PureOHS employer portal user guide

Transcription

1 PureOHS employer portal user guide

2 Table of Contents Overview...3 User roles setup...4 Add and edit a user account...5 About user names and passwords...6 Why is my password expired?...6 Can I resend an account activation ?...6 Notifications setup...8 Add and edit a notification...9 Dashboard panels (widgets)...13 Enhanced report features...15

3 Overview The PureOHS Employer Portal gives designated companies secure, online access to a limited set of their employees' data. Each company manages their own user accounts, which controls the type of information a user can view. For example, a company can allow a user to view injury or treatment information but not drug test results. This guide focuses on company user tasks throughout the system. PureOHS employer portal user guide (Rev ) Page 3

4 User roles setup Set up roles to assign permissions to users. See Which permissions control each area? for information about the access granted by each permission. Add and edit a role 1. Go to > Users > Users tab, then select the Roles tab. 2. Select to add a new role, or select a role from the list on the left of the screen to edit it. 3. Type an alphanumeric code (required) and a description (optional). 4. Assign or remove permissions. Assign a permission: Select a permission in the Available Permissions list and use the button or double-click the permission to move it to the Current Permission Access list. Use the Ctrl key (Windows) or M key (Mac) to select multiple permissions. Use the Shift key to select multiple permissions that are listed adjacently. Remove a permission: Select the permission in the Current Permission Access list and use the button or double-click the permission to move it back to the Available Permissions list. The role must have at least one permission before it can be added or saved. 5. Select Add or Save. Use the Reset button to revert the role to the last saved version. Delete a role 6. Select next to a role to delete it. The role is deleted from any user account that it is assigned to. See Add and edit a user account for information about how to use roles. See the Standard roles that are available for each license. Licenses: Permissions: perm.users PureOHS employer portal user guide (Rev ) Page 4

5 Add and edit a user account Go to > Users > Users tab to view the list of user accounts sorted alphabetically by user name, by default. Add a new user Select to add a new user. NOTE: User names and addresses must be unique. A message appears if another account uses the same user name or address. User names should not contain spaces. User names are not case-sensitive on the Sign In screen. You must assign at least one role to a user. Associate a user account to a person record Go to > Users > Users tab > open user account record. Select a person record in the Person drop-down list. This links the user account to the person record after saving the user account record. A user account can be linked to one person record only. A person record can be linked to multiple user accounts. addresses are maintained in the user account and person record separately. Assign or remove roles Select a role from the Available Roles list and use or double-click the role to add it to the user. The role moves from the Available Roles list to the Currently Assigned Roles list Select a role from the Currently Assigned Roles list and use or double-click the role to remove it from the user. The role moves from the Currently Assigned Roles list to the Available Roles list Use the Ctrl key (Windows) or M key (Mac) to select multiple roles. Use the Shift key to select multiple roles that are listed adjacently. NOTE: Users can be assigned multiple roles. Users have all permissions from all roles that are assigned to them. The most permissive permission is used if the roles have conflicting permissions. New user account activation The user account is created when the Add button is selected. New users are inactive, by default. An is sent to a new user with the person's user name and a link to create a password.. The account activation link in the can be used only one time and expires 24 hours after the is sent. Resend the activation if the new user cannot use the link or the link expires. The new user's account is activated after the person successfully creates a password. Only the user can create or change his own password and change his user name. Users make these changes after signing into the system and opening the User Profile screen. Edit a user account Users with the appropriate permissions can change any field on the user account screen except the User Name. An notification is not sent when a user's account is changed. You must notify the employee manually if you change his account information. NOTE: A change to a user's role takes effect the next time that user signs into the system. Inactivate a user account User accounts cannot be deleted. You can make a user account inactive by selecting Make Inactive. The user will no longer have access to the system after he signs out of the system. Licenses: PureOHS employer portal user guide (Rev ) Page 5

6 Permissions: perm.users About user names and passwords User names are unique, but they are not case-sensitive. Minimum password requirements are system-defined. A description of the minimum and allowed characters appears on screens where passwords can be added or changed. Account settings Change your account settings by clicking the icon in the upper right and selecting User Profile. Using the Need help signing in? link The Need help signing in? link on the sign in screen opens a page with options to request your user name, reset your password, or request your organization name. Select the tab you need and follow the on-screen instructions. The system sends one of the following types of s based on your selection: User name: An containing your user name is sent only if the you provide matches a valid in the system. Password: An containing a link to reset your password is sent to the address associated with your user name. Why is my password expired? User passwords expire every 365 days. The expiration is changed to expire 365 days after a user changes his password if changed before the password expires. You can reset your expired password on the Sign In screen. You must provide your current password in order to change your password. Can I resend an account activation ? Yes, you can send a new account activation to users who have not completed their account activation. Use this feature if a new user's account activation link expires or the new user is unable to locate the original activation . Select Resend Activation on the Edit User screen ( on user accounts that have not been activated. > Users > Users tab > select a user ). The button is available only PureOHS employer portal user guide (Rev ) Page 6

