Instructional Guide: Role-Based Security for Intensive In-Community (IIC) Users

Transcription

1 Instructional Guide: Role-Based Security for Intensive In-Community (IIC) Users June 2018 #01072

2 Role-Based Security for IIC Users Contents I. Introduction... 2 II. Accessing CYBER... 3 III. User Hierarchy... 4 Select a User Feature... 5 IV. Assessment Hierarchy... 6 V. Plan Hierarchy... 7 VI. Plan Approval Window... 7 Filtering the Plan Approval Screen... 9 Assigning Documents Unassigning Documents VII. Assessment - Review History VIII. Plan View Treatment Review History

3 I. Introduction CYBER has role-based security that allows each provider agency to manage its users in a hierarchy by assigning specific security groups. This hierarchy has three security levels; Plan Level 1, Plan Level 2 and Plan Level 3 and is structured for reviewing documents. The Hierarchy allows CYBER users to assign or transfer documents (plans and assessments) that are being reviewed from inside the document itself or using the Plan approval screen, also additionally controlling the ability to submit a document for final approval. This security group hierarchy structure in the Plan Approval screen allows for transfer or reassignment of a document to another user for review or editing. A Review History button in plans and assessments allows the user to review the path that the document has taken as it is reassigned using the hierarchy and submitted for review. In order to track documents that are not yet submitted (in progress) to PerformCare, these documents will continue to appear on the author s Welcome Page; assessments will appear for whomever is currently assigned to the assessment. This Instructional Guide will describe CYBER security and the CYBER Welcome Page for Intensive in-community (IIC) and Behavioral Analyst (BA) Users. 2

4 II. Accessing CYBER Users must first log-into CYBER with their Login Name/UserID and Password. The login screen can be found via the PerformCare website Each provider organization has at least one CYBER Security Administrator, and your agency's CYBER Security Administrator can set up a login for you. Your access will be based on your login type and security levels. Before you log in, keep in mind. There is no back button use in CYBER! Most areas/buttons are single-click do not double-click on a button! Every time you launch CYBER, you will be required to enter your Login name and Password to continue. Below the log in area is a statement that, as a CYBER user, you acknowledge your responsibility to protect the privacy of, and to guard against, the inappropriate use of the Protected Health Information (PHI) contained within the system. This statement will appear each time you log in. Please also check the Providers section on the PerformCare website for the most up-to-date technical requirements (such as browser compatibility and operating systems) that a user would need to access CYBER. 3

5 III. User Hierarchy Users in CYBER are assigned security levels that designate their role and hierarchy within their agency. These security levels allow the users to have access to specific functions and features in CYBER. Some of those features are on the Welcome Page; others are within plans and assessments and other screens. CYBER User IDs are created and assigned by each agency s Security Administrator. A full description of the security groups and instructions for creating CYBER user IDs may be found on the PerformCare website training page, in the CYBER Security Administrator Instructional Guide. Many IIC and BA providers/clinicians work independently and are not subject to a supervisor/manager work hierarchy. For the purpose of this guide, independent IIC providers should receive the security group role IIC Care Managers, or IICCM. All security groups above CM role are considered to have high-level access on the Welcome Page. That includes the security groups of IICSUP, IICMGR, IICFIN, IICDIR/CE, etc. IIC Welcome Page Note: BA users are given the same security groups as IIC users. There is no BA security group. BA users have their own version of the treatment plan type. 4

6 Select a User Feature The Select a User feature appears as a pull-down menu on the Welcome Page that allows the high-level user access to view the work of all other users at an equal or a lower level user (below them in the hierarchy). Users with IICCM security are the first access level and will only see their own Welcome Page information. The feature for Supervisors, Managers and higher, (high-level users) is to easily access and track the work of their staff. A high-level user can select a name from the menu and the grid will populate with that user s Welcome Page test information; the selected user s name will appear at the top of the menu as a reminder to the high-level user. The high-level user must click the Refresh Total button at the top of the right hand column to see the selected user s Welcome Page document counts in parentheses, identifying that there is a document in one of these statuses. It also displays information such as returned plans/assessments, over-due plans/assessments and expiring authorizations and eligibility for youth. - For more information on hierarchy, please review the Welcome Page Features for High-Level Users (Supervisors and Managers). The Welcome Page links and buttons are described on the IIC Welcome Page document. 5

