSite Enterprise Overview A. About the Site Administrator Guide The Site Administrator Guide is for DocSite Site Administrators. It provides step-by-step instructions on how to use the Site Administration functions to manage provider and user accounts, and gives a basic overall introduction to DocSite Enterprise. For a detailed explanation of typical user DocSite features and functionality, see the DocSite User Guide, which is available online on the DocSite Support site ( B. About DocSite Enterprise DocSite Enterprise simplifies management of chronic, complex, and preventive health needs for individual patients and for entire patient populations. Members of the care team can access shared information across healthcare systems and across EHR platforms with DocSite Enterprise. DocSite Enterprise is a robust Healthcare IT application that can be tailored to the unique needs of an organization. DocSite Registry also supports proactive management of clinical conditions across all patients in the practice by showing care elements that are due or out of range. DocSite s reporting is based on nationally recognized, evidence-based medical guidelines that are aligned with outcome measures. This provides the exact data needed for practices/providers to participate in pay-for-performance programs, clinical integration initiatives, health collaboratives, or quality-focused initiatives. C. DocSite Site Administrator Role Site Administrator with no Condition Measure Setup is the administrator role assigned to a user tasked with the management of a practice s/provider s User, Provider, Insurer, and Employer accounts. This role also has the ability to run audit reports on user activity, logins, and actions taken on a patient record. A Site Administrator has access to standard user functionality (i.e., add patient information, enter/edit clinical data; and run patient and population-level reports). The functions accessible to the Site Administrator with no Condition Measure Setup role include the following, which are accessed from the Main menu at the top of every screen in the application: Users Providers Insurers Employers Auditing o o o User Activity Patient History Login Audit Page 4 of 49

6 Introduction to DocSite Figure 1.- Administration Functions Menu D. Hardware/Software Requirements Browser Software: Microsoft Internet Explorer 7.0 (latest SP), 8.0 (latest SP), and 9.0 (latest SP). Browser Software: FireFox 3.X or above Monitor Settings: Set to 1024 x 768 Display or higher Adobe Acrobat Reader: Please go to and download the latest version of Acrobat Reader. You will need this application to view reports. Page 5 of 49

7 Section II - Getting Started 1. Accessing DocSite and Logging In DocSite is a browser-based web application, meaning it runs completely in an Internet browser requiring no additional hardware or software. You can access DocSite from virtually any computer as long as it is connected to the Internet. To Access and Login to DocSite: 1. Using your internet browser, navigate to the DocSite URL address provided by your administrator or DocSite personnel. 2. On the Sign In area of the screen, enter your User Name and Password. 3. Click Sign In. NOTE: The system requires you to change your password every 90 days. After three unsuccessful login attempts, you will be locked out of the account, which will have to be reset by an administrator or DocSite Customer Support. TIP: If you forget your username or password, click Click here to Unlock account. If the message: Patient Planner was unable to process your request. Please contact DocSite Support. displays, contact DocSite Customer Support at or customercare@docsite.com. The FIRST time you log in to DocSite: Figure 2.- Login to DocSite You ll be directed to the Manage Password screen and be asked to change the temporary password you received from your DocSite administrator. Change your password using the following password rules. Passwords must include the following: o o o upper case character or lower case character numeric character or special character must be 6-12 characters in length Page 6 of 49

8 1. Complete the following fields on the Manage Password screen. a. Current Password - Enter your temporary password received from your DocSite administrator. b. New Password - Enter a password that conforms to the password rules. c. Confirm New Password - Enter the newly created password again to confirm that it was entered correctly. Result Figure 3.- Change Your Password 2. Click Save. The Edit My Account screen displays. 3. Complete the following fields. All are optional, but it is RECOMMENDED that you enter your address and answer the security question. Should you forget your password, this will allow you to self-request your password, which will be sent to the address you provide. a. Address Line 1 - Enter your street address. b. Address Line 2 - Additional street address line if needed. c. City Enter the city where you reside. d. Phone Enter a phone number. e. State Enter the state where you reside. f. Postal Code Enter your zip code. g. Enter or change your address. h. Security Question - Select a security question from the drop-down list. i. Answer Enter the answer to the security question you selected. 4. Click Save. The new DocSite password has been created. Use this password to login to DocSite. Page 7 of 49

