Create User Account - Nurse – IMITS

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 Check the Primary Care & Communitysystems website for the most recent forms as some delegates may use an outdated form.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

POS membership - remove

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
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. RN, RPN, CHN, LPN). 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 – Physician, Nurse Practitioner, Resident. Specify here if staff is Read Only (i.e. Read Only Nurse).

Type: Paramedical

Status: Active

Specialty: Nurse

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

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 accountsorInterpreter accounts) use the keyword “INTERNAL”

Reference

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.png

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:

Alias: Select MSP

Reference 1: Enter the MSP ID

Financial

If the Nurse has a MSP number, ensure that 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)

Roles

Click on Add role icon and select the following Roles from the list below, as applicable:

Registered Nurse (excluding UBC and CPS nurses): RNs
Appt Only: TBR Ambulatory RNs only
Specialty Registered Nurse or Specialty Nurse-STI: For UBC and CPS nurses

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)

Check List of POS's & Payee ID's if the POS is nurse-billing clinic

If Nurse-billing clinic:

Ref Sys must be MSP Practitioner ID
Service ID must be their MSP #
Payee ID should be the Clinic (POS) Payee ID #
Create Claims should be On Attendance (for encounter billings) or Never

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

Useful Links and Attachments

Email Templates

Access Form

Articles in this section

Objective

Validate the Request