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1 The Security Manager is used to create a means of managing the permission levels for all the users that will be working with the system. These users are assigned to Roles, for which permissions are defined. This allows the administrators of your practice to control which functionalities of the application are available to the different levels of users in your organization. Click anywhere to continue Copyright 2012 Pulse Systems, Inc. Page 1 of 91

2 The Security Manager module will allow the administrative staff to perform the following tasks: assign permissions and rights to a role or an individual user, set system rules for password configuration, set password expiration parameters, set system access parameters, and access audit logs. Click anywhere to continue Copyright 2012 Pulse Systems, Inc. Page 2 of 91

3 Please note that the administrator in your office for Pulse Pro will need to be set up in the system prior to performing these tasks. Administrators are set up during the implementation process. Click anywhere to continue Copyright 2012 Pulse Systems, Inc. Page 3 of 91

4 Click on the Desktop Application for this learning experience, Clinical Dashboard for our Electronic Health Record users or PulsePro for our Practice Management users. Copyright 2012 Pulse Systems, Inc. Page 4 of 91

5 To begin, it is assumed that you have opened the Clinical Dashboard application and are logged in with the appropriate security and privileges to complete this task. Copyright 2012 Pulse Systems, Inc. Page 5 of 91

The Security Manager switchboard appears.

10 To begin, it is assumed that you are logged in the PulsePro application with the appropriate security and permissions to complete this task. In the Navigation Pane, click the Administration Group button. Copyright 2012 Pulse Systems, Inc. Page 10 of 91

In the Administration Group, click the Security

13 The Security Setup Form window is displayed with the Setup Role tab selected by default. There are three tabs located at the top of the window titled: Setup Role, Setup Role Permission and Setup User s Role Permission. We will explore the first two tabs during this lesson. Copyright 2012 Pulse Systems, Inc. Page 13 of 91

14 Each tab includes a toolbar providing different functionalities in the application. This particular toolbar has buttons such as Add, New, Remove, Refresh, Assigned Users and Help. Copyright 2012 Pulse Systems, Inc. Page 14 of 91

15 Below the toolbar, you will see a list which displays the User Roles currently defined in the system accompanied by a short description of the role. At the bottom the screen is a small pane which displays the details for records in the list. This pane also indicates the mode in which you are working as indicated by the title on the pane. Copyright 2012 Pulse Systems, Inc. Page 15 of 91

16 The goal of a role is to be able to assign a group of users to a role and then assign permissions to that role to add security to the system. In the new version of Security Manager, you may now assign users to more than one role and adjust individual permissions at the user level so you may limit the number of roles Here to just your major roles in the practice. Once assigned to a role, you have the ability to edit the permissions for each individual user that has been assigned to the role. We will address this process in the Setup User s Role/Permissions tab. Click anywhere to continue Copyright 2012 Pulse Systems, Inc. Page 16 of 91

17 For now, let s add a new user Role to our System. The Setup Role tab of the User/Role Permission section of the Security Manager is used to create roles, manage the roles of assigned users, and remove roles. This tab is active by default when the Security Setup Form opens. Copyright 2012 Pulse Systems, Inc. Page 17 of 91

19 The application changes to New mode and we are now able to add a new role as indicated in the detail pane at the bottom of the window. A Role consists of a Role Name and a description. The name field is required and must be completed. Names should include alphanumeric characters only and specifically should not include spaces or special characters. For our example, we will add a role for our Physicians, assigning the name of PH. Type the name, then press the Tab key to move to the next field. Copyright 2012 Pulse Systems, Inc. Page 19 of 91

21 The Description field is an optional field that provides a short description of the purpose of the code. While this is an optional field, it is strongly suggested that this be completed in order to minimize confusion. Let s type Physicians into the description into the field. Copyright 2012 Pulse Systems, Inc. Page 21 of 91

24 Once a role has been created, there may be a need to edit that particular role. In our example, we have been informed that the name PH we assigned to Physicians, should have to be used for Physicians and Nurse Practitioners so we will need to edit the code for that role. To edit a role, click to select the record in the list. Copyright 2012 Pulse Systems, Inc. Page 24 of 91

25 The window refreshes and changes to update mode as indicated in the detail pane. In addition, the Add button has now become an Update button. The Name field remains grayed out and cannot be changed, however, we are able to edit the description field. To change the description, delete the existing text and type the new value. We will replace Physician with Physicians and Nurse Practitioners. Copyright 2012 Pulse Systems, Inc. Page 25 of 91

Another dialog box appears confirming the change.