7 IV. Assessment Hierarchy Assessment hierarchy is the functionality that allows users that are creating or editing a Bio/Psycho/Social Needs Assessments to transfer the assessment to another user within their agency prior to submitting to the CSA. Note: All IIC users will still have the ability to author an assessment and access their assessments via their Welcome Page. Also, all IIC users will have the ability to transfer the assessment to other users within their agency, as well as submit directly to the CSA. The author of the assessment can submit directly to the CSA without transferring it to another user and assessments can be deleted from the system as long as they have not been submitted to the CSA. To transfer an assessment to another user, the assessment must first be saved by the author. Once saved, the author can Transfer by clicking the - Select an Action - menu at the bottom of the assessment, then clicking Update Status. The Select an Action menu will pop up and the user may scroll down to select the Transfer action. Clicking on Update Status button will bring up a window where the user will select another user within the agency to send the assessment. Selecting a user from the User ID menu will populate the Name, Program Description, and Level of User. Once the user clicks Accept, the assessment will be assigned to the new user. IIC users (who have received transferred assessments) will be able to access the assessment on the Plan Approval window in the My Plans section. The Assigned user will see the BPS on their Welcome Page via the BPS Needs Assessment In Progress link if the child is still open to the agency. The assessment will also appear on the author s Welcome Page after it has been transferred, again as long as the agency is still open to the youth All users can locate the unsubmitted assessment on the Plan Approval window. The original author will also see the Assessment on the youth s Treatment Plans and Assessments grid however, the assessment will be read-only to the author until it is either transferred or returned to them from the current user. There is also a Return action available on the Select an Action menu. Making this selection will bring up a window similar to the one that appears after the user selects the Transfer action. When using the Return action, users will only see the User IDs of those users that have worked on the assessment. Transfer will display all user IDs within the agency. 6

8 V. Plan Hierarchy Plan hierarchy is similar to assessment hierarchy allowing users that are creating or editing an IIC or BA Treatment Plan to transfer the plan to another user within their agency prior to submitting to the CSA. In order to transfer a plan to another user, the plan must first be saved by the author. Once it is saved, the author will find the Transfer button at the bottom of the plan. This will bring up the Select User for Transfer window. Selecting a user ID from the menu will populate the Name, Program Description, and Level of User. Once the user clicks Accept, the assessment will be assigned to the new user. IIC users (who have received transferred plan) will be able to access the plan on the Plan Approval window in the My Plans section. The Assigned user will see the plan on their Welcome Page via the Service Plans/Assessments In Progress link if the child is still open to the agency. The plan will also appear on the author s Welcome Page after it has been transferred, again as long as the agency is still open to the youth All users can locate the unsubmitted plan on the Plan Approval window. The original author will also see the Assessment on the youth s Treatment Plans and Assessments grid however, the plan will be read-only to the author until it is either transferred or returned to them from the current user. There is also a Return button available at the bottom of the plan. Choosing this selection will bring up the Select User for Return window similar to the one that appears after the user selects Transfer. When returning, users will only see the User IDs of those users that have worked on the plan. Transfer will display all user IDs within the agency. VI. Plan Approval Window For IIC, the Plan Approval window is used for the viewing and reassignment of plans and assessments. 7

9 Plan/Plan type selection area Filtered Plans (all agency) My Plans (assigned to the logged-in user) At the top of the screen, users will find the Plan/Plan type selection areas. By default, this area will only show the plans and assessments types that are currently active in the agency (they have not been submitted to the CSA). Checking plan and assessment types trigger the plans and assessments the user will see in the Filtered Plan section of the screen. For example, as an IIC user the options are: Intensive In-Community Plan (IIC_2) Behavioral Analyst Plan (BA_2) Bio Psycho Social Assessment (Assessment or BPS Asmt) Once a check box is checked, the Plan Type area will populate with the matching options for the user to choose. The selections made in the Plan/Plan Type sections are what populate the next grid, the Filtered Plans section. 8

10 Filtering the Plan Approval Screen The Doc Type menu gives the user the option to look at either Treatment Plans only, Assessments only, or All (plans and assessments). If the user makes a selection here, it will cause the Plan grid (to te left of the menu) to show only what is applicable and available to the user. For example, if the user were to select ASMT, or Assessments, the Plan grid would only show those Assessment types that are available for the user to select. Next to this area are the check boxes for Due dates and time-frames. These time-frames are associated with when the plan or assessment is due. If the user enters a time frame into the boxes here, they will be unable to select any of the other options listed above. The user also has the option of choosing to look at the plans and assessments for a specific Program ; this menu will only have more than one program available if the user s CYBER ID is associated with more than one program. The Assigned To menu allows the logged in user to look for plans and assessments that are Assigned To a specific user in their agency. Supervisors and Managers may use this menu to look for the plans and assessments that are currently In Progress and are assigned to a user that is no longer with the agency (deactivated). Using this function, the Supervisor or Manager can locate the documents and reassign them to other users within the agency (including themselves). Note: Deactivated users will continue to appear in the Assigned to column until all work that was assigned to their ID has been assigned to other users. 5 If the user is on the Plan Approval screen for an extended period, there is a possibility that new plans and assessments have been entered into the system but are not appearing on this screen (the grids will not automatically refresh). To see if new documents have been entered, clicking on the Refresh button will refresh the filter parameters, which will refresh the Filtered Plans grid. 9