9 2. Navigating DocSite DocSite functions and features are accessible via two menus that display on all screens within the application. The main menu includes links to the DocSite functions and Home page. The secondary menu (located at the top right of the screen) includes links to user features for accessing DocSite user guides, managing your account, changing your password, logging off, etc. In addition to these menus are the quick link menus for accessing patient data, recently viewed patient records, other practice sites, and patient reports. These menus are located on the left side of the screen. Since DocSite is a web-based application, everywhere blue text appears is a link. Each link is a shortcut, and clicking on a link will take you to another page or section within DocSite. A. Main Navigation Menu The following functions are accessible via the Main menu bar by clicking on the function name. Home - Displays quick links to patient data, sites, patient search feature, a list of the recent patient records viewed, and conditions chart. Patient Data - Displays a drop-down menu of the patient data functions. This menu mimics the links in the Patient Data section on the left side of the screen. NOTE: Patient Data is a patient-centric menu option therefore you must first select a patient record using Patient Search or Recent Patient functions for it to display on the Main menu bar. Reports - Displays the available patient and population reports. Administration - Displays the Site Administration and auditing functions. Applications Displays a drop-down menu of links to additional applications, if available for your site. Figure 4.- Main Navigation Menu Page 8 of 49

10 B. Secondary Navigation Menu The following functions are accessible via the secondary menu by clicking on the function name. This menu is located at the top right of the screen. User s Guide Link to the DocSite Support site, which includes user guides and product release notes. Change Password Navigates to the Manage Password screen, which you may use to change your current password. My Account - Displays a read-only screen with specific information about your account, including username, name, address, phone, , and security question. The screen includes a link to edit your account information. Logoff Click to log out of DocSite. Support Navigates to the Contact DocSite Support screen, which you may use to report an issue or problem to the DocSite Customer Support team. Figure 5.- Secondary Navigation Menu Page 9 of 49

11 Section III - Site Administration The Site Administrator grants individuals in a practice or organization access to the DocSite application by creating a user account. There are two types of user accounts: 1) Users, 2) Providers. Typically, a Provider account is created for doctors. A User account is created for all of the other individuals in the practice or organization who use DocSite. 1. Managing User Accounts Upon creating a User account, the Site Administrator will issue a user name, along with a temporary password to the user. The mechanism to communicate the user name and password to the user is outside of the DocSite application (e.g., via secured ). Upon initial login with the temporary password, the new user will be required to create a new permanent password. The new user will also be instructed to set up his/her security questions, which the application uses to verify the user s identity when resetting a password. Users can be members of one or more sites (e.g., practice, department, hospital). The user will become a member of the site in which the Site Administrator creates the user s account. From that point, a Site Administrator can add or remove additional sites for the selected user. A. Adding a New User to DocSite As the Site Administrator, you are able to add new users to your site. By default, the user will become a member of the site in which you create the account. To add a new user: 1. On the Main menu bar, click Administration then select Users from the drop-down list to access the User Administration function. Figure 6.- Access User Administration Function 2. On the Sites section on left side of the screen, select the site to be associated with the user from the drop-down list. 3. On the Users section on the left side of the screen, click Add User. Page 10 of 49

12 Figure 7.- Select the Site and Click Add User Link 4. The screen refreshes displaying the fields below. Complete the fields to create a new user. NOTE: Required fields are identified with blue/bold font. a. First Name Enter the user s first name. b. Last Name - Enter the user s last name. c. Username Create a user name for the user to login to DocSite. IMPORTANT! User names cannot be changed once they are created. d. Role From the drop down menu, select the role you wish to assign to the user. NOTE: Access to DocSite functionality is role based. All DocSite users are assigned at least one role. The majority of users are assigned the following standard role: Sites: A user assigned this role has the ability to add patient information, enter/edit clinical data, and run patient and population-level reports. The other roles have either limited functionality or are customer specific. See the appendix for a complete list of all of the DocSite roles and descriptions. e. Password Enter a password that conforms to the password rules below. This is a single-use temporary password. The user will be forced to create a new password upon initial login to DocSite. NOTE: Passwords must include the following: upper case character or lower case character numeric character or special character must be 6-12 characters in length f. Verify Password Enter the newly created password again to confirm that it was entered correctly. Page 11 of 49

13 g. While not required, it is a best practice to add the user s address whenever possible. NOTE: This allows the DocSite application to communicate with users who need to reset their password. 5. Click Save. Result Figure 8.- Complete the Fields to Create a New DocSite User A new DocSite user has been created. Communicate the user name and temporary password to the user outside of the DocSite application (e.g., via secure ). B. Editing a User s Account Information DocSite provides self-service administration for a user s account information. At times, a user may be unable to perform this function, and will contact the Site Administrator for assistance. To update a user s account information: 1. On the Main menu bar, click Administration then select Users from the drop-down list to access the User Administration function. 2. On the Sites section on left side of the screen, select the site associated with the user from the drop-down list. 3. On the Users section on left side of the screen, select the name of the user from the drop-down list. The screen refreshes displaying a read-only version of user s account. 4. Click Edit in the User Detail section of the screen to access the editable version of the user s account. Page 12 of 49