NOTE: If a User Role was created in error, or the wrong code was created in the name field, it can be removed from the system by using the Remove button on the

30 NOTE: If a User Role was created in error, or the wrong code was created in the name field, it can be removed from the system by using the Remove button on the toolbar. If necessary, the correct code can be re-added as previously demonstrated. Click anywhere to continue Copyright 2012 Pulse Systems, Inc. Page 30 of 91

A dialog box appears confirming that you intend to delete

34 The number of related records may indicate that the role is assigned to active users. Review the Assigned User summary for the selected role prior to removal. Ensure that you will not remove user access. Loss of access could cause slow productivity for your facility. If the role is assigned to an active user, assign a new role and/or individual permissions to the user before removing the role from the system. Click anywhere to continue Copyright 2012 Pulse Systems, Inc. Page 34 of 91

36 The next button on the toolbar, the Refresh button, will refresh the listing of records in the application. This may be necessary when multiple users are working on creating new Roles. To see the most current list of items, click the Refresh button. Copyright 2012 Pulse Systems, Inc. Page 36 of 91

38 The window appears consisting of three panes and a toolbar that allows us to refresh the listing, save any changes that were made or to Exit and close the window. The detail pane is populated with a list of all roles in the system, the description of the role and the number of users that have been assigned to that role. Copyright 2012 Pulse Systems, Inc. Page 38 of 91

39 The pane at the upper right side of the window displays the Assigned User List for the User roles in the system. In the lower right pane is a list of users that have not been assigned to any role in the system. Copyright 2012 Pulse Systems, Inc. Page 39 of 91

40 For our example, we would like to see who the three users are that have been assigned to the Billing Users role. To view a detailed list of the Assigned users for a role, click to select a role from the Name list in the detail pane of the window. Copyright 2012 Pulse Systems, Inc. Page 40 of 91

41 The Assigned User List refreshes and displays all users assigned to the selected role. The green checkmark indicates that the user is active in the system. If a user is marked as in-active, a red X: would appear. Copyright 2012 Pulse Systems, Inc. Page 41 of 91

42 Notice that Paula Peters, a new employee for our practice has not been assigned to any role in the system. To add a user to a role, select the user in the list then click the Add arrow button. Copyright 2012 Pulse Systems, Inc. Page 42 of 91

44 The window refreshes and displays the user s name in the list. Additionally, a red title appears indicating that this record has been modified. The Save button on the toolbar is now active indicating that changes have been made to this record but have not yet been saved. To save the modifications we have made to this Role, click the Save button on the toolbar. Copyright 2012 Pulse Systems, Inc. Page 44 of 91

46 If a user changes roles or leaves your organization, their account may need to be removed from a Role. To remove a user from a role, select the record for the user in the Assigned User List and click the remove arrow button. Copyright 2012 Pulse Systems, Inc. Page 46 of 91

52 The second tab in this window is the Setup Role Permission tab. This is where the permissions are assigned to the Roles that have been created using the Setup Role tab. Click the tab to activate the form. Copyright 2012 Pulse Systems, Inc. Page 52 of 91

53 This window consists of a toolbar, an options pane and a detail pane and a toolbar which allows us to Add, Save, or Remove permission. The first field in the options pane is a drop down list of the Roles that have been created in the Setup Role tab. To view the roles, click the down arrow on the field. Copyright 2012 Pulse Systems, Inc. Page 53 of 91

A list of all the permissions for the selected role now displays in the detail pane of the window. These permissions are grouped by category in order to locate a particular permission more easily.

