RxAXIS Security Module 09/25/2013

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1 RxAXIS Security Mdule 09/25/2013 Lessn Title Intrductin: Security Mdule In this tutrial we are ging t lk at the Security Maintenance Mdule f the RxAXIS system. When used, this system gives emplyees access t the areas f the system that they need t perfrm their jbs while preventing them frm accessing areas they dn t need t be in t perfrm their jb functins. Imprtant Infrmatin: All users must have their wn assigned User Name and Passwrd t access the system!!!!! Lessn Objective: Upn cmpletin f this lessn, yu will be able t d all f the fllwing: Use Pharmacy Passwrd Maintenance t set up an emplyee and assign system access rights. Describe the functin f each cmmand that appears within Pharmacy Passwrd Maintenance. Use N/H Web server t set-up users and assign system access rights t the Nursing Hme Mdule. Use Security Parameters t set-up the Security Mdule t meet r exceed custmer expectatins. Generate Security Audit Reprt (Versin 8.65 r higher nly) Accessing Security Maintenance The path t Security Maintenance frm the Master Menu is: M System Maintenance G Security Maintenance Enter passwrd (current six digit date in MMDDYY frmat entered backwards) Imprtant Infrmatin In rder t advance nt Security Maintenance, the user will be prmpted t enter a passwrd in the lwer left-hand area f the screen. This passwrd is cnsidered t be the Master Security Passwrd. The Master Passwrd can be changed in Security Parameters Line 3 Master Security Passwrd which we will cver later in this tutrial. Hwever, if Line 3 Master Security Passwrd is left blank, the passwrd wuld be the current six digit date (MMDDYY) inputted backwards) Example: If the current date is April 18, 2013 the user wuld type as the passwrd. 1

2 RxAXIS Security Mdule 09/25/2013 Security Maintenance Optins The fur menu ptins that are available frm Security Maintenance are the fllwing: 1. Pharmacy Passwrd Maintenance 2. N/H Web Server Passwrd Maintenance 3. Security Parameters 4. Print Security Audit Reprt (Versin 8.65 r higher nly) Pharmacy Passwrd Maintenance The path t Passwrd Maintenance is the fllwing: M System Maintenance G Security Maintenance Enter passwrd (current six digit date entered backwards, unless the master passwrd has been changed in Security Parameters) 1 Pharmacy Passwrd Maintenance Lines 1-4 Line 1 Emplyee s Last Name, First Name, Initials, RPh setting Last Name First Name Initials (This field can handle 3 characters.) RPh Indicatr used t identify a staff member as being a pharmacist. Line 2 User Name, Passwrd, Security Access Only and Cmpunder User Name The minimum and maximum character limits fr a user name are 3 and 16. Passwrd The minimum number f characters that can be used in a passwrd are 7 and the maximum number is 30. (The user can set his/her wn minimum and maximum values (Security Parameters Lines 8 and 9) If the user tries t enter a passwrd with a number f characters less than the value set in Security Parameters, the fllwing errr message will ccur, Passwrd length must be x r mre. Security Access Only If this field is set t a Y, the user will nly have access t Security Maintenance and will be directed t this area immediately upn successfully lgging int the User Security lg-in windw. Nte: The nly way t get access t this setting is t type SAO n the cmmand line and pressing the Enter Key. Cmpunder The value entered in this field determines whether r nt the emplyee will have access t screens assciated specifically t cmpunding. (Versin 8.65 r higher nly) Y r left blank The user will have access t the Cmpund Batch Menu thrugh usage f the BCH cmmand frm the Cmpund Drug Maintenance Screen. N The user will get the fllwing message when attempting t access the Cmpund Batch menu by using the BCH cmmand, User Must Be a Cmpunder t Access This Screen. 2

