PyraMED Training Guide. Introduction to PyraMED Administration & Initial PyraMED Setup

Transcription

1 PyraMED Training Guide Introduction to PyraMED Administration & Initial PyraMED Setup

2 TABLE OF CONTENTS Understanding Production System vs. Test System... 4 Connecting to PyraMED... 4 ASP Clients (where PyraMED hosts the software)... 4 Step 1: PyraMED Remote Desktop Connection Access... 4 Step 2: Login to PyraMED Database... 5 Client-Server Clients... 5 Navigation and Menus... 6 Tool Bar Menu... 6 File... 6 Main... 8 Actions... 9 Open Windows Help PyraMED Initial Setup Lookup Editor Organization Roles Settings & Preferences Categories Quick Navigation Default Value Levels (Tabs) Reset PyraMED User Accounts Creating New User Accounts User Account Search Inactivating a User Account Unlocking a User Account Training Resources Page 2

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4 Understanding Production System vs. Test System 1. Production system is the live environment with real patient data 2. Test system is used for training, practice and testing and may contain real patient data during the testing process. Each PyraMED client will be loaded with a PRODUCTION and LIVE database. These two databases do not talk to each other. Any information loaded into either system is completely separate and does not transfer over. Clients will be provided with separate credentials for logging into both systems. Connecting to PyraMED ASP Clients (where PyraMED hosts the software) Connecting to PyraMED is a two-step process: 1. Connect to the PyraMED database through Remote Desktop 2. Log in to the PyraMED Database Step 1: PyraMED Remote Desktop Connection Access 1. Open the Remote Desktop Connection on your PC a. Click the Windows Start Menu b. Type Remote Desktop Connection in the search field c. Click on the Remote Desktop Connection program 2. Type in the Computer Name/IP address and click Connect. The Computer Name/IP address will be provided by PyraMED Implementation 3. A Windows Security Box will pop up. You will be asked to enter the username and password. The username and password will be provided by PyraMED Implementation. Typically, the user names are set up as indicated below: a. User Names for TEST [First initial][last Name]test b. User Names for Production [First Initial][Last Name] c. Password will be provided by PyraMED Implementation 4. Click on Use another account if the user name does not match the one provided Note: The username will be different for Production and Test environments Page 4

5 5. Type in the username and your Remote Desktop Connection password 6. Once successful, the next step will be to log into the PyraMED database. Step 2: Login to PyraMED Database 1. PyraMED Implementation will provide the institution s PyraMED administrator an username and password for the initial login 2. Type in the Username and Password for PyraMED a. Usernames and passwords for test and production environments are created by the PyraMED administrator Client-Server Clients (PyraMED software is hosted on campus) For client-server clients, PyraMED will most likely be installed on each individual machine and a PyraMED icon will be available the desktop. 1. Double click on the PyraMED Icon 2. Enter in the PyraMED username and password Page 5

6 a. If this is your initial login, the administrator username and password will be provided. Note: the directions for logging into PyraMED may vary. If the login directions are different than noted above, your University IT will help with the initial login into PyraMED. Navigation and Menus Tool Bar Menu The toolbar menu may vary depending on where you are located in PyraMED. The following section outlines the toolbar options from the Dashboard. The File, Main, Actions, Open Windows, and Help menus will always be available at the tool bar menu level. File Provides access to everything you need to setup PyraMED along with additional Administrator Functions. The options in the File menu may vary depending on the user permissions. The following menus are available to all Users who are set up as an Administrator in PyraMED (Review the User Accounts section for more information). Logoff By selecting logoff, users will be logged out of PyraMED, but not Remote Desktop (for ASP clients only). Users will then be able to log into PyraMED with another username. This is commonly used when PyraMED users are sharing computers in an exam room or Nurses station. It s important for each user to log in with their own username and password so all activity (including signing off of clinical notes) is logged under their username. Change Password By selecting Change Password, users will be allowed to change their PyraMED password only. To change the Remote Desktop password, please contact PyraMED Client Care. Page 6

7 Setup Settings & Preferences The settings and preferences section is where PyraMED Administrators can change settings and permissions for users as well as edit reports and additional PyraMED functionality. The basic use of settings and preferences will be reviewed in this document. Settings & Preferences for other workplaces will review the Settings & Preferences as needed. For additional information, please go to the Help system in PyraMED. Additional information is located later in this document. Lookup Editor The Lookup Editor section is where users can edit codes, lists, and the overall setup of the PyraMED system. This document will review the Lookup Editor sections for the initial PyraMED setup. Documents and videos for other workplaces will review the Lookup Editor setup as needed. For additional information on the different Lookup Editor sections, please go to the Help system in PyraMED. Additional information is located later in this document. User Accounts The User Accounts section is where PyraMED Administrators can create, edit and inactivate PyraMED users. This only affects the PyraMED program. To create new Remote Desktop login accounts, please contact PyraMED Client Care. PyraMED ASP clients will need both a Remote desktop login created as well as a PyraMED User Account. Additional information is located later in this document. Page 7

