Create User Account - Health Records – IMITS

Objective

Goal: New Health Records 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. Once we receive an access form, we can create the account.

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 Check the Primary Care & Communitysystems website for the most recent forms as some delegates may use an outdated form.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

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 Z-DO NOT USE-IMITS POS and click on New User icon (U)
New account window opens

General

Code: Enter code that is the same as their LAN ID starting with the prefix HR- (e.g., HR-SCHAN)

Full Name: Enter their full name

Title: Leave blank

Job Title: This is for internal use only. Enter staff role here – Health Records

Type: Administrative

Status: Active

Special

Tick Force password change

Enter password into New Password and Retype New Password fields and click Apply

Preferences Precedence: Role

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”

Roles

Click on Add role icon and select Health Records

Member Of

Click Add place icon and select all clinics and then click OK

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