3 RxAXIS Security Mdule 09/25/2013 Line 3 Cnsle and Disable If the user wh is assigning security access wants t give an emplyee cmplete access t the system, s/he needs t enter a Y in the Cnsle Field. If an N is entered int the Cnsle field, the user assigning security access will have the ability t select which areas f the system the emplyee will be able t access. (They will have t g thrugh each sub-menu t set the desired access privileges. Nte: If the user enters a Y fr Line 3 (Cnsle), lines 5 26 will disappear as the emplyee will have full access t the entire system. Disable If a Y is entered, the user s passwrd will be disabled and the user will nt be able t gain access. The fllwing message will be displayed. Yu have been lgged OFF. Yur lgin is n lnger valid. Please see yur System Administratr. This parameter shuld be set t N fr all active users. Line 4 User Grup and Patient Histry Only If the user wants t grup emplyees with the same security access, they wuld simply enter a user grup name that the emplyee belngs t such as Tech (Technicians), RPh (Pharmacists) r Billing (just thse staff that perfrm billing functins nly.) Once a grup is established and the user makes a change t security fr an emplyee within this grup, the system will prmpt the user with the fllwing message: Update all Users with the Same Grup, Y/N Patient Histry Only If set t a Y, the patient will nly have access t the Patient Histry Screen. If set t a N, the patient will have access based n the settings in lines 1 3. Assigning Areas f Access When the System Administratr sets Line 3, Cnsle Y/N t an N (within the Passwrd Maintenance Menu), Lines 5 26 will appear. All f the sub areas are prvided fr yu in the appendix f this dcument. 3

4 RxAXIS Security Mdule 09/25/2013 Cmmand Line Functins The table belw describes what each cmmand line functin will d fr the user: Cmmand Descriptin 1-26 There are 26 lines f infrmatin that appear n the Passwrd Maintenance Screen. Lines 1 4 cntain User Infrmatin. Lines 5 26 pertain t the areas f the system that security can be applied. T access a specific line, the user must type the desired line number n the cmmand line and then press the Enter Key. Imprtant Infrmatin: When selectin lines 1 4 the cursr is psitined n the selected line number and allws the user t make any necessary changes n the fields assciated with the line number. (With the exceptin f (Security Access Only, which is accessed by typing SAO n the cmmand line and pressing Enter.) When selecting lines 5 26, the system pens up the menu assciated with the areas f the system link t the selected line number. Last Name A D If the user types the last name r partial last name f an emplyee that has been set up in passwrd maintenance using uppercase letters and presses Enter, the system will take s/he t the first recrd that matches the inputted infrmatin. This cmmand is used t add new users t the system. T use this cmmand simply type A n the cmmand line and press Enter. The system will respnd by displaying a blank passwrd maintenance screen with the cursr psitined at Line 1. This cmmand is used t delete an existing emplyee. Upn entry f the Passwrd Maintenance screen, the user can type L t list all emplyees and then tab dwn t the emplyee that s/he intends t delete and press Enter. This will bring the user s infrmatin up. Type D n the cmmand line and press Enter. Ntes: The system will display the fllwing message, Enter OK t delete. If the user wants t delete this emplyee s/he types OK n the cmmand line and then presses Enter. 4

5 RxAXIS Security Mdule 09/25/2013 Cmmand Line Functins (Cntinued) The table belw describes what each cmmand line functin will d fr the user: Cmmand Descriptin Cpy This cmmand is used t cpy the security prfiled frm an existing user t a newly created user. T use this cmmand, use the fllwing prcedure: 1. Bring up the existing emplyee that has the security prfile yu want t cpy t yur new emplyee. 2. Type Cpy n the cmmand line and press Enter. 3. At this pint the cursr will be psitined at the First Name field, the system will autmatically pull ver the fllwing infrmatin frm the ther emplyee: Initials RPh Indicatr (Y r N) SAO Indicatr Cmpunder Indicatr (Versin 8.65 r higher nly) Patient Histry Only Nte: The system defaults the fllwing fields t a N: Cnsle Disable 4. The infrmatin in Lines 5 26 f the existing user will be cpied ver t the newly created user. P This cmmand allws the user t print targeted infrmatin frm a user s prfile. This cmmand gives the user the fllwing print ptins: 1. Print User Passwrd This ptin allws the user t print ut the HBS Security Prfile Reprt. This reprt includes the fllwing infrmatin: Emplyee Name User Name Passwrd Initials 2. Print Template This ptin allws the user t print a blank template r a user ppulated template. They can als print a template by grup. The template lists the fllwing infrmatin: Emplyee Name Date reprt was generated Lines 5 26 and their respective menu item settings. 3. Print User In Grup This reprt lists the emplyee names and initials fr each emplyee in this grup. 5