14 Figure 9.- Click the Edit Link 5. The screen refreshes displaying the user s account information. Modify the information as needed. 6. Click Save. Results: Figure 10.- Edit the User s Account Information The user s account information has been edited and the changes saved. C. Managing Roles for a User Account Users are assigned an initial role when an account is created. At times, the Site Administration may need to assign additional roles to a user or remove a role. To assign or remove a user s role: 1. On the Main menu bar, click Administration then select Users from the drop-down list to access the User Administration function. 2. On the Sites section on left side of the screen, select the site associated with the user from the drop-down list. 3. On the Users section on left side of the screen, select the name of the user from the drop-down list. The screen refreshes displaying the selected user s account. Page 13 of 49

15 4. To add another role to a user, in the User Roles section of the screen click the checkbox in front of the name of the role. Or to remove a role from a user, in the User Roles section of the screen click the checkbox in front of the name of the role to remove the checkmark. IMPORTANT: The role typically assigned to a user is Sites. See the appendix for a complete list of all of the DocSite roles and descriptions. 5. Click Save. Results: The user role has been edited and changes saved. Figure 11.- Assign or Remove a User s Role Page 14 of 49

16 D. Resetting a User s Password DocSite provides self-service password reset for its users. At times, a user may be unable to perform this function, and will contact the Site administrator for assistance. Complete the following steps to create a single-use temporary password for a user. The user will be forced to create a password upon initial login to DocSite using this temporary password. To reset a user s password: 1. On the Main menu bar, click Administration then select Users from the drop-down list. 2. On the Sites section on left side of the screen, select the site the user is associated from the dropdown list. 3. On the Users section on left side of the screen, select the name of the user from the drop-down list. The screen refreshes displaying the selected user s account. 4. Click Reset Password. Figure 12.- Click Reset Password 5. When the Reset Password screen displays, enter a new password in the Change Password field. NOTE: This is a single-use temporary password. The user will be forced to create a password upon initial login to DocSite using this temporary password. 6. Enter the newly created password again into the Confirm Password field to validate that it was entered correctly. 7. Click Save. Figure 13.- Enter a New Temporary User Password Page 15 of 49

17 Results: The user s password has been reset. Communicate the reset password to the user outside of the DocSite application (e.g., via secure ). E. Disabling a User s Account The Site Administrator has the ability to disable a user s account. Once an account is disabled, the user can no longer access the DocSite application. To disable a user s account: 1. On the Main menu bar, click Administration then select Users from the drop-down list to access the User Administration function. 2. On the Sites section on left side of the screen, select the site associated with the user from the drop-down list. 3. On the Users section on left side of the screen, select the name of the user from the drop-down list. The screen refreshes displaying the selected user s account. 4. Click Disable Account. Results: Figure 14.- Disable a User s Account The screen refreshes and the user s account is disabled. Page 16 of 49

18 F. Enabling a User s Account The Site Administrator has the ability to re-activate a disabled user account. To re-activate a user s account: 1. On the Main menu bar, click Administration then select Users from the drop-down list to access the User Administration function. 2. On the Sites section on left side of the screen, select the site associated with the user from the drop-down list. 3. On the Users section on left side of the screen, select the name of the user from the drop-down list. The screen refreshes displaying the selected user s account. 4. Click Enable Account. Results: Figure 15.- Enable a User s Account The screen refreshes and the account is re-activated. Communicate to the user that the account is active and that the user is able to access the DocSite application. Page 17 of 49

19 2. Managing Providers A. Adding a New Provider to DocSite Upon creating a Provider account, the Site Administrator will issue a user name, along with a temporary password to the provider. The mechanism to communicate the user name and password to the user is outside of the DocSite application (e.g., via secured ). NOTE: Typically, a Provider account is created for doctors. Upon initial login with the temporary password, the new provider will be required to create a new permanent password. The new provider will also be instructed to set up his/her security questions that can be used for password reset requirements. Providers can be members of one or more sites (e.g., practice, department, hospital). The provider will become a member of the site in which the Site Administrator creates the provider s user account. From that point, a Site Administrator can add or remove additional sites for the selected provider. To add a new provider: 1. On the Main menu bar, click Administration then select Providers from the drop-down list to access the Provider Administration function. Figure 16.- Access Provider Administration Function 2. On the Sites section on left side of the screen, select the site to be associated with the provider from the drop-down list. 3. On the Providers section on the left side of the screen, click Add Provider. Page 18 of 49