8 Utilities The Utilities menu will is where PyraMED Administrators can do specific Administrator functions. Access to all the options on this menu is controlled through the Settings & Preferences. For more information on each one of these sections, please refer to the PyraMED Help section. Exit By selecting Exit from the File menu, Users will be completely logged out of PyraMED and Remote Desktop (for ASP Users only). PyraMED Users should Exit completely out of PyraMED at the end of each day. Main The next toolbar menu item is the Main menu. The Main menu provides navigation to other workplaces in PyraMED. Each workplace is designed to perform a specific function. Access to PyraMED workplaces are based on user permissions. How to use each workplace will be covered in separate training guides and videos. Page 8

9 Actions The next item on the toolbar is the Actions menu. The Actions menu is a list of functions users can do in each workplace in PyraMED. The Actions menu will vary depending on what section the user is on in PyraMED. For example, on the Dashboard, the Actions menu contains functions that can be completed when the user is in the Dashboard tab only. Users can also see a full list of each Actions menu by rightclicking the mouse while in the workplace. Page 9

10 Open Windows The Open Windows section shows works like an Internet Explorer environment showing the open tabs across the top. To close a tab, click the x in the top right hand corner of the tab. Help The Help section is where users can access the Help Index, submit a feature request or bug report and get the PyraMED version information. Users can access the Help index for the section they are on by selecting the Context-Sensitive selection in the menu. Or to access the full Help Index, select Help Index from the menu. The About PyraMED section shows the PyraMED version number. The Submit a Feature Request or Bug Report section will allow users to send suggestions for future product changes or submit a report where PyraMED is not working as designed. Users should only use this menu for non-emergency issues. For emergency issues call or client care support. PyraMED Initial Setup Once the PyraMED system is installed, PyraMED Administrators should follow this initial setup for their organization. First, Administrators should complete their organizations name, address etc. in the PyraMED Lookup Editor. Page 10

11 Lookup Editor Organization 1. Go to File, Setup, Lookup Editor. 2. Select Organization 3. Select Institution a. Double click on the preloaded PyraMED Health Services entry. Edit to display the clinic s Institution name (i.e. Student Wellness Services) b. Select OK to save c. Only one institution can be listed 4. Select Site Different sites should be entered if there are multiple physical locations. If there is only one site, the Master Site entry should be the only one. Page 11

12 a. To change the name, double click on the Master Site Entry, change the name and select OK. b. To enter a new site, right click in the white space and select New Site. Enter in the name and select OK. 5. Select Division the Division is each separate clinic that will be using the PyraMED system. By entering in multiple divisions, users can separate out preferences for each division. For example, if a client has a Counseling and Health center, separate counseling and health divisions should be set up so preferences can be set for each and appointments can be created for each division. This enables users to set up firewalls between the two charts. a. To enter a new division, right click in the white space and select New Division. There may already be an entry in there called Division 1. Users can double click on this entry to edit instead of creating a new division. b. Enter in the name, Division NPI, Chart Template (see below), Tax ID Number, and Select the Site (Location of this Division). c. For the Chart Template, use the following (this may be changed later) i. Counseling Default Counseling Template Page 12

13 ii. Health Default Exam Template iii. Sports Med Sports Med Template (if this template is not available, select Default Exam Template and this will be changed later d. If this is a counseling division, check the box for Counseling e. Select OK to Save a. Add other Divisions as needed 6. Select Address b. Use Actions menu, icon tool bar or right click to select Add or Edit address c. You can add multiple addresses d. Default address will be used for display or printing purposes when no other address is identified. Roles PyraMED preloads Roles that will be assigned to users that contain the grouping of Settings & Preferences. PyraMED preloads the following roles: 1. All Privs 2. Basic Provider 3. Billing 4. Front Desk Additional Roles may be added in the Lookup Editor. Setting the permissions for each role will be covered in the Settings & Preferences section. Only the name of the role is added through the Lookup Editor. 1. Go to the General section 2. Select PyraMED Role Page 13