6 RxAXIS Security Mdule 09/25/2013 Cmmand Line Functins (Cntinued) Cmmand L SAO <CR> Descriptin This cmmand will bring up a list f all users that have been added t the system. The user can navigate t a desired emplyee by using the arrw keys (Up r Dwn). T select the emplyee the user must press the Enter key. This cmmand is used t change the setting fr the Security Access Only Field. Nte: When the user types SAO n the cmmand line and presses Enter, the cursr is psitined at the Security Access Only Field and allws the user t change its value. When the user initially enters Passwrd Maintenance, the system will display the first user in the list that was cmpiled alphabetically. When the user presses the Enter Key, the infrmatin fr the next user in the list will be displayed. N/H Web Server Passwrd Maintenance This menu ptin is very similar t Passwrd Maintenance. Hwever, this ptin is used t set-up emplyees that will be required t have access t the Nursing Hme Web Server. Menu Path (Frm Master Menu) M System Maintenance G Security Maintenance Enter passwrd (current six digit date frmat entered backwards) 2 N/H Web Server Passwrd Maintenance Line # Infrmatin Displayed 1 Last Name First Name Initials User Type 2 User Name Passwrd 3 Reserved This field is currently being used and is reserved fr future use. 4 User Grup If the user wants t grup emplyees with the same security access they wuld simply enter a user grup name that the emplyee belngs t such as Tech, RPh, Billing, etc. 6

7 RxAXIS Security Mdule 09/25/2013 N/H Web Server Passwrd Maintenance (Cntinued) Line # Infrmatin Displayed 5 Physician If the user is a physician, this field shuld be set t Y. HBS Dctr Number The dctr s recrd number assigned by RxAXIS shuld be entered int this field. 6 Hme and Statin Access This line is t specify which Hmes and/r Statins the user will have access t. Nte: When this line is selected the NH Security Hmes windw is displayed. T add a new hme, the user highlights Add New Hme and presses Enter. At this pint the system displays the NH Security Hme windw. 7 This line pens up the Resident Access menu and allws the user t assign access rights t the fllwing areas f the system: Add New Resident Change Resident Infrmatin Discharge Resident Add/Change Resident Allergies 8 Medicatin Order Access This line pens the Medicatin Order Access Windw and allws the user t assign access rights t the fllwing areas f the system: Prcess Refill Orders Add New Medicatin Orders Change Instructins Discntinue Medicatins 9 Medical Recrds Access This line pens up the Medical Recrds Access Windw and allws the user t assign access rights t the fllwing areas f the system: Add Medical Recrd Orders Change Medical Recrd Orders Discntinue Medical Recrd Orders 10 Reprts/Frms Access This line pens up the Reprt/Frms Access windw and allws the user t assign access rights t the fllwing areas f the system: Print Reprts Print Frms 7

8 RxAXIS Security Mdule 09/25/2013 Security Parameters The table bellws summarizes the functin and purpse fr each ne f the sixteen Security Parameters: Security Parameter Functin / Purpse 1. Security Mdule This parameter acts as the n/ff switch fr the Security Mdule. If set t a Y, the system s security mde is activated. When the security mde is activated as sn as an emplyee lgs nt the system, the User Security Windw will be displayed and they will have t enter their assigned User Name and Passwrd t enter the system. If set t an N, the system s security mde is deactivated. 2. Lwer Case In Passwrds If set t a Y, the User Security passwrd entered in Passwrd Maintenance becmes case sensitive. When this parameter is set t Y the emplyee assigning access privileges can use bth upper case and lwer case letters in the user name as well as their passwrd assigned thrugh Pharmacy Passwrd Maintenance. If set t N, the entered user name and passwrd are frced by the system t be upper case letters. 3. Master Security Passwrd When a user attempts t access System Maintenance, they are prmpted t enter a passwrd. If this field is left blank, the system will use the default passwrd f the current date entered backwards. The user has the ptin t change this master security passwrd t a passwrd f their chice. 4. RPh Must Lgn First If set t a Y, when the User Security Windw is displayed, a Registered Pharmacist must be the first persn wh lgs nt the system. If set t a N, the first persn lgging nt the system des nt have t be a Registered Pharmacist. Nte: The system identifies that the lg-in entered is assciated t a pharmacist by the values entered int Passwrd Maintenance User Name and RPh Line 1 being set t a Y. 8

