Accessing the SIM PCMH Dashboard Setting up Duo, Creating Your Level-2 Password, and Setting up Citrix Receiver to Log in to the Dashboard P R O C EDURAL GUID E Document File Name Accessing_the_SIM_Dashboard.docx Document Author Kendra Mallon Revised January 31, 2018 Revision History Version Date of Release Summary of Changes Owner 1.0 1/31/2018 Combined Dashboard access setup instructions in one guide. Kendra Mallon
Copyright 2018 University of Michigan Health System (UMHS). All rights reserved. This documentation is an unpublished work of UMHS, which may be used only in accordance with a license agreement with UMHS. Any unauthorized use, duplication, or disclosure is prohibited. UMHS assumes no responsibility or liability for any errors or inaccuracies that may appear in this documentation. Except as permitted by such license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recorded, or otherwise, without the prior written permission of UMHS. Any reference to company names in samples, procedures, or templates are for demonstration purposes only and are not intended to refer to any actual organization. All trademarks are the property of their respective owners. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 2 of 30
Contents Introduction... 4 Setup Steps... 4 Setting Up Duo Two-Factor Authentication... 5 1: Access Your Computer and Authentication Device... 5 2: Locate Your MDC User Account Login Information... 5 3: Select Your Duo Authentication Method... 6 4: Download the Duo Application... 7 Steps for iphone or ipad... 7 Steps for Android Smartphone or Tablet... 7 Steps for Windows Phone... 7 Steps for Blackberry Phone... 7 5: Register Your Device with Michigan Medicine... 8 Adding a Mobile Phone or Tablet... 9 Adding a Landline... 12 Important Information for Using Phone Call Authentication... 13 Creating Your Level-2 Password... 14 Steps... 14 Changing Your Level-2 Password... 15 Setting Up Citrix Receiver and Logging in to the Dashboard... 16 Before You Begin... 16 Citrix Receiver Versions... 17 Full Version... 17 Light Version... 17 Setting Up the Full Version of Citrix Receiver... 17 Logging in After You Have Citrix Receiver Installed... 22 Setting Up the Light Version of Citrix Receiver... 23 Saving Files to Your Computer... 25 Solving Common File-Saving Issues... 27 Issue: I don t see my local drives when I m trying to save a file from the Dashboard.... 27 Solution: log off the light version of Citrix Receiver and use the Full version.... 27 Getting Help... 30 Duo, Password, or Citrix Help... 30 General Account Information... 30 Additional Documentation... 30 Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 3 of 30
Introduction Michigan Data Collaborative (MDC) is a non-profit healthcare data organization at Michigan Medicine. We created the SIM PCMH Dashboard to provide claims data, patient lists, and reports for participants of the State Innovation Model (SIM) Patient Centered Medical Home (PCMH) Initiative. This guide provides the setup steps that you must complete to access the SIM PCMH Dashboard. Setup Steps The following setup steps are detailed in this guide: 1. Setting up Duo two-factor authentication Register a device (typically your smartphone) with Michigan Medicine and download the Duo app on the device so you can receive authentication notices when you log in to the Dashboard. 2. Creating your Level-2 password Create your Level-2 password, which you will use each time you log in to the Dashboard. 3. Setting up Citrix Receiver and accessing the Dashboard Install and set up the Citrix Receiver application on your computer to securely access the Dashboard. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 4 of 30
Setting Up Duo Two-Factor Authentication When you set up Duo two-factor authentication, you register a device (typically your smart phone) with Michigan Medicine and download the Duo app on that device to receive authentication notices. Duo two-factor authentication provides a second layer of security to ensure that your account remains secure and to verify that the person logging in is you. You will complete the following steps to set up Duo two-factor authentication: 1: Access the computer and the mobile phone, tablet, or landline phone that you will use for login 2: Locate your MDC Portal login information 3: Select your Duo authentication method 4: Download the Duo application on your smartphone or tablet 5: Register your device with UMHS 1: Access Your Computer and Authentication Device Access the computer you will use to log in to the SIM PCMH Dashboard and the mobile phone, tablet, or land line that you will have with you each time you log in. 2: Locate Your MDC User Account Login Information If your name was submitted for access to the SIM PCMH Dashboard by your participating organization, you will receive the following information from MDC: - UM uniqname (username) This information is sent to you via email. - UM Level-1 password An MDC representative will call you with this information. If you have NOT yet received your login information, please contact MDC at MDC- Accounts@med.umich.edu. If you have received your login information, but your passwords have expired or you have other password-related questions, please contact the Health Information Technology and Services (HITS) Service Desk at 734-936-8000. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 5 of 30