14 3. Double click on an existing role to change the name or edit, or right click in the white space and select New PyraMED Role. 4. Add the Name and select OK to save. Once the role name is added, the permissions can be set through the settings and preferences. Note: Permissions are preloaded in PyraMED for the All Privs role only. The other PyraMED roles do not have any permission set. This will need to be changed and edited by each client. For the initial PyraMED set up, users who will be setting up the PyraMED system should have the All Privs role assigned. Settings & Preferences The settings and preferences section is where PyraMED Administrators can change settings and permissions for users as well as edit reports and additional PyraMED functionality. To access the Settings & Preferences, go to File Setup Settings & Preferences. Categories The Settings & Preferences are categorized and all the categories display on the left hand side. To review the setting and/or preference for each category, click on the category name on the left and the list of preferences will display on the right hand side. Page 14

15 Close & Expand Categories To close and expand the setting and preferences for each category, select buttons at the top for Close Categories and Expand Categories. This will expand and contract the list of preferences at the Level (tab) you are currently on. Quick Navigation If the name of a setting or preference is known (or part of a name), use the Quick Navigation button to quickly navigate to the setting or preference. Page 15

16 Default Value Each setting and/or preference has a Default Value. This is the first column that the user will see next to the name. If a preference is NOT set by a user, the Default Value will display how the preference is set. Default values cannot be changed. Page 16

17 Levels (Tabs) Notice the tabs at the top of list of settings and preferences. These are the levels each setting and preference can be set. The first tab for Institution is the highest level a preference can be set. Meaning when a preference is set at the Institution Level, all PyraMED users will have the same preference set. As preferences are set down to the right, those preferences overwrite the preferences set to the left. For example, if preferences are set at the Role Level, this will overwrite how the preference is set at the Institution Level. To set or change a setting and/or preference, first, go to the level to change the preference, the click on the preference in the appropriate column. For example, if change the preference at the Role Level, click on the Role tab and the click on the preference to make the change in the Role column. When settings and preferences are set for each tab, the following users have access: Institution Preferences set at the Institution Level ONLY (and not any level below) will be set for all users with access to PyraMED. However, if a preference is set up differently at the Site, Division, Role, User, Machine or Machine User Level, this will overwrite the preference set at the Institution Level. Site preferences set at the Site Level will apply to all users who are assigned access to the Site Level when that user is assigned a access to a Division. The Site is assigned to a Division. When users are assigned to have access to a specific Division, they will also have access to the Site. Most preferences are set up at the Institution or Division level unless clients have separate physical locations (sites). Preference set at this level will overwrite preferences set at the Page 17

18 Institution Level. However, if a preference is set up differently at the Division, Role, User, Machine or Machine User Level, this will overwrite the preference set at the Site Level. Division preferences set at the Division Level will apply to all users who are assigned access to a Division in User Account. Users can have access to multiple Divisions. Preference set at this level will overwrite preferences set at the Site and Institution Level. However, if a preference is set up differently at the Role, User, Machine or Machine User Level, this will overwrite the preference set at the Division Level. Role preferences set at the Role Level will apply to all users assigned to that Role in the User Account. Users can ONLY be assigned ONE Role. Preferences set at this level will overwrite preferences set at the Division, Site and Institution Level. However, if a preference is set up differently at the User, Machine or Machine User Level, this will overwrite the preference set at the Role Level. User preferences assigned at the User Level will be for an individual PyraMED User ONLY. Preferences set at this level will overwrite preferences set at the Role, Division, Site and Institution Level. However, if a preference is set up differently at the Machine or Machine User (if applicable) Level, this will overwrite the preference set at the User Level. Machine only some preferences are available to be set at the Machine Level. If this preference is set, it applies to a specific computer ONLY and will overwrite any preference set at the User, Role, Division, Site, and Institution Level. Machine User only some preferences are available to be set at the Machine User Level. If this preference is set, it applies to a specific computer ONLY and a specific User ONLY and will overwrite any preference set at the Machine, User, Role, Division, Site, and Institution Level. If preferences are NOT set (NULL), the Default Value will be in effect. There are a number of different types of setting and preferences. 1. Checkbox The checkbox preference has 3 separate values, checked, unchecked and Null. If a checkbox preference box is colored, this means it is set to Null. Null means the preference is NOT set. When a preference is NOT set, PyraMED will look to see if the preference is set at a higher Level and if it s NOT set, PyraMED will look at how the preference is set in the Default Value. To set the preference, check the box in the appropriate column. Make sure the box displays a checkmark. The box will change to a different color as well. Page 18

19 To uncheck a checkbox, click on the box until there is no checkmark and the box is blank. 2. Ellipsis Some settings contain an Ellipsis. This means the user can customize how PyraMED is displayed, customize what columns display, customize reports, etc. The ellipsis represents different types of settings. For assistance on how to customize a preference with an ellipsis, please contact PyraMED Client Care. 3. Drop Down Box/Multiple Choice List If the preference contains a drop down box, the preference may look blank. To display the drop down box, click on the preference. 4. Numeric Value A numeric Value is indicated by up and down arrows. 5. Color A color preference will display a color wheel. 6. Text/HTML Text preferences are where users can set up text to display in specific sections of PyraMED. HTML Code can USUALLY be used in these preferences. For assistance, please contact PyraMED Client Care. Page 19