20 Figure 17.- Select a Site and Click the Add Provider Link 4. The screen refreshes displaying the fields below. Complete the fields to create a new provider. NOTE: Required fields are identified with blue font. a. Last Name - Enter the provider s last name. b. First Name Enter the provider s first name. c. Specialty - Select the provider s specialty from the drop-down list. d. Title - Select a title from the drop-down list. e. Username - Create a user name for the provider to login to DocSite. IMPORTANT! A user name cannot be changed once it is created. f. Role From the drop down menu, select the role you wish to assign to the provider. NOTE: Access to DocSite functionality is role based. All DocSite users who are providers are assigned at least one role. Providers are typically assigned the following standard role: Doctors: A provider assigned this role has the ability to add patient information, enter/edit clinical data, and run patient and population-level reports. The other roles have either limited functionality or are customer specific. See the appendix for a complete list of all of the DocSite roles and descriptions. g. Password - Enter a password that conforms to the password rules below. This is a single-use temporary password. The provider will be forced to create a new password upon initial login to DocSite. h. Confirm Password - Enter the newly created password again into this Verify Password field to confirm that it was entered correctly. i. Group Name - Applies only if the provider is associated with a group of DocSite sites. Page 19 of 49

21 j. NPI - Enter the providers National Provider Identification number. k. License # - An open-ended field, which does not refer to any specific medical license number. To be used as needed. l. Date of Birth - Enter the provider s date of birth. m. DEA Number - Enter the provider s Drug Enforcement Agency number used to prescribe restricted/controlled medications. n. UPIN - The Centers for Medicare & Medicaid Services (CMS) Unique Physician Identification Number been discontinued as of June 2007 and replaced with the National Provider Identifier (NPI). In DocSite, the UPIN is used to identify CMS specific providers as needed. o. Address Line 1 - Enter the provider s business address. p. Address Line 2 - Additional address line (e.g., suite number) if needed. q. City - Enter the city where the provider s business is located. r. State - Select the state where the provider s business is located from the drop-down list. s. Postal Code - Enter the zip code where the provider s business is located. t. - While not required, it is a best practice to add the user s address whenever possible. NOTE: This allows the DocSite application to communicate with providers who need to reset their password. u. Phone - Enter the provider s business telephone number. v. Alternate Phone - Enter an alternate number if needed. w. Gender - Select the provider s gender from the drop-down list. x. Comment - Enter a comment pertaining to the provider s account if needed. y. Active - The checkbox is clicked by default. Keep the status as Active. 5. Click Save. Page 20 of 49

22 Result Figure 18.- Add a New Provider A new provider has been added. Communicate the user name and temporary password to the provider outside of the DocSite application (e.g., via secure ). B. Editing Provider Information DocSite provides self-service administration for a provider s account information. At times, a provider may be unable to perform this function, and will contact the Site Administrator for assistance. To edit provider account information: 1. On the Main menu bar, click Administration then select Providers from the drop-down list to access the Provider Administration function. 2. On the Sites section on left side of the screen, select the site associated with the provider from the drop-down list. 3. On the Providers section on left side of the screen, select the name of the provider from the dropdown list. The screen refreshes displaying the selected provider s account. 4. Click Edit Provider in the Provider Detail section of the screen to access the editable version of the provider s account. Page 21 of 49

23 Figure 19.- Click the Edit Provider Link 5. The screen refreshes displaying the provider s account information. Modify the information as needed. 6. Click Save. Results: Figure 20.- Edit the Provider Account Information The provider s account information has been edited and the changes saved. Page 22 of 49

24 C. Managing Roles for a Provider Account Providers are assigned an initial role when an account is created. At times, the Site Administration may need to assign additional roles to a provider or remove a role. To assign or remove a provider s role: 1. On the Main menu bar, click Administration then select Providers from the drop-down list to access the Provider Administration function. 2. On the Sites section on left side of the screen, select the site associated with the provider from the drop-down list. 3. On the Providers section on left side of the screen, select the name of the provider from the dropdown list. The screen refreshes displaying the selected provider s account. 4. To add another role to a provider, in the Provider Roles section of the screen click the checkbox in front of the name of the role. Or to remove a role from a provider, in the Provider Roles section of the screen click the checkbox in front of the name of the role to remove the checkmark. IMPORTANT: The role typically assigned to a user who is a provider is Doctors. The Doctors role has access to the same functionality as the typical user Sites role. See the appendix for a complete list of all of the DocSite roles and descriptions. 5. Click Save. Page 23 of 49

25 Results: Figure 21.- Assign or Remove a Provider s Role The provider s role has been edited and changes saved. D. Resetting a Provider s Password DocSite provides self-service password reset for its providers. At times, a provider may be unable to perform this function, and will contact the Site administrator for assistance. Complete the following steps to create a single-use temporary password for a provider. The provider will be forced to create a password upon initial login to DocSite using this temporary password. To reset a provider s password: 1. On the Main menu bar, click Administration then select Providers from the drop-down list to access the Provider Administration function. Page 24 of 49