3: Select Your Duo Authentication Method Each time you log in to the Dashboard, you will get a Duo notification on a separate device to confirm that it is you who is logging in. The authentication method you select will be used each time you log in, unless you modify your selection again using the steps in this guide. The table below provides the authentication methods and brief descriptions. Method Duo Mobile push notification Phone call to either mobile phone or landline Description Requires that you install the Duo Mobile application on your smartphone or tablet. Your smartphone or tablet must be connected to the Wi-Fi or to your cellular service. How it works When you log in to the Dashboard, you will receive a notification on your registered smartphone or tablet (via the Duo Mobile app) to accept the login request. You must accept the request to continue the login process. Select this method if you do not have a smart phone or a data service, or if you do not want to use your personal phone. How it works When you log in to the Dashboard, you will receive a phone call at the phone number you registered. You will accept the request by pressing 1 to continue the login process. Notes: If you select this method, you do not need to download the Duo App. Skip to Step 5 in this guide. If you select this method, you need to call the HITS Service Desk after you register your device (Step 5). For more information, see Important Information for Using Phone Call Authentication. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 6 of 30
4: Download the Duo Application If you are using your smartphone or tablet to receive Duo Mobile push notifications, complete the steps in this section to download the Duo application. If you want to receive a phone call for authentication, you do not need to complete these steps. Go to Step 5: Register Your Device with UMHS. NOTES: Duo Mobile is a free application. Duo Mobile requires approximately 32 MB of internal storage on an Android device and less than 10 MB on an iphone. Duo Mobile requires notification access and camera access on your device. The camera access is only used to scan a code as part of the activation process. STEPS FOR IPHONE OR IPAD 1. On your iphone or IPad, launch the App Store. NOTE: Duo is available only for ios versions 7 and higher. 2. Search for "Duo Mobile." 3. Tap Get and then Install to download the app. STEPS FOR ANDROID SMARTPHONE OR TABLET 1. On your Android smartphone or tablet, launch the Google Play Store app. NOTES: - Duo is available only for Android OS versions 4 and higher. - If you are prompted to add a credit card number, you can dismiss this request. 2. Search for "Duo Mobile." 3. Tap Install to install the app. STEPS FOR WINDOWS PHONE 1. Search for "Duo Mobile" in the Windows Store. 2. Tap Install to install the app. STEPS FOR BLACKBERRY PHONE 1. Search for "Duo Mobile" in BlackBerry World. 2. Tap Download to install the app. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 7 of 30
5: Register Your Device with Michigan Medicine Regardless of the authentication method you select, you need to register the device (mobile phone, tablet, or landline) with Michigan Medicine to receive your authentication notices. The steps in this section will guide you through the registration process. From your computer, complete the following steps: 1. Navigate to the following site: https://password.it.umich.edu/pwm/public/. 2. Click Login in the upper-right corner. 3. Enter your UM username and Level-1 password. 4. Select the Two-Factor (Duo) tab. 5. Click Manage Devices. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 8 of 30
6. Click Start setup. 7. If you want to send a push notification to your mobile phone or tablet, go to Adding a Mobile Phone or Tablet. If you want to receive a phone call on your landline or mobile phone, go to Adding a Landline. ADDING A MOBILE PHONE OR TABLET Complete these steps if you want to receive a Duo push notification on your mobile phone or tablet. 1. Select one of the following options to enroll your device, and then click Continue. - Mobile phone - Tablet 2. Enter your device's phone number. NOTE: The phone number steps will automatically skip for tablet users. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 9 of 30
3. Click the checkbox to verify the number, and then click Continue. 4. Select your device's operating system, and then click Continue. 5. Click I have Duo Mobile installed. 6. Open the Duo Mobile app on your device. 7. Verify your device s phone number if prompted by the Duo Mobile app. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 10 of 30
8. Use the Duo Mobile app s built-in barcode scanner to scan the barcode on screen, and then click Continue. NOTE: If you have a Blackberry OS smartphone, you will not use a barcode scanner. Instead, enter your email address as prompted on the screen and click Send Email. On your phone, open the email message and click the activation link. 9. In the When I log in field, click the dropdown arrow and select Automatically send this device a Duo Push. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 11 of 30
ADDING A LANDLINE Complete these steps if you want to receive a phone call notification on your landline or mobile phone. 1. For What type of device are you adding?, select Landline, and then click Continue. 2. Enter your phone number. 3. If applicable, add the extension. 4. Click the checkbox to verify the number, and then click Continue. 5. To verify ownership, click Call Me. 6. Duo will automatically call the number and provide a 6-digit code. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 12 of 30
