Search for an Existing Profile EMR Account
Create New Profile EMR Account in People and Places
Objective
Goal: New MD/Resident/NP Profile EMR account login and password
Target Audience: Enrollment Support Analysts and Trainers on ACTS team
How: PARIS/Profile EMR Training Registration & Change Access Form via the IMITS PC & Community Inbox
From: Authorized Delegate listed on the same form
When: After completion of training
Validate the Request
Ensure the appropriate delegate has signed off on the form. Check the Primary Care & Communitysystems website for the most recent forms as some delegates may use an outdated form. If you are missing a delegate’s signature, email the delegate who signed off to advise.
Note: A delegate can sign their own request.
Search for an Existing Profile EMR Account
- Open People and Places
- Under the Organisation Structure - Click on VCH/PHC EMR at the top of the organizational tree
- Place a checkmark beside include inactive
- Click the drop down list by Find and search by Code or by Description
- Type the user’s code e.g. jsmith or their last name e.g. smith in the Find field and click on Find
If the account exists, modify the account as per the request. (i.e., add an additional POS) as described in this document.
Inactivate User Account
Account Management Folder
Save the Access Form in the respective folder for the user. Create a new folder with their if there is not an existing folder.
Folder path: \\VCHFAS02.VCH.CA\regionaldata05$\PCCIS_DataShare\System Administration\Account Management\2. PCC EMR
Naming Convention of Folder: <Lastname, Firstname>
Naming Convention of File: <YYYYMMDD-initials of your name> eg: 20220101-RC
Profile EMR Icons
Verify if the following Profile EMR application icons have been added to the users LAN ID if not ensure to add them prior creating and sending out the account credentials:
- RegionalShortcut VCH-PHC EMR Production - (Shortcut VCH-PHC)
- ASA Production Intrahealth Profile PCC EMR Users - Production
Create New Profile EMR Account in People and Places
- Navigate to Organisation>People & Places
- Select the applicable clinic and click on New Clinician icon (P)
- New account window opens
General
Code: Enter code that is the same as their LAN ID
Full Name: Enter their full name followed by their role/designation after comma (i.e. MD, NP)
(Note: specialty designations such as FRCPC, MDCM etc. to be added here too, i.e. Full Name Last Name MD, FRCP)
This prints as part of staff date stamp, therefore ensure to add the suffix to the full name
Note: Residents are also MDs.
Title: Enter Dr. for MDs and Residents and leave blank for NPs
Job Title: This is for internal use only. Enter staff role here – Physician, Nurse Practitioner, Resident. Specify here if staff is Read Only (i.e. Read Only Nurse).
Type:
Select Medical for MDs and Residents
Select Paramedical for NPs
Status: Select Active
Specialty:
Select General Practitioner for MDs and Residents
Select Nurse Practitioner for NPs
Special
Tick Force password change
Enter password into New Password and Retype New Password fields
Click Apply
Upload Digital Signature by clicking Load… from the respective Account Management folder. Refer to the following article: Upload e-signature for Clinician into EMR
Preferences Precedence: Select Role
Scale when print: Enter 100
Registry
In order to capture the user's staff number click on Add a new identifier
Identifier: Enter the work Employee ID
Value: Enter Employee ID number. If the user doesn’t have an Employee ID #, enter authorized role here; 15 character max:
- CONTRACTOR
- HSSBC
- ISMBC
- PHYSICIAN
- PHARMACIST
- RESIDENT
- SERVICE DESK
- STUDENT
Note: For accounts that are NOT associated to a real person (eg.Front-Of-Chart accountsorInterpreter accounts) use the keyword “INTERNAL”
Reference
Reference System: For MDs and Residents, select BC College Physicians and Surgeons and enter their College ID number under Prov ID
MDs, Residents and NPs MSP number must be entered on the Right hand side by clicking Add and completing the fields below as following:
Alias: Select MSP
Reference 1:Enter the MSP number
Note 1: Residents do not have MSP numbers. They receive their MSP number when they graduate.