26 2. On the Sites section on left side of the screen, select the site associated with the provider from the drop-down list. 3. On the Providers section on left side of the screen, select the name of the provider from the dropdown list. The screen refreshes displaying the selected provider s account. 4. Click Reset Password. Figure 22.- Click Reset Password 5. Enter a new password in the Change Password field. NOTE: This is a single-use temporary password. The provider will be forced to create a password upon initial login to DocSite using this temporary password. 6. Enter the newly created password again into the Confirm Password field to validate that it was entered correctly. 7. Click Save. Results: Figure 23.- Enter a New Temporary Provider Password The provider s account password has been reset. Communicate the reset password to the provider outside of the DocSite application (e.g., via secure ). E. Disabling a Provider s Account The Site Administrator has the ability to disable a provider s account. Once an account is disabled, the provider will not be able to login and access the DocSite application. To disable a provider s account: Page 25 of 49

27 1. On the Main menu bar, click Administration then select Providers from the drop-down list to access the Provider Administration function. 2. On the Sites section on left side of the screen, select the site associated with the provider from the drop-down list. 3. On the Providers section on left side of the screen, select the name of the provider from the dropdown list. The screen refreshes displaying the selected provider s account. 4. Click Disable Account. Results: Figure 24.- Disable a Provider s Account The screen refreshes and the provider s account is now disabled. F. Enabling a Provider s Account The Site Administrator has the ability to re-activate a disabled provider account. Once the account is reactivated, the provider will be able to login to DocSite. To re-activate a provider s account: 1. On the Main menu bar, click Administration then select Providers from the drop-down list to access the Provider Administration function. 2. On the Sites section on left side of the screen, select the site associated with the provider from the drop-down list. 3. On the Providers section on left side of the screen, select the name of the provider from the dropdown list. The screen refreshes displaying the selected provider s account. 4. Click Enable Account. Page 26 of 49

28 Results: Figure 25.- Enable a Provider s Account The screen refreshes and the provider s account is now enabled. Page 27 of 49

29 3. Managing Insurer Accounts Adding a New Insurer to DocSite When creating a new patient record in DocSite, users are able to include the patient s insurer. As the Site Administrator, you can review and add insurers to the system; thereby enabling the ability to assign insurers to a patient. However, before manually adding an insurer, review the existing list, since most insurers are added electronically from a provider s existing system. NOTE: The insurer s name is then added as an option on the drop-down list on the Insurer field on the screen shown below, which is used to create a new patient record. To add a new insurer: Figure 26.- Insurer Field 1. On the Main menu bar, click Administration then select Insurers from the drop-down list to access the Insurer Administration function. Page 28 of 49

30 Figure 27.- Access Insurers Administration Function 2. On the Insurers section on the left side of the screen, click Add New Insurer. Figure 28.- Click the Add New Insurer Link 3. The screen refreshes displaying the fields below. Complete the fields to create a new insurer. a. Insurer Name - Enter the insurer s name. This is a required field. b. Active - The checkbox is clicked by default. Keep the status as Active. c. Contact Name - Enter the name of a contact in the insurer s organization. d. Address Line 1 - Enter the insurer s business address. e. Address Line 2 - Additional address line (e.g., suite number) if needed. f. City - Enter the city where the insurer s business is located. g. State - Select the state where the insurer s business is located from the drop-down list. h. Zip - Enter the zip code where the insurer s business is located. i. Organization ID - If needed, enter the insurer s organization ID. j. Comments - Enter a comment pertaining to the insurer s profile if needed. 4. Click Add. Page 29 of 49

31 Result A new insurer has been added to DocSite. Figure 29.- Add a New Insurer G. Editing an Insurer s Contact Information As the Site Administrator, you are able to edit and/or update insurer contact information. To edit an insurer s contact information: 1. On the Main menu bar, click Administration then select Insurers from the drop-down list to access the Insurer Administration function. 2. On the Insurers section on the left side of the screen, select the Insurer from the list. The screen refreshes displaying a read-only version of insurer s contact information. 3. Click Edit Insurer in the Insurer Details section of the screen to access the editable version of the insurer s contact information. Figure 30.- Click the Edit Insurer Link 4. The screen refreshes displaying the insurer s contact information. Modify the information as needed. 5. Click Save. Page 30 of 49