7. Enter the 6-digit code, and then click Continue. 8. In the When I log in field, click the dropdown arrow and select Automatically call this device. IMPORTANT INFORMATION FOR USING PHONE CALL AUTHENTICATION If you are using the phone call authentication method, you need to call the HITS Service Desk for assistance with changing your UMHS Global Default Override. To do so, complete the following steps: 1. Call the HITS Service Desk at 734-936-8000. 2. Inform them of the following: - You are a non-michigan Medicine employee who has a sponsored account to sign in to the Michigan Data Collaborative s User Portal. - You are signed up for Duo and using phone-call authentication. - You are locked out of your Profile page and need help changing your UMHS Global Default Override. 3. The help desk support person will walk you through the rest of the process and help you verify that your Duo authentication is functional. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 13 of 30
Creating Your Level-2 Password Your Level-2 password is required to access MDC s SIM PCMH Dashboard. When your Dashboard account is approved, MDC will send you an email containing your UM username and will call you to provide your Level-1 password. You will need both to create your Level-2 password. You also need to set up Duo twofactor authentication prior to completing these steps. Steps Complete the following steps to create your Level-2 Password: 1. Click the following link: https://lvl2.med.umich.edu/. 2. Click the Click here if your account is locked or if you've forgotten your Level-2 password link. 3. In the uniqname field, enter your UM username, and then click Next. 4. Enter the month and day of your birth date. 5. Enter your UMID number (found in the original email you received from us), and then click Next. 6. Click the dropdown and select the delivery method (phone or email) to receive your security key. 7. Follow the instructions to create your Level-2 password. 8. Re-enter your Level-2 password to confirm. 9. Enter the security key that you receive, and then click Next. 10. After your password is set, you will receive a confirmation message. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 14 of 30
Changing Your Level-2 Password You are required to change your Level-2 password on a yearly basis. Because the Michigan Medicine automated messaging system will only send reminder notices to internal (@umich) email addresses, MDC recommends that you set a reminder to proactively update your password each year. If your Level-2 password expires, you will receive an error message when you try to log in. You can find the instructions to change your passwords on the SIM PCMH Passwords page of the MDC Website. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 15 of 30
Setting Up Citrix Receiver and Logging in to the Dashboard You also need to set up the Citrix Receiver application on the computer you will use to access the Dashboard. This application enables remote users to securely access the Dashboard through the Michigan Medicine Virtual Places website. Before You Begin To access the SIM PCMH Dashboard, you must adhere to the following requirements: Verify that your computer meets the following minimum system requirements. - Supported Operating Systems. One of the following is required: Windows 7 (Service Pack 1, 8 Pro, 8 Ent, 8.1, or 10) Windows Server 2008 R2, 2012 R2, or 2016 Mac OS X 10.8 or later - Supported HTML 5 Clientless Browsers. One of the following is required: Apple Safari 7 or later Google Chrome 50 or later Microsoft Edge Microsoft Internet Explorer 11 Mozilla Firefox 35 or later Access your UM User ID (username), Level-1 Password, and Level-2 Password. When your account request is accepted by MDC, you will receive an email containing your UM User ID (username). MDC will also call you with your Level-1 Password. Instructions for creating your Level-2 password are included in this guide. Verify that you have downloaded the Duo app and registered your device with Michigan Medicine. If you have not already done so, see the instructions in the Setting Up Duo Two-Factor Authentication section. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 16 of 30
Citrix Receiver Versions Based on the computer you are using and your organizations requirements, there are two different types of Citrix Receiver you can use to access the Dashboard. FULL VERSION When you download the Full version of Citrix Receiver it provides a secure connection to the SIM PCMH Dashboard and enables you to download files from the virtual server onto your own computer. LIGHT VERSION If you use the Light version of Citrix Receiver, you do not load the software on your computer. You can still access the SIM PCMH Dashboard; however, you CANNOT save files onto your own computer. IMPORTANT: MDC recommends that you only use the Light version if you are using a PC/device that is not HIPAA compliant, such as one provided at a conference kiosk or hotel lobby. Setting Up the Full Version of Citrix Receiver The first time you log in to the SIM PCMH Dashboard, you will be prompted to download the Citrix Receiver on your computer. The Citrix Receiver application provides the secure connection to access the Dashboard, from which you can view and download data and reports. NOTE: If you already have Citrix Receiver installed, you can skip to the Logging in if You Have Citrix Receiver Installed section. 1. Access the MDC Website. 2. Click the Login button in the upper-right corner. A window similar to the following displays: Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 17 of 30