Note 2: Some RNs and NPs have ability to prescribe and both their College ID and Pharmanet/Prescriber ID need to print on prescriptions. If they have provided their College ID as well as their Pharmanet/Prescriber ID, enter this as:
Reference System: BC College Physicians and Surgeons
Prov ID: Follow format of [College ID] / RX ID [Pharmanet/Prescriber ID]
Example:
Some nurses (e.g., STI-certified) have the ability to order pathology and their MSP ID is required to print on requisitions. If they have provided their MSP ID, enter this as:
To enter the MSP number on the Right hand side click Add and complete the fields below as following:
Financial
Ensure the Is Financial checkbox is ticked and POS is selected for the Owner field.
Grants
Select Sign Incoming Clinical Transactions and click on Add Role…
Roles: Select Works at <Clinic Code> for each clinic that the clinician belongs to. Only select clinic codes – other codes won’t work. Refer to the Access Form if you are not sure what the clinic codes are.
Start Date: Should default to today’s date. Click OK
Note: Do not register users to Ravensong - RSG. It was replaced by RAB, RAG, and RAY( PC Blue, Green, Yellow)
IMPORTANT - If MD has a Resident working for them, follow the steps below:
- Select Works for me and click on Add User…
- Clinician: Enter the Resident’s name
- Start Date: Should default to today’s date. Click OK
Roles
Click on Add role icon and select the following Roles from the list below, as applicable:
- MDs and Residents(excluding UBC and CPS): Physician
- NPs (excluding UBC and CPS): Nurse Practitioner
- Specialty Physician-UBC, Specialty Physician – STI-CPS: For UBC and CPS Physicians and NPs
IMPORTANT -The Clinical User role (i.e. Physician or Nurse Practitioner) role MUST appear above Methadone Prescriber. Reorganize the order of Roles using the up/down arrows.
As of September 29, 2022 do not add the Methadone Prescriber role to MD/NP/Nurse/Pharmacist accounts.
Member Of
Click Add place icon and tick each clinic that the clinician belongs to and then click OK
If staff works at more than one clinic, ensure to tick Ask for POS
Note: Do not register users to Ravensong - RSG. It was replaced by RAB, RAG, and RAY( PC Blue, Green, Yellow)
IMPORTANT Double-click on each clinic in the Member Of list and complete the fields as below:
For MD’s (including Residents) & NP’s:
- Ref Sys must be MSP Practitioner ID
- Service ID must be their MSP #
For MDs billing:
- If the POS has its own Payee ID, then "Payee ID" = POS Payee ID
- If requested, physician can use their own Payee ID (i.e., LFP billing).
- different physician contracts may require further discussion with the team
For NPs: (all NPs are required to encounter report):
- If the POS has its own Payee ID, then "Payee ID" = POS Payee ID
- If the POS does NOT have its own Payee ID, then "Payee ID" = MSP ID
For MD’s, Create Claims is either Never or On Attendance, depending on the POS
For NP’s, Create Claims is always On Attendance
For all others, all of these settings must be blank
Top Role Override: If clinician has multiple roles attached to their account, configure each clinic with the correct role. Some clinicians will have both Clinical Read Only and regular Role(s) added to their account. Moreover, specialty clinics (UBC clinics and CPS) have their own unique roles: Specialty roles for UBC, and Specialty - STI roles for CPS. When someone works both at a specialty and non-specialty clinic, they will have multiple (two or more) roles added. In those cases Top Role Override needs to be configured for each clinic accordingly.
Appointment View
Click Add…
In the Appointment type list, select the applicable Appointment Group by role (i.e. Physician/NP (appt). Nurse Practitioners should be added to both Physician/NP (appt) and Nurse Practitioner (appt)).
Click OK
Distribution/Task Group
To add the user to the applicable Distribution/Task Group click on Add…
In the Distribution type list, select the applicable Distribution/Task Group(s) by clinic (i.e. Physician/NP (AVG)) and click OK
Verify if the clinician has been added to the correct Appointment and Distribution/Task Groups and click OK
*Add Clinic view for all POS Strathcona Mental Health (SMH) clinical users along with other role views (i.e. Physician/NP get Physician/NP view etc.)
Note: To sort the Distribution/Task Groups by alphabetically order by clinic code click on the Code column header.
Locking a duplicate account
Follow the steps below to locking a duplicate account that was created in error:
- Go into the profile that was created in error, type in (Do Not Use) in the name field after the First name
- Change the status of the account to inactive
- Select Special and tick login is locked
- Click apply and ok