32 Results: Figure 31.- Edit the Insurer Contact Information The insurer s contact information has been edited and the changes saved. H. Inactivating an Insurer The Site Administrator has the ability to inactivate an insurer. Once an insurer is inactivated, the insurer s name is removed as an option on the Insurer field on the screen (See Figure 26) used to create a new patient record. To inactivate an insurer: 1. On the Main menu bar, click Administration then select Insurers from the drop-down list to access the Insurer Administration function. 2. On the Insurers section on the left side of the screen, select the Insurer from the list. The screen refreshes displaying a read-only version of insurer s contact information. 3. Click Edit Insurer in the Insurer Details section of the screen to access the editable version of the insurer s contact information. 4. Uncheck the box in the Active field. 5. Click Save. Results: Figure 32.- Inactivate an Insurer The screen refreshes and the insurer is now inactivated. Page 31 of 49

33 I. Activating an Insurer s Account The Site Administrator has the ability to re-activate an insurer. Once an insurer is re-activated, the insurer s name is added as an option on the Insurer field on the screen (See Figure 26) used to create a new patient record. To activate an insurer: 1. On the Main menu bar, click Administration then select Insurers from the drop-down list to access the Insurer Administration function. 2. On the Insurers section on the left side of the screen, select the Insurer from the list. The screen refreshes displaying a read-only version of insurer s contact information. 3. Click Edit Insurer in the Insurer Details section of the screen to access the editable version of the insurer s contact information. 4. Check the box in the Active field. The screen refreshes, and the account is re-activated. Results: Figure 33.- Activate an Insurer The screen refreshes and the insurer s account is now activated. Page 32 of 49

34 4. Managing Employer Accounts A. Adding a New Employer to DocSite When creating a new patient record in DocSite, users are able to include the patient s employer. As the Site Administrator, you are able to add employers to DocSite. The employer s name is then added as an option on the Employer field on the screen shown below, which is used to create a new patient record. To add a new employer: Figure 34.- Employer Field Options on Screen Used to Create a New Patient Record 1. On the Main menu bar, click Administration then select Employers from the drop-down list to access the Employers Administration function. Page 33 of 49

35 Figure 35.- Access Employers Administration Function 2. On the Employers section on the left side of the screen, click Add. Figure 36.- Click the Add Link 3. The screen refreshes displaying the fields below. Complete the fields to create a new employer. NOTE: Required fields are identified with blue/bold font. a. Employer Name - Enter the employer s name. This is a required field. b. Active - The checkbox is clicked by default. Keep the status as Active. c. Address Line 1 - Enter the employer s business address. d. Address Line 2 - Additional address line (e.g., suite number) if needed. e. City - Enter the city where the employer s business is located. f. State - Select the state where the employer s business is located from the drop-down list. g. Zip - Enter the zip code where the employer s business is located. h. Employer ID - If needed, enter an employer ID. i. Comments - Enter a comment pertaining to the employer s contact information if needed. j. Primary Phone Enter the employer s main phone number. k. Primary Fax Enter the employer s primary fax number. l. Pharmacy Contact Enter a pharmacy contact number if needed. m. Autogenerate Patient MRNs Click the checkbox to enable the DocSite application to automatically generate a patient medical record number when a new patient record is created in DocSite. Page 34 of 49

36 n. Primary External ID Enter the employer s primary external ID if needed. 4. Click Add. Result A new employer has been added to DocSite. Figure 37.- Add a New Employer B. Editing an Employer s Contact Information As the Site Administrator, you are able to edit and/or update employer contact information. 1. On the Main menu bar, click Administration then select Employers from the drop-down list to access the Employer Administration function. 2. On the Employers section on the left side of the screen, select the Employer from the list. The screen refreshes displaying a read-only version of employer s contact information. 3. Click Edit Employer in the Employer Details section of the screen to access the editable version of the employer s contact information. Page 35 of 49

37 Figure 38.- Click the Edit Employer Link 4. The screen refreshes displaying the employer s contact information. Modify the information as needed. 5. Click Save Changes. Results: Figure 39.- Edit the Employer Contact Information The employer s contact information has been edited and the changes saved. Page 36 of 49

38 C. Inactivating an Employer The Site Administrator has the ability to inactivate an employer. Once an employer is inactivated, the employer s name is removed as an option on the Employer field on the screen (See Figure 34) used to create a new patient record. To inactivate an employer: 1. On the Main menu bar, click Administration then select Employers from the drop-down list to access the Employer Administration function. 2. On the Employers section on the left side of the screen, select the Employer from the list. The screen refreshes displaying a read-only version of employer s contact information. 3. Click Edit Employer in the Employer Details section of the screen to access the editable version of the employer s contact information. 4. Uncheck the box in the Active field. 5. Click Save. Results: Figure 40.- Inactivate an Employer The screen refreshes and the employer is now inactivated. Page 37 of 49