3. Log in to the Virtual Application Portal. - User Name: Type the uniqname portion of your Michigan Medicine login. - Level-2 Password: Type your Michigan Medicine Level-2 password. - DUO Two-Factor: Use the drop-down menu in this field to select one of the following options. NOTE: This method should be the same default method you selected when you set up Duo. 4. Click Log On. Select PUSH to receive a notification alert on the device you previously registered when you set up Duo. Select PHONE to receive a call on the phone you previously registered when you set up Duo. Answer the call and follow the instructions you are given to confirm the phone alert. 5. Accept or complete the Duo two-factor authentication request. 6. Complete the next step based on the window that displays. A. If a window similar to the following displays, go to Step 7. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 18 of 30
B. If a website similar to the following displays, go to Step 14. 7. Select the I agree with the Citrix license agreement checkbox. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 19 of 30
8. Click Install. If the following window opens, click Install. (You do not need to enable single sign-on.) 9. Save the file. Then, right-click on the saved file and choose Run as Administrator from the menu choices. NOTE: Running installers with administrative privileges is a best practice for Windows devices. If you are unable to run the install as an administrator, contact your IT department for assistance. 10. Complete the installation, accepting the license terms and choosing the default options as prompted. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 20 of 30
11. (IE only) If a window similar to the following displays, click Allow. 12. After installation is complete, click Continue. NOTE: If you get a browser message that says Open URL Citrix Receiver? click the Remember my choice checkbox and then click Open URL Citrix Receiver. 13. The Virtual Places website displays, similar to the following: 14. Click the SIM PCMH Dashboard icon. (It may take a minute or two for the Dashboard to open.) NOTE: If you have not already authenticated using Duo during this work session, you will be prompted to log in with your Duo two-factor authentication method. 15. The SIM Attestation pops up in a new window. Scroll down and click I agree. NOTE: When you access the SIM PCMH Dashboard, you are accessing a virtual PC behind the Michigan Medicine firewall. Regardless of which browser you are using on your own PC, the virtual PC will open the SIM PCMH Dashboard in Internet Explorer. 16. The SIM PCMH Dashboard opens. Navigate the Dashboard to view the data and reports. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 21 of 30
Logging in After You Have Citrix Receiver Installed After your initial Citrix setup and login is completed successfully, you can follow the instructions below to log in to the SIM PCMH Dashboard. 1. Access the MDC Website. 2. Click the Login button in the upper-right corner. 3. (IE only) If one of the following messages display, click Allow to enable Citrix to connect to the Dashboard. 4. (Firefox only) If the Launch application window opens, verify that Citrix Receiver Launcher is highlighted and click Open link. 5. Log in to the Virtual Places website with your user name, Level-2 password, and Duo preference. 6. Accept the Duo two-factor authentication request. 7. In the Virtual Places website, click the SIM PCMH Dashboard icon. (It may take a minute or two for the Dashboard to open.) Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 22 of 30
8. The SIM Attestation pops up in a new window. Click I agree. NOTE: When you access the SIM PCMH Dashboard, you are accessing a virtual PC behind the Michigan Medicine firewall. Regardless of which browser you are using on your own PC, the virtual PC will open the SIM PCMH Dashboard in Internet Explorer. 9. The SIM PCMH Dashboard opens. Navigate the Dashboard to view the data and reports. Setting Up the Light Version of Citrix Receiver Follow the steps in this section if you cannot install the Citrix software on the computer you are using. IMPORTANT: MDC recommends that you only use Light Version if you are using a PC/device that is not HIPAA compliant, such as one provided at a conference kiosk or hotel lobby. For security reasons, if you are not using the Citrix Receiver to securely access the Virtual Places website, you cannot save documents to your computer or print to your local printers. 1. Open the MDC Website. 2. Click the Login button in the upper-right corner. A window similar to the following displays: 3. Log in to the Virtual Application Portal. - User Name: Type the uniqname portion of your Michigan Medicine login. - Level-2 Password: Type your Michigan Medicine Level-2 password. - DUO Two-Factor: Use the drop-down menu in this field to select one of the following options. NOTE: This method should be the same default method you selected when you set up Duo. (If you have not yet set up Duo, follow the instructions in the Installing Duo to Use Two-Factor Authentication guide.) Select PUSH to receive a notification alert on the device you previously registered when you set up Duo (for example, your personal cell phone). Select PHONE to receive a call on the phone you previously registered when you set up Duo (for example, to your personal cell phone). Answer the call and follow the instructions you are given to confirm the phone alert. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 23 of 30
