Modify User Account - Designation Change/Additional Role

Objective 

Background

Update Existing Account (from student or similar role)

Create New Account (end-dating old account)

Post Approval Process - Known Scenarios

RN to Student NP

RN to NP

Phlebotomist to CSC

User Warning – When Two Accounts Are Created

Important: Effective October 2025 CIS/Privacy approval required when creating additional account(s) for a user  (see section Create New/Additional Account (different roles)

Objective 

Goal: Update Existing Account or Create New Profile EMR account login and password 

Target Audience: Enrollment Support Analysts and Trainers on ACTS team

Request Received: PARIS/Profile EMR Training Registration & Change Access Form via the IMITS PC & Community Inbox or EMR Help Inbox

From: Authorized Delegate listed on the same form

Background

A user is requesting to update their designation/title on their account or is needing an additional account.

Update Existing Account (from student or similar role)

If the request is to change for one of the following scenarios then:

1. Update the credentials in the Full Name field on the General tab in the existing account. 
   • Student RN to RN
   • Provisional RPN to RPN
   • RN to Certified Practice RN - e.g., RN(C) or RN, CP-OUD
   • Resident to MD
   • Outreach Worker to Social Worker
     
2. Add comment in the Notes tab as following:
   

Note: Insert your name and time stamp by typing s \ (backslash)

Create New Account (end-dating old account)

Effective October 2025

If the request is to change a designation and the old account will no longer be used:

• Create the new account with the updated role/MSP number.
• Inactivate the old account.
• Add an explanatory comment in the Notes tab for both accounts.
• Save the communication email/Access form to the Account Management folder.

Note: CIS/Privacy approval is not required if the old account is being end-dated and will no longer be used.

Create Additional Account (simultaneous roles)

If a user requires multiple accounts to deliver appropriate care or documentation, approval from CIS and Privacy is required before proceeding.

CIS Review Questions

• Will the user continue using their existing (old) account?
• Will continued use of their old account cause clinical concerns or confusion with any new client documentation?
• If an additional account is not created, will the user’s new role cause clinical concerns or confusion with existing client documentation?

Email Template to CIS

Send the request to the appropriate CIS per the matrix. If unclear, send to all CIS contacts and they will determine the correct recipient.

Subject: Request for Approval – Additional Profile EMR Account for [User’s Full Name]

Dear CIS Team,

We have received a request for an additional Profile EMR account for the following user:

• Name: [First Last]
• Current Role/Program: [e.g., RN – POS]
• New Role/Program: [e.g., NP – POS]
• Reason for Request: [Brief description, e.g., requires separate documentation for dual roles]

Please review and advise if this account can be created.

Thank you,

Post Approval Process - Known Scenarios

Include the role in the user code for each account (e.g. ASMITHRN and ASMITHCSC ). 

 

RN to Student NP

1. Create new Student NP account with the new MSP number.
2. Inactivate RN account if only working as NP.
3. Keep RN account active if working as RN at one clinic and NP at another.
4. Add explanatory comment in Notes tab for both accounts.
5. Save communication email/Access form to Account Management folder.

6. Where simultaneous accounts exist, CIS should determine and provide an end-date for the student/old account.

RN to NP

Same process as above, with NP account creation.

Phlebotomist to CSC

1. Create new CSC User (U) account.
2. Inactivate Phlebotomist Clinical (P) account if only working as CSC.
3. Keep Phlebotomist Clinical (P) account active if working as Phlebotomist at one clinic and CSC at another.
4. Add explanatory comment in Notes tab for both accounts.
5. Save communication email/Access form to Account Management folder.
6. Where simultaneous accounts exist, CIS should determine and provide an end-date for the old account.

User Warning – When Two Accounts Are Created

When a second account is created, send the following warning to the user:

Things to be aware of when you have two Profile EMR accounts:

• You can only do work related to the account you are logged into.
• Your manager can only authorize your access for work related to the role they supervise you in. Any work related to your other role/account would be unauthorized.
• If you complete documentation for your other role/account, you will be documenting under the wrong team and the client record will be inaccurate and confusing.
• If you access client records related to your other role/account, you could be flagged for a privacy breach investigation and may be breaking professional licensing obligations.
• If you stop needing one of your accounts, you must stop using it and notify Profile EMR to deactivate it immediately.