39 D. Activating an Employer s Account The Site Administrator has the ability to re-activate an employer. Once an employer is re-activated, the employer s name is added as an option on the Employer field on the screen (See Figure 34) used to create a new patient record. To re-activate an employer: 1. On the Main menu bar, click Administration then select Employers from the drop-down list to access the Employer Administration function. 2. On the Employers section on the left side of the screen, select the Employer from the list. The screen refreshes displaying a read-only version of employer s contact information. 3. Click Edit Employer in the Employer Details section of the screen to access the editable version of the employer s contact information. 4. Check the box in the Active field. 5. Click Save. Results: Figure 41.- Re-activate an Employer The screen refreshes and the employer is now re-activated. Page 38 of 49

40 5. Using the Auditing Functions DocSite includes auditing functions to track and record user activity, patient history, and login activity. The Site Administrator has access to all of the auditing functions. A. User Activity As the Site Administrator, you are able to generate usage data and view the actions taken by users working in the DocSite application. The tracked activities include actions taken by a user involving patients, measures, and medications (e.g., when data is created, modified, read by a user). To audit user activity: 1. On the Main menu bar, click Administration then select Auditing > User Activity from the dropdown list to access the User Activity auditing function. Figure 42.- Select the User Activity Function 2. On the Sites section on the left of the screen, select the site you want to audit from the drop-down list. 3. On the User Activity section, select the type of user activity to audit. a. Overview: includes all the types of user activity tracked by DocSite. b. Patients: includes only user activity regarding patients. c. Measure Res (Results): includes only user activity regarding measures results. d. Medication Res (Results): includes only user activity regarding medication results. 4. Select the Date Range. 5. Select the DocSite user you want to audit from the drop-down list. 6. Select the Results Per Page from the drop-down list. 7. Click View Activity. Figure 43.- Complete the User Activity Fields 8. The audits results display at the bottom of the screen. The audit data is sortable. Click on a column heading to sort the data by Date, Action, Object, or Target Individual. Page 39 of 49

41 9. To view details on a specific activity, click Details at the end of the row. Figure 44.- User Activity Audit Data Page 40 of 49

42 B. Patient History As the Site Administrator, you are able to generate usage data and view the actions taken by users on a specific patient record in the DocSite application... To audit patient history activity: 1. On the Main menu bar, click Administration then select Auditing > Patient History from the drop-down list to access the Patient History audit function. Figure 45.- Select the Patient History Function 2. On the Sites section on the left of the screen, select the site you want to audit from the drop-down list. 3. On the Patient History section, select the type of patient history activity to audit. a. Overview: includes all the types of user activity tracked by DocSite. b. Accessed By: includes all users who have accessed the patient record. c. Measure Res (Results): includes only user activity regarding measures results. d. Medication Res (Results): includes only user activity regarding medication results. 4. Select the Date Range from the drop-down list. 5. On the Patient field, click Search to select a patient. a. In the pop-up window, enter the patient s last name. b. In the MRN field, enter the patient s medical record number, if needed. c. Click Search. d. Click Select in front of the patient s name. 6. Return to the Patient History screen and select the Results Per Page from the drop-down list. 7. Click View History. Figure 46.- Complete the Patient History Fields 8. The audits results display at the bottom of the screen. The audit data is sortable. Click on a column heading to sort the data by Date, Action, Object, or Active User. Page 41 of 49

43 9. To view details on a specific activity, click Details at the end of the row. Figure 47.- Patient History Audit Data Page 42 of 49

44 C. Login Audit As the Site Administrator, you are able to generate usage data and view the login history of users associated with a specific site. To audit user login activity: 1. On the Main menu bar, click Administration then select Auditing > Login Audit from the dropdown list to access the Login Audit function. Figure 48.- Select the Login Audit Function 2. On the Sites section on the left of the screen, select the site you want to audit from the drop-down list. 3. Select the Date Range from the drop-down list. 4. Select the Results Per Page from the drop-down list. 5. Click View Logins. Figure 49.- Select the Login History Fields 6. The audits results display at the bottom of the screen. The audit data is sortable. Click on a column heading to sort the data by Date, Username, Result, or Individual Name. Page 43 of 49