9 RxAXIS Security Mdule 09/25/2013 Security Parameters (Cntinued) The table bellws summarizes the functin and purpse fr each ne f the sixteen Security Parameters: Security Parameter Functin / Purpse 5. Must Enter RPh The impact f this parameters setting is dependent n the setting f Prescriptin Parameter 21 Lck n RPh & Tech (Master Menu M System Maintenance, A Stre File Maintenance D, Field Parameters Rx System Parameters 2, Prescriptin Parameters 21, Lck n RPh & Tech) and the setting f Security Parameters 5 Must Enter RPh0 Rx Param. 21 Sec. Param. 5 System Behavir 6. Prmpt fr RPh Passwrd 7. Reserved WF Frnt Menu Passwrd 8. Min Size Passwrds (07) Y Y When filling a new prescriptin the user must manually enter the pharmacist s initials. (Hard Stp. Y N When filling a new prescriptin the system will autmatically ppulate the RPh field. N n/a User will have t enter the pharmacist s initials. Is set t Y, and a staff member ther than the pharmacist lgs n, when s/he tries t access the Rx System the system will prmpt him r her t enter the pharmacist s passwrd. If set t a N and a staff member ther than the pharmacist lgs n, n prmpt t enter the pharmacists passwrd will ccur. This parameter is nt currently being used and has been reserved fr future usage. (Versin 8.65 r higher nly) Versin D.4.1 [ Develpers Nte Need descriptin] This parameter sets the minimum amunt f characters that need t be entered when assigning a new emplyee s passwrd in Passwrd Maintenance. If the user enters a passwrd with less characters than the numeric value in this field, the system will display the fllwing message, Passwrd must be (number entered in this field) r mre. The minimum number f characters that a passwrd must cntain is 7. 9

10 RxAXIS Security Mdule 09/25/2013 Security Parameters (Cntinued) The table bellws summarizes the functin and purpse fr each ne f the sixteen Security Parameters: Security Parameter 9. Max Size Passwrds (30) Functin / Purpse This parameter sets the maximum amunt f characters that a new user s passwrd can cntain when assigning this passwrd in Passwrd Maintenance The maximum number f characters that a passwrd can cntain is Disable Lgin after 3 attempts 11. Days Passwrd is Valid (1 9999) 12. Display Authrizatin Message 13. Authrizatin Message Text: [ ] 14. Passwrd must include bth letters & numbers: If set t a Y, when a user unsuccessfully attempts t lg-n t the system fr 3 times, the system will disable their passwrd by tggling parameter 3 f Pharmacy Maintenance t a Y. The system will als display the fllwing message, Yu have been lgged ff. Yur lg-in is n lnger valid. Please see yur Administratr. The System Administratr will need t g int Pharmacy Passwrd Maintenance, pull up the user and set Parameter 3 Disable t a N. If set t a N and the user makes three unsuccessful lg-in attempts, the system will bring them back t the cmmand line but will nt disable their passwrd. The numeric value entered int this field will determine the number f days a passwrd will be valid. If the user never wants the passwrd t expire they need t leave it blank. This parameter wrks in cnjunctin with parameter 13 Authrizatin Message Text. If set t a Y, and a message has been entered int parameter 13, the entered message will be displayed t user immediately after they successfully cmplete their security lg-in. If set t an N, n message will be displayed t users upn their successful cmpletin f their security lgin. The message(s) entered int this parameter will be displayed t the user immediately after lgging int the system if parameter 12 Display Authrizatin Message is set t a Y If set t a Y, when the system administratr is adding a new emplyee t Passwrd Maintenance, they must assign a passwrd that cntains at least 1 letter and 1 number, therwise the fllwing message will be displayed: Passwrd must include ne letter & ne number. If set t an N, the assigned passwrd can be all numbers, all letters, r a cmbinatin f bth. 10

11 RxAXIS Security Mdule 09/25/2013 Security Parameters (Cntinued) The table bellws summarizes the functin and purpse fr each ne f the sixteen Security Parameters: Security Parameter 15. Encrypt the Passwrd Functin / Purpse If set t a Y, when the System Administratr adds a new user t Passwrd Maintenance the characters f the entered passwrd will display as asterisks n the screen. If set t an N, when the System Administratr adds a new user t Passwrd Maintenance, the characters f the entered passwrd will display exactly as typed. 16. Must Enter Tch: If set t a Y, and the pharmacy has the security mdule turned n, when filling a prescriptin fr a new patient, the cursr will make a hard stp at the Tch field and require the user t enter their initials befre allwing them t cntine. If set t an N, the entry f the technician s initials are nt required. 11