11 The Filtered Plans grid will show all plans and assessments (based upon the filters chosen above) that are still within the agency and have not been submitted to the CSA. The grid will show the type of Plan and Plan Type, the status of the document (In Progress indicates that it is still with the author), who currently may edit the document (Assigned To), the Name and ID of the youth, who the Requestor or Author of the document is, and the due date (when applicable). Return History refers to whether the document has been returned by the CSA, the name of the CSA Reviewer that returned the document will appear here. This will be the most recent return; in order to see a full history, the user will need to open the document to see the full history (see the Review history button below) Assigning Documents Users can assign a plan or assessment to themselves, even if it is currently assigned to another user. In order to assign a document to any, the document must be selected (highlighted in blue) in the grid (by single-clicking on the row, not any hyperlinks) and then the user will click on the Assign button, below the grid. Once the plan or assessment has been assigned to the user, it will appear in the My Plans grid at the bottom of the window. (Plans and assessments that have been submitted to the CSA will not appear on this screen.) Double-clicking on a row (not a hyperlink) in this grid will open the document up to the user, who will be able to work on the document, transfer it to another user within the agency (if needed) or, submit it directly to the CSA. Unassigning Documents Users have the option of unassigning a plan or assessment from their own ID; doing this will allow another user to see it in the Filtered Plans grid as being Unassigned. This does not transfer the document to another user; if the logged in user is the author, the document will remain visible to them on the Treatment Plans and Assessments grid of the youth s record. When the document needs to be transferred to another user, the current owner of the document should go into the assessment or plan and, using the Transfer action button, assign it to another user within their agency for work or review. 10

12 Keep in mind that the assessment will be in read-only status to the author once it has been transferred to another user or submitted to the CSA; if the author needs to make revisions to the document prior to it being submitted, they can assign it to themselves on the Plan Approval window, from the Filtered Plans grid. 11

13 VII. Assessment - Review History If a user needs to determine who currently owns an assessment, or what the current status of the document is (in progress, approved, returned), they can refer to the assessment itself. Going to the Treatment Plans and Assessments grid of a youth s record will assist a user in finding the assessment they are looking for. The Review History button at the bottom of all assessments allows users to review the document s assignment history. The Review History button, when clicked, will show the user a history of who has been in possession of the document, as well as the current status of the document. Note: The Review History button can be clicked at any time; the user does not have to wait until the full document has loaded. The Review History window will show the history from the creator of the document (FromUser) in the bottom line of the grid, ToUser will indicate who the assessment was transferred to. In the case of the assessment being submitted to the CSA, Submitted will be listed in the Status column and the Program name will be CSA. Status will show the status of the Assessment InProgress, Assigned, Transferred, Submitted, Returned, or Approved. The current status will appear in the top row of the grid. The Date column will show the date and time of the status change. The Program column will indicate the name of the program to whom the users are associated. 12

14 VIII. Plan View Treatment Review History If a user needs to determine who currently owns a plan, or what the current status of the document is (in progress, approved, returned), they can refer to plan the itself. The Treatment Plans and Assessments grid of a youth s record will assist a user in finding either a plan assigned to the user or a submitted/approved plan. The View Treatment Plan Review History button at the bottom of all plans allows users to review the document s assignment history. The Review History button, when clicked, will show the user a history of who has been in possession of the document, as well as the current status of the document. Note: The Review History button can be clicked at any time; the user does not have to wait until the full document has loaded. The Review History window will show the history from the creator of the document (FromUser) in the bottom line of the grid, ToUser will indicate who the assessment was transferred to. In the case of the assessment being submitted to the CSA, Submitted will be listed in the Status column and the Program name will be CSA. Status will show the status of the Assessment InProgress, Assigned, Transferred, Submitted, Returned, or Approved. The current status will appear in the top row of the grid. The Date column will show the date and time of the status change. The Program column will indicate the name of the program to whom the users are associated. 13