55 A list of all the permissions for the selected role now displays in the detail pane of the window. These permissions are grouped by category in order to locate a particular permission more easily. Each permission may grant privileges, or rights, to perform certain functions. Rights that are assigned for a particular permission are indicated by an X. There are three different options for assigning RIGHTS to permissions. The first is the GRANTED option where the permission is simply granted or denied. Copyright 2012 Pulse Systems, Inc. Page 55 of 91

The next is the Self / Other option where the permission allows this role to perform the function for the owner of the function SELF or for all users OTHER.

56 The next is the Self / Other option where the permission allows this role to perform the function for the owner of the function SELF or for all users OTHER. The final option controls the more specific privileges granted such as: Read, Add, Modify or Delete allowing the user the right to read, create, change or delete records. Copyright 2012 Pulse Systems, Inc. Page 56 of 91

57 If the listing of permissions is lengthy, the results can be limited by using series of fields provided in the options pane. The Category filter can be used to locate a particular permission. To filter the list, click the down arrow on the Category field and select an item from the list. Let s select Documents. Copyright 2012 Pulse Systems, Inc. Page 57 of 91

60 This activates the record so that edits can be made. What appeared as an X now becomes a checkbox which can be selected or de-selected to grant rights for this permission. Copyright 2012 Pulse Systems, Inc. Page 60 of 91

Our Clinical Users need to be able to read transcription documents, however, they should not be able to add, modify or delete those documents from the system.

61 Our Clinical Users need to be able to read transcription documents, however, they should not be able to add, modify or delete those documents from the system. We need to update their rights for this permission, therefore, the Add, Modify and Delete options need to be removed. Copyright 2012 Pulse Systems, Inc. Page 61 of 91

62 Our Clinical Users need to be able to read transcription documents, however, they should not be able to add, modify or delete those documents from the system. We need to update their rights for this permission, therefore, the Add, Modify and Delete options need to be removed. Copyright 2012 Pulse Systems, Inc. Page 62 of 91

64 Any modifications that have been made to permissions will appear in red indicating that the changes have not been saved. Several changes can be made to the permissions before they must be saved. If all changes have been made, click one of the records that contain a Category to complete the updates. To complete the changes to this record, let s click the Documents record. Copyright 2012 Pulse Systems, Inc. Page 64 of 91

67 It is important to remember that the listing displays only the permissions that have been assigned to this role. To view a listing of all of the remaining permissions that have NOT been assigned to this role, click the Add button on the toolbar. Copyright 2012 Pulse Systems, Inc. Page 67 of 91

68 The Security Setup Permission Lookup form appears and displays all of the permissions that have not been assigned to this role. To add a permission to a role, click to select the checkbox to the left of the permission to be granted. Copyright 2012 Pulse Systems, Inc. Page 68 of 91

71 In our example, we will be adding Charge Entry permissions for Admin and Verification to our Clinical Users. Let s click to select the checkboxes for those items in the list. Copyright 2012 Pulse Systems, Inc. Page 71 of 91

75 Any newly added permissions should now appear blue in the listing on the Security Setup Form window and can now be modified to fit the security requirement for that user role. Click the line item to activate the permission record and make adjustments by selecting or deselecting the rights options in the usual manner Copyright 2012 Pulse Systems, Inc. Page 75 of 91

77 Our clinical users need to be able to Read items in Charge entry, however, they should not be able to Add, Modify, or Delete an item. These rights need to be removed. To remove the right from a permission, click the item in the list and deselect the checkboxes for those options. Copyright 2012 Pulse Systems, Inc. Page 77 of 91

84 Occasionally, a permission profile may need to be completely removed from a role in the system. To remove a permission from the role, select the permission and click the Remove button on the toolbar. Copyright 2012 Pulse Systems, Inc. Page 84 of 91

90 Once the roles have been created and configured, the next step would be to assign the users in your organization to the roles as needed. For more information, please view the lesson Assigning User Roles and Permissions in this module. Copyright 2012 Pulse Systems, Inc. Page 90 of 91

91 After all configuration changes to roles and users have been completed and saved, click the window close button on the Security Setup Form to return to the Security Manager switchboard. Copyright 2012 Pulse Systems, Inc. Page 91 of 91

Click anywhere to continue

Click anywhere to continue The Security Manager in Pulse Patient Relationship Management System is used to create a means of managing the permission levels for all the users that will be working with the system. These users are