7 PureOHS employer portal user guide (Rev ) Page 7

8 Notifications setup The Notifications screens below identify the setup areas that are needed for complete data entry. Learn more about each setup area by clicking on the circled fields. Add or update the information in each setup area, as needed. Add Condition screen The links in the tables below identify the setup areas that are needed for complete data entry. Additional field setup varies depending on which record (type) and trigger was selected when the notification was added, and which field is selected (highlighted in the images below). Additional fields appear depending on the combination of Field and Operator selections. See the images below for examples: The name of the additional field is listed in parenthesis next to the setup information. Learn more about each setup area by selecting the link. When the notification is for an Exam Summary Type (Record) Field Clinic Company Exam Type Person Additional field setup Clinics setup (Value) Add and edit a company (Value) Exam or test summary types setup (Value) Organizational group type setup (Organizational Group Category) Add and edit organizational group items(item) PureOHS employer portal user guide (Rev ) Page 8

9 Field Result Staff Additional field setup Exam or test summary types setup (Exam Type) Result set setup (Value) Medical Staff setup (Value) When the notification is for an Immunization (Record) Field Company Person Vaccine type Value setup Add and edit a company (Value) Organizational group type setup (Organizational Group Category) Add and edit organizational group items(item) Vaccine type setup (Value) When the notification is for an Injury (Record) Field Body Part Cause of Injury Injury or Illness Type Nature of Injury Person Value setup Body part setup (Value) Cause of injury setup (Value) Injury/illness type setup (Value) Nature of injury setup (Value) Organizational group type setup (Organizational Group Category) Add and edit organizational group items(item) When the notification is for an Order Type (Record) Field Order Template Value setup Order template setup (Value) Add and edit a notification A notification is an message that notifies a person when a specified record is added, edited, or deleted. Add a notification 1. Go to > Notifications and select. PureOHS employer portal user guide (Rev ) Page 9

10 2. Complete all applicable fields and select Add. The selection defines the record type that triggers the notification. The Type cannot be changed after the notification is added. The selection defines the action to the record type that triggers the notification. The Trigger cannot be changed after the notification is added. A single company can be selected from the list of active companies. The Company cannot be changed after the notification is added. The Notification screen opens in edit mode after the notification is added. Select Cancel if you have no changes or additional information to add. Each notification record includes four tabs: Details, Conditions, Compose, and Recipients. Add conditions. Fields cannot be changed after you add a condition. Delete the condition and add a new one if you want to make changes. PureOHS employer portal user guide (Rev ) Page 10

11 3. Select. Field: The selection defines the field that triggers the notification. Operator: The selection defines the action to the field that triggers sending the notification. The list of operator options varies with the trigger and field type defined on the Details tab. Changed / Not Changed: when the field changes / does not change Changed From / Changed To: when the field changes from/to the value selected in the Value field. The Value field appears only after selecting one of these options. Changed From Blank / To Blank: when the field changes from blank to a value/to blank from a value. Change From To: when the field changes from the value selected in the From Value field to the value selected in the To Value field. The From Value and To Value fields are drop-down lists of values based on the field and appear only after selecting this option. Blank / Not Blank: when the field does not contain a value/contains a value. Equals / Not Equals: when the field value equals/does not equal a selected value. Exam Type (label varies): This field appears only when certain operators are selected. The field's label varies depending on the selected field type. This selection further defines when the notification is sent. For example, set up a notification to send when the Result field for a specific exam type record equals positive. Value: This field appears only when certain operators are selected. This selection defines the field value affected by the action that triggers sending the notification. For example, set up a notification to send when the Staff field is Changed From the field value, Benjamin Franklin. Add as many conditions as necessary. NOTE: Each condition you add is in addition to all other conditions. PureOHS employer portal user guide (Rev ) Page 11

12 4. Select Save. Define notification details 5. Complete all applicable fields. 6. Select Save. Add recipients to the notification 7. Add a recipient in one of the following ways and save: Select a user Type a name and address Select a role, which will include all users assigned to that role Only active users appear in the User drop-down list. Add as many recipients as needed. A person can be added multiple times or may be included in multiple roles, but will receive the notification only once. The list of recipients appears on the left side of the screen after each recipient is saved. Remove recipients from the list as needed. Edit the notification 8. Edit all applicable fields and select Save. Make the notification active or inactive on the notification's edit screen. Newly-added notifications are inactive by default. Licenses: Permission: perm.notifications PureOHS employer portal user guide (Rev ) Page 12