20 Reset To reset a preference back to the Default Level or to ensure the preference set at the Level above will take precedence, a preference can be Reset. To reset a preference, click on the preference once to select, the select the Reset button at the top. The Settings & Preferences for PyraMED Users should be set after the training is complete. This will allow users to get to know the PyraMED system to decide how preferences should be set. For assistance in configuring Settings & Preferences, please contact your Implementation Specialist or reach out to PyraMED Client Care. PyraMED User Accounts User Accounts should be set up for ALL users who will need to access PyraMED. PyraMED tracks all activity per user. If client staff is using the same user account, their activity will not be tracked separately. For ASP clients, PyraMED will create the Remote Desktop user accounts and clients are responsible for creating the PyraMED User Accounts. Before a user account can be created, decide the following: 1. List out each staff member that will need access to PyraMED. 2. Determine if this user will need access to the Settings & Preferences as well as User Accounts (will they be an Administrator). 3. Determine their username & password 4. Is this user a clinician? 5. What Divisions will this user need to access? 6. What Role will this user have? Page 20

21 Creating New User Accounts To set up users, complete the following steps: 1. Go to File, Setup, User Accounts If new to PyraMED, there may only be a couple of accounts created. 2. Add New User Account a. Select the Actions menu, icon tool bar or right click & select new use account action. PyraMED will first ask the user to select a user type. THIS CANNOT BE CHANGED. The options are: i. Standard user accounts represent administrative and front desk staff who need to see patient information and schedule provider appointments. Standard user accounts cannot have scheduled time with patient Page 21

22 ii. iii. iv. Provider user accounts represent staff that need to sign off on clinical notes and/or have a column on the schedule where users can schedule appointments. Providers do NOT have to be schedulable to set up as a provider account. All clinicians should have Provider type accounts in PyraMED. Examples are nurses, doctors, lab techs, counselors, and athletic trainers. Portal Account PyraMED will set this up I-Link User PyraMED will set this up Be sure to select to correct user type because the user type CANNOT BE CHANGED. b. Enter User Information i. Suggestion for Test User Name [First initial][last Name]test ii. Suggestion for Production User Name [First initial][last Name] iii. Username cannot be changed or reused after it is created iv. Other information can be changed v. Required fields are Role, Division, Password vi. Administrator checked gives access to settings & preferences and creating user accounts vii. Global Restricted Access is used for high profile students if there is a need to restrict access to patient information viii. PyraMED suggest to keep all passwords same during the implementation phase Note: Permissions are preloaded in PyraMED for the All Privs role only. The other PyraMED roles do not have any permission set. This will need to be changed and edited by each client. For the initial PyraMED set up, users who will be setting up the PyraMED system should have the All Privs role assigned. Page 22

23 c. Next select Division Access at the top left. This is where the access to the PyraMED Divisions is set up for each user (Note: Divisions must be set up in the Lookup Editor before this step can be completed. i. If the PyraMED User Account was not saved before this step, PyraMED will ask to save before going to the Division Access section. d. Check the box next to Has Access for each Division this user will have access to. Note, by setting up the Division access, any permission set up for this user will be available in both Divisions. Page 23

24 e. Click OK to Save f. Follow the same steps for each additional user User Account Search Once the PyraMED user accounts are set up, Administrators can use the Search menu to look for existing users. Type in the name, last name, first name, division, and check or uncheck the active box to search for a user. Once the criteria is filled out, select Find to display a list of users. Inactivating a User Account To prevent a user from logging into PyraMED, the user account should be disabled. To do this, find the user in the list and double click on the user account. Uncheck the box for Active and select OK to Save. Page 24

25 Unlocking a User Account If users enter in their PyraMED password incorrectly multiple times, their user account will be locked. Only Administrators (users with access to the User Accounts) will be able to unlock an account. To unlock and account, select the user account (do not double click) and right click. Select Unlock Account. Training Resources For additional information including full Training Guides and Videos during the Implementation Process, users can register for our Training Site. To register, follow these directions. 1. Enter training.pyramed-health.com in a browser 2. Select Register Here and enter the requested information. Be sure to use your institution address Page 25

26 3. PyraMED will activate the user. Once this is done, the user will receive an indicating their Training Portal account is active. For additional information, please contact your Implementation Specialist or PyraMED Client Care. Page 26