4. Click Log On. 5. Accept the Duo two-factor authentication request. A window similar to one of the following displays (depending on your browser): Firefox & Explorer Chrome 6. Depending on your browser, click Log on or Use light version. A list of apps available through Virtual Places displays, similar to the following. 7. Click the SIM PCMH Dashboard icon. (It may take a minute or two for the Dashboard to open.) 8. The SIM Attestation pops up in a new window. Click I agree. NOTE: When you access the SIM PCMH Dashboard, you are accessing a virtual PC behind the Michigan Medicine firewall. Regardless of which browser you are using on your own PC, the virtual PC will open the SIM PCMH Dashboard in Internet Explorer. 9. View and navigate the data on the SIM PCMH Dashboard. REMINDER: If you are using the Light version, you cannot view or download reports. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 24 of 30
Saving Files to Your Computer To save a file to your computer, complete the following steps. Note that you can only save files if you log in using the Full Version of Citrix Receiver. 1. Select the file you want to save. 2. A message window opens. Click Save as. (The Save as window varies based on your browser.) Firefox Explorer The following error message opens. (You will be able to download the file onto your own PC even though this error appears. This error refers to downloading files to the virtual PC.) 3. Click OK to continue. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 25 of 30
4. In the Save As window, navigate to the location where you want to save the file, and then click Save. If the following window opens, click Permit all access. 5. Verify that you can find and open the file by navigating to it using Windows Explorer on your PC. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 26 of 30
Solving Common File-Saving Issues ISSUE: I DON T SEE MY LOCAL DRIVES WHEN I M TRYING TO SAVE A FILE FROM THE DASHBOARD. If you are attempting to save a file and you do NOT see your local drives, it means that you are logged in to the Dashboard using the Light version of Citrix Receiver. With the Light version, you are not able to download files onto your personal computer. SOLUTION: LOG OFF THE LIGHT VERSION OF CITRIX RECEIVER AND USE THE FULL VERSION. Internet Explorer: 1. In the vplaces website, click the arrow next to your name in the top-right corner. 2. Select Log Off. 3. Complete one of the following: A. If Citrix Receiver is already installed, follow the steps in the Logging in After You Have Citrix Receiver Installed section. B. If Citrix Receiver is not installed, follow the steps in the Setting Up the Full Version of Citrix Receiver section. Note: If you are unable to switch to the Full version, contact MDC at MDC-Accounts@med.umich.edu, and we can provide further instructions. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 27 of 30
Firefox and Chrome: 1. In the vplaces website, click the arrow next to your name in the top-right corner. 2. Select Change Citrix Receiver. 3. The following window opens. Select Detect Receiver. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 28 of 30
4. Complete one of the following: A. If Citrix Receiver is already installed, follow the steps in the Logging in After You Have Citrix Receiver Installed section. B. If Citrix Receiver is not installed, follow the steps in the Setting Up the Full Version of Citrix Receiver section. Note: If you are unable to switch to the Full version, contact MDC at MDC-Accounts@med.umich.edu, and we can provide further instructions. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 29 of 30
Getting Help Use the resources listed here if you need assistance with your SIM PCMH Dashboard setup steps. Duo, Password, or Citrix Help If you need Duo two-factor authentication assistance, password assistance, or Citrix assistance, contact the Health Information Technology and Services (HITS) Service Desk. Phone: 734-936-8000 NOTES: When you call the HITS Service Desk, please give them the following information, as applicable: If possible, access your UM ID, UM username, and your Level-1 and Level-2 passwords Inform the help desk employee that you are a user of the Michigan Data Collaborative s User Portal. You are not a UM employee; however, you have a UM ID and passwords in order to access the Dashboard. General Account Information If you have any general questions about accessing the SIM PCMH Dashboard, contact the MDC Accounts Team at MDC-Accounts@med.umich.edu. Additional Documentation Duo two-factor authentication: Additional information and documentation about Duo two-factor authentication can be found here: https://duo.com/product/trusted-users/two-factor-authentication. Dashboard Account Information: To view account information, including how to set up a new account, how to delete an account, and other account-related information, see Dashboard Account Maintenance - Reference Guide for Users and Acknowledgers. SIM PCMH Support Documentation: Additional support documentation can be found on the MDC website s SIM PCMH Support page. Revised: 2018-01-31 Accessing_the_SIM_Dashboard.docx Page 30 of 30