45 Figure 50.- Login Audit Data Page 44 of 49

46 Section IV - Appendix 1. DocSite User Roles Access to DocSite functionality is role based. All DocSite users are assigned at least one role. The majority of users are assigned one of the following standard roles: Sites: has the ability to add patient information, enter/edit clinical data, and run patient and population-level reports. Site Admins: has the ability to set up site specifics such as Site Users, Providers, Insurers, and Employers, add patient information, enter/edit clinical data; and run patient and population-level reports. This role has access to Add or Edit measures or conditions. The other available roles have either limited functional access, are customer specific, are used only for development purposes or are no longer needed or in use are noted in the list. The table below includes the role description and when applicable lists the functions accessible to that role. Role User Roles Admin - Employer Admin - Insurer Admin - Provider Admin - User Administration Only Admins Description User has access to the Employers and Auditing options underneath the Administration tab. Allows user to add and modify Employers for their site(s). User has access to the Insurers and Auditing options underneath the Administration tab. Allows user to add and modify Insurers for their site(s). User has access to the Providers and Auditing options underneath the Administration Tab. Allows user to add and modify Providers for their site(s). User has access to the Users and Auditing options underneath the Administration tab. Allows user to add and modify Users for their site(s). User has access to the Employers, Insurers, Providers, Users options underneath the Administration tab. User has highest accessibility to the site. Note: This role should not be assigned to a user. Accessible Functions/Report Home Administration Applications Home Administration Applications Home Administration Applications Home Administration Applications Home Administration N/A Page 45 of 49

47 DocSite Employee Doctors Insurers Patient Used to designate a user as a Covisint employee. Note: This role should not be assigned to a user. Underneath the Patient Data tab this user will have access to Patient Information, all of the data entry screens, medications, visit comments, and allergies. In addition this user will have access to all of the reports, population, patient, saved report criteria, data synopsis, and usage reports. The role also has the ability to add immunization data. Note: This user does not have access to the Condition/Measure tab and the Administration tab. User will have access to all of the population reports and saved report criteria. Under the Administration tab the user will have access to all Options Sites, Users, Providers, and Insurers. User has access to the application s Patient portal. This should be assigned to a patient user only. Also, this role should not be used along with other roles. N/A Home Patient Data Reports Home Conditions/Measures Reports (Population) Administration Patient Portal (same as regular application, but with restricted view and functionality) PQRI User User has access to the PQRS application. Home PQRI Submission PQRI Admin Site Admins Sites Super Admin User has elevated access to the application from the administration point. This role may be assigned to customer administrators. Underneath the Patient Data tab this user will have access to Patient Information, all of the data entry screens, medications, visit comments, and allergies. In addition this user will have access to all of the reports, population, patient, saved report criteria, data synopsis, and usage reports. Note: This user does not have access to the Condition/Measure tab and the Administration tab. User has the highest accessibility to sites features, same as the Admins. Note: This role should not be assigned to a user. Home Reports Conditions/Measures Administration Applications Home Patient Data Reports Applications N/A Page 46 of 49

48 Feature Roles Break Glass Dashboard Report Demo Feature Role Hospital Census Lab Orders Measure Entry Only No Edit Measure Entry Only w/edit Message Box MU Calculator News Editor Online VP This lets the user access patient record that does not belong to his practice. This role is applicable only to practice site and the user needs to Consent to access the patient record. Also, Break Glass feature needs to be enabled for this. User has access to Group Facts report under Dashboard Reports User has access to Actionable Patients tab. Underneath the Actionable Patients tab user has access to Scheduled Tasks and Care Opportunities. Note: Neither of these options is functional and is not for production use and should not be assigned to a user. User has access to facility information regarding hospitalized patients (e.g., hospital, admission date, admitting diagnosis, room number, physician). Note: This is only available if the practice has a feed from a system connected to DocSite to provide this information. User has access to Lab Order Entry function. This function is not included in the standard user roles (i.e., Sites and Site Admins No CM Setup). A user would be granted the Lab Orders role in addition to a standard role if needed. Non-functional role, only allows entry on established measure sets. Non-functional role, which allows data entry and edit. A user would be granted the Message Box role in addition to a standard role if access to the secure messaging function in DocSite is needed. User has access to Meaningful Use Calculator in the application. User has the ability to create and edit site news and announcements, which are displayed on the DocSite log in screen. User has access to the online visit planner for entering encounter details and associated measures N/A Reports Dashboard Reports N/A Home Patient Data Applications Home Applications Home Patient Data Home Patient Data Home MU Calculator Home News Editor Online VP Entry Page 47 of 49

49 Outreach Reports Patient Alert VP Performance Reports Population Reports Only User has access to Group Facts report under Dashboard Reports User has access to Patient Alerts Visit Planner report which is listed under Patient Report on the Patient Information page. User has access to Performance Reports under the Dashboard Reports Allows access to the Dashboard reports. This role must be used with another role that gives access to reporting. Reports Dashboard Reports Patient Alerts Visit Planner Report Reports Dashboard Reports Home Read Only User has read only access to the patient data. N/A Referral Reports Only Standard VP Allows user access to the Permission menu to allow permissioning of patients to other DocSite sites. Allows access to report wizard, saved reports, report by MRN. This role must be used with another role that gives access to reporting. User has access to Visit Planner report, which is listed under Patient Report on the Patient Information page. Home Home Visit Planner Report Page 48 of 49