Administration and Security

Created by Misty Ahmad, Modified on Mon, 23 Sep at 6:20 PM by Jen Sommers

Practice Intel:

How to Navigate

Use the Navigation Bar on the left-hand side to choose Admin at the bottom left corner.

Note: The directions outlined below are best done in the order that you see them to allow for all options to be available when setting up roles and users.

Organization Settings

Organization list

Clicking on Admin from the left menu panel will bring you to a list of all organizations associated with your login.

When you click on an organization, you will be directed to the following menu.

Password Settings

Clicking on Edit Organization will present you with a list of options for password complexity.

Password Minimum Length: Your password must be a minimum number of characters, depending upon your organizational settings. This ensures that passwords are not easily guessable or susceptible to dictionary-based attacks.

Character Types: Your password should include a combination of the following character types:

Alphabetic Characters (A-Z,a-z)
Numeric Characters (0-9)
Special Characters (!, @, #, $, etc.)

API Keys

This section is for EHR vendor integrations where we have a live API. They will only appear for certain customers. Do not alter these settings unless directed by Prediction Health support staff.

Roles

Roles provide a robust security feature that empowers you to define distinct levels of access for various groups of users. With roles, you can assign specific permissions, privileges, and restrictions to different user groups based on their responsibilities, job functions, or organizational hierarchy. By customizing roles, you maintain control over the actions and data accessible to each user, ensuring a granular and secure access management system within your application. This feature enhances data protection, minimizes the risk of unauthorized access, and promotes a structured approach to user permissions and privileges.

Scopes: This feature enables you to choose the customers, clinics, and providers that a role can access. Once you have completed your selections, the Confirmation section will display a comprehensive list for your review. Note: As the description mentions, the highest role will take precedence. If you want to just select certain providers, leave the Customer and Clinic option at 0 and only select the Provider(s) you want to display.

Exclusion Scopes: This section provides a convenient method for excluding specific customers, clinics, or providers. It proves particularly helpful when dealing with a substantial number of clinics or providers and you only need to remove a few of them. Instead of navigating through a lengthy list in the inclusion section above, you can simply add the ones you wish to exclude here.

In the permissions section, you have the flexibility to determine the level of access the user role should have, including the ability to enable or disable advanced features. For instance, when creating a role for administrators, you may choose to grant them access to the Admin screens, while clinic managers may require access to CPT Insights and Coding Efficiency, among other specific functionalities.

In this section, you can specify the users you wish to assign to the current role that is selected.

Users

Within the user screen, you have the convenient functionality to create new users for your system. This feature enables you to add individuals and grant them access to the application based on their roles and responsibilities.

By clicking on the create button, you will be directed to the new user screen. This screen also provides you with the necessary options to edit or delete a user as needed. To access these actions, simply locate the three dots positioned to the right of the user's information. Clicking on these three dots will reveal a menu of available actions, including the ability to edit or delete the user.

To assign roles to the new user, select the desired Roles at the top. Enter the email address for the new user in the designated field. In the password section, you have two options:

You can choose to send a "Set Password" email to the user, allowing them to create their own password.
Alternatively, you can manually set the password by selecting "Choose Password."

If you wish to create multiple users simultaneously, you can check the "Create Another User" box before clicking the "Create" button. This allows you to streamline the user creation process and efficiently add multiple users to the system.

Automated Reports

The admin screen offers a feature that automates the scheduling and delivery of Focused Snapshots to providers. This capability allows for the addition of individuals to the report list and the setting of specific times for the reports to be sent out, ensuring providers receive relevant information without manual distribution.

The first set is setting up the automated report by clicking "Reports" on the menu.

Click the Create button to start creating your first report.

Begin by configuring the report options, including the report's title, the email subject line (e.g., "Monthly Snapshot"), and the message content, which should include any specific instructions or information. Choose the start date and time for dispatching the report. If the report relies on recently updated data, schedule it a few days beyond the typical update cycle (daily, weekly, or monthly) to ensure the inclusion of the latest data. Select the delivery frequency—either a one-time dispatch or a recurring schedule. Additionally, specify the time period for the data the report will cover, with options ranging from 1 month to 3 months.

The "Hide Operations" checkbox in the Content section lets you decide if you want to include or exclude company-wide metrics for comparative analysis at the report's end. In the recipients area, use the filter option if you wish to send the report only to providers with audit scores above or below a specified threshold. To target providers working at specific clinics, choose the desired clinics from the dropdown menu. If you intend to distribute the report across all clinics, simply do not adjust this setting. Select Create when you are done.

Recipients

In order for a provider to receive an automated report, they have to be setup as a recipient. Once a recipient is setup, they will be used by all automated reports.

Manual Creation

To manually create a new recipient, Click on Create.

Enter the email address, first and last name of the provider. Pick the provider to associate the recipient in the "Link to EMR Provider" drop down. Click Create when finished.

Import Recipients

Click the three dots beside Create and click on Bulk Import Recipients.

Click on Download Template CSV for the file to fill out. Open it in your spreadsheet program of choice.

Add in all your recipients to this spreadsheet and save it.

Click on Choose File on Bulk Import and then pick the file that you just modified on your computer.

After selecting the file, step 3 will display on the screen.

The system will try to match up the recipients with providers that are in the system. Any providers that are not matched will be listed at the beginning of the list. Go through and select the correct provider for each recipient. When done, click the 'Create X Recipient' button. You should have your providers setup to receive automated emails.

Email Log

To check on the delivery and viewing of the emails. Click on Email Log from the Admin Menu.

This screen will show you who have been sent emails. It will also let you know if it was delivered (signified by the green check mark) and if they have opened the email. If there is a red X instead of the green checkmark, that indicates that the email was not delivered. A message stating the reason for not being delivered will be displayed.