13 Dashboard panels (widgets) Dashboard panels (widgets) are reports that have been configured to appear on your dashboard. Each tab on the dashboard contains one or more panels. The tabs and panels on your dashboard are customizable and unique per user. This allows users to configure the dashboard tabs and panels with the reports that are most relevant to their work without changing the dashboards for other users. Tab organization for first sign in The dashboard is organized into three tabs: Compliance, Cases, and Record Summary. Each tab contains different dashboard panels, as described in the table below, based on your user role's permissions. Each tab appears only if you have permission to access one or more of the panels in that tab. Only panels that you have permission to access appear in each tab. The tab does not appear if you have no permission for any of the panels in a tab. Tab Compliance Cases Record Summary Dashboard panels (widgets) Compliance, Past Due, and Disease Status Cases by Status, My Employees' LWD/RWD Employee Record Summary You can change the tab organization and settings, and the system will remember your preferences for subsequent sign ins. Tab settings Add more tabs by selecting the Add Tab icon. Add as many tabs as needed and rename them to help identify the information contained in each tab. A panel can appear only once per tab. However, you can add the same report to multiple tabs and configure the parameters differently in each tab. Change a tab's settings by selecting options appears. to the right of the name of the tab that you want to change. A drop-down list of The drop-down list of options excludes the option to remove the tab if there is only one tab. PureOHS employer portal user guide (Rev ) Page 13

14 The Change Layout option opens a window where you can configure the layout by selecting the number of panel columns. You can use the free-form option to move the panels anywhere in the tab area, including overlapping. Panel settings Change a single panel's settings by selecting to the right of the panel (report) name. Use the Parameters option to change the parameters that you want to use for that instance of the report. The same report can use different parameters if you add it to a different tab. For more information, including how to export results from a dashboard panel, see Drill down into a report or widget. Licenses: Permission: perm.dashboard PureOHS employer portal user guide (Rev ) Page 14

15 Enhanced report features Some reports have enhanced reporting features for in-depth data analysis. Reports with enhanced features display multiple areas and components when the report is run, as shown in the image below. Select Actions to select the report's parameters and view other options. PureOHS employer portal user guide (Rev ) Page 15

16 The analysis area contains the results of the report. Three component types can appear in this area: chart, crosstab, and grid. The default components vary for each report. A grid is always included, by default. Use the Add Chart and Add Crosstab buttons to add components as needed. Chart component. Crosstab component. Grid component. The Formula button applies only to the grid. The Filter button provides additional filters for the report. The additional filters are based on columns in the grid. Additional filters are applied to all components in the report, but they are not listed with the parameters on the report's PDF. Select or change report parameters Select Actions > Show Parameters, then select one or more parameters. Select Run Report to run the report with the selected parameters. Best practice tip: Select the Select All checkbox to include all items for a parameter. Selecting all items individually makes the report run slower. The report displays all selected parameters under the report title. The default date range is Today. Select another start and end day from the drop-down list, or use the User Defined option to select specific dates as necessary. Run report Select the Run Report button on the parameters screen to run the report again. Configure components Configuration icons appear in each chart, crosstab, or grid component. Each icon is component-specific and controls the settings for only the component in which it is selected. Available icons vary by component type. Select to remove a component. This icon appears in chart and crosstab components. The grid cannot be removed. Select to display additional settings for the component. The available options vary depending on the type of the component (chart, crosstab, or grid). Select the icon again to hide the settings. This icon appears in chart, crosstab, and grid components. NOTE: The report retains configurations after it is run or reloaded. Export sections Crosstab and grid components can be exported. Select, then select whether to export as an Excel, CSV, or PDF file. The exported file downloads to your device's default download location. Chart Reports may contain a chart component by default. Use the Add Chart button to add one or more charts. You can have multiple charts per report. The button in the chart component displays configuration options. Use the menu across the top of the configuration section to change the chart type. PureOHS employer portal user guide (Rev ) Page 16

17 Crosstab Reports may contain a crosstab component by default. A crosstab displays data for two variables in a tabular format. For example, a crosstab in the Encounter Summary report might display encounters by person. It shows counts for both encounter types and encounter type per person. Use the Add Crosstab button to add one or more crosstabs. You can have multiple crosstabs per report. The button in the crosstab component displays configuration options. Grid The grid is the bottom section of the report. Each report contains a grid, by default. You can have only one grid per report. Select a column header to display a list of display options for the column. The button in the grid component displays configuration options, including the option to hide and show columns. Use the menu across the top of the configuration section for more options. PureOHS employer portal user guide (Rev ) Page 17

18 Use the Formula button at the top of the analysis area to add a new column to the grid based on a formula. Select the Formula Help button to see a description of allowed functions, operators, and other information about formulas. Licenses: Permissions: perm.reports, individual report permissions, individual order template permissions PureOHS employer portal user guide (Rev ) Page 18