Search for an Existing Profile EMR Account
Create New Profile EMR Account in People and Places
Objective
Goal: New Allied Health (i.e. Pharmacist, Social Worker, Counsellor, Community Liaison Worker, Psychologist, etc.) 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 Check the Primary Care & Communitysystems website for the most recent forms as some delegates may use an outdated form.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.
POS membership - add
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
Create New Allied Health User (i.e. Pharmacist, Social Worker, Counsellor, Community Liaison Worker, Psychologist, etc.):
- 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. RSW, CLW, ORW, CSLR, PW, RPH (Pharmacists), OT, PT, PTECH (Pharmacy Technician), Pharm Asst (Pharmacy Assistant), etc.). This prints as part of staff date stamp, therefore ensure to add the suffix to the full name
Title: Leave blank
Job Title: This is for internal use only. Enter staff role here – Social Worker, Counsellor, etc. Specify here if staff is Read Only (i.e. Read Only Social Worker).
Type: Select Paramedical
Status: Select Active
Specialty: Select the applicable specialty (role). If it does not exist in the list, select Other
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: Enter100
Refer to the following article for further details: In progress
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 accounts or Interpreter accounts) use the keyword “INTERNAL”
Financial
Ensure that 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)
Roles
Click on Add role icon and select the following Roles from the list below, as applicable:
- Counsellors (CSLRs): Counsellor
- For UBC Allied Health clinicians only: Select correct Specialty Role (i.e. Specialty Allied Health)
- All other Allied Health users: Allied Health
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)
Top Role Override: If user has multiple roles attached to their account, configure each clinic with the correct role. Some users 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 Allied Health Appointment Group and click OK.
Distribution/Task Group
To add the user to the applicable Distribution/Task Group click on Add…(not everyone will have a distribution group, if not listed, leave it blank).
In the Distribution type list, select the applicable Distribution/Task Group(s) by clinic (i.e. Counselling (PEN), Social Workers (DCH 1)) 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