12 RxAXIS Security Mdule 09/25/2013 User Security Screen In this sectin we will take a lk at the Security Screen and hw it will display after lg-in: Imprtant Infrmatin: Once the User Security Screen displays the user will have t d the fllwing: 1. Type their assigned User Name and press the Enter Key. 2. Type their assigned Passwrd and then press the Enter. At this pint the system will display the Previus Lgin Ntificatin Screen. (Versin 8.65 r higher nly) The table belw summaries the key infrmatin displayed n this screen: Screen Item Last Successful Lgin Number Of Unsuccessful Attempts <CR> Descriptin Displays the date and time f the users last successful lgin. Displays the number f unsuccessful lgin attempts made by the user. The User presses the Enter Key (<CR>) t cntinue thrugh this screen. Security Audit Reprt The Security Audit reprt cntains the histry f all security related changes and unsuccessful lgin attempts. This reprt can be generated in the fllwing ways: 1. Print By Date (Default) 2. Print By User Name 3. Print By Audit Type Nte: This reprt is nly available in sftware versins 8.65 and higher! 12

13 RxAXIS Security Mdule 09/25/2013 Print By Date The user enters the fllwing infrmatin t generate a reprt by date: 1. Enter Starting Date in MMDDYY frmat and then press the Enter Key. 2. Enter the desired Ending Date in MMDDYY frmat and then press the Enter. (If the user presses enter withut making an entry the system will default the current date int this field.) 3. Select Stres t Prcess. 4. Select desired printer r display t screen. Key Infrmatin n the Security Audit Reprt Reprt Item Stre Cde Mde Date Time User Name / ID C=Cnt, L=Lg, P=Security Parameters Descriptin Stre ID r Stre Lcatin There are tw pssible mdes: Lgin This represents an actual lgin attempt t the User Security Windw. Change This indicates that a change has been made either t Security Parameters r t fields within Passwrd Maintenance r Cntrlled Substance Parameters The date in MMDDYY frmat when the change r unsuccessful lg-in attempt ccurred. The time in military time when the change r unsuccessful lg-in attempt ccurred. This clumn lists the user name and id assciated with the change r lg-in attempt. Fr any changes the system will indicate what specific parameter was changed by an alphanumeric cmbinatin. Alpha Abbreviatin C Descriptin Cntrlled Substance Access Line 18 f Passwrd Maintenance (MM M G Enter Passwrd 1 18) L Passwrd Maintenance (MM M G Enter Passwrd 1) P Security Parameters (MM M G Enter Passwrd 3) 13

14 RxAXIS Security Mdule 09/25/2013 Reprt Item C=Cnt, L=Lg, P=Security Parameters (Cntinued) Descriptin Fr any changes the system will indicate what specific parameter was changed by an alphanumeric cmbinatin. Numeric Descriptin Abbreviatin 1 16, 18 The numeric prtin indicates the line number assciated with the change made Example: L-3 Example: P-16 Example: C - 7 L indicates that the change ccurred within Passwrd Maintenance. 3 Indicates the line number that was changed, In this case the value fr Cnsle was frm an N t a Y. P indicates that the change ccurred within Security Parameters (MM M G Enter Passwrd 3) 16 indicates the line number f parameter that was changed 16. Must Enter Tch C indicates that the change ccurred within the Cntrlled Substance Access Area f the system (MM M G Enter Passwrd 1) 7 Indicates the precise line number that was changed within Cntrl Substance Access. In this example it was 7. Inventry Level Change Print By User Name The user enters the fllwing infrmatin t generate the reprt by User Name: 1. Starting date fr the reprt and then presses the Enter Key. 2. Ending date fr the reprt and then presses the Enter Key. 3. Select stre t prcess. 4. Select desired printer r display t screen and then press the Enter Key. 14

15 RxAXIS Security Mdule 09/25/2013 Print By Audit Type The user enters the fllwing infrmatin t generate the reprt by Audit Type: 1. Starting date fr the reprt and then presses the Enter Key. 2. Ending date fr the reprt and then presses the Enter Key. 3. Select stre t prcess. 4. Select desired printer r display t screen and then press the Enter Key. Cntrl Substance Access The Cntrl Substance Access Area cntains eleven areas f access rights. Accessing Cnt Subst Acess Screen (Frm the Master Menu): 1. M System Maintenance 2. G Security Maintenance 3. Enter passwrd (Current date in MMDDYY frmat backwards) Pharmacy Passwrd Maintenance Cnt Subst Access The table belw summarizes the areas f access that can be given r restricted t a specific emplyee: Line Item Name 1 Cnt Subst Inventry Menu: 2 Rx / Inquiry Cnt Subst: 3 Rx/Change T/Frm Cnt Subst: 4 Rx/Change Quantity: 5 Rx/Change # f Refills: 6 Inventry Level Inquiry: 7 Inventry Level Change: 8 Purchase Order Inquiry: 9 Purchase Order Change 10 Add Purchase Order 11 Fill New Rx (Versin 8.65 and higher nly!) 15

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