Employee Access Management This manual covers Company Setup Employee Passwords & Login tab, Disciplines, and Employee Management. Employee Passwords & Login: Allows you to set password parameters for your organization. Anything marked here applies to all employees added to the database for any community. To access, click File Setup Company Open Employee Passwords & Login tab. Minimum length: This can be set up to 10 characters. Eight (8) is the recommended number if Eldermark hosts your data. Auto login by login name: When selected, when each user attempts to log in, will try to match the user login name of the current user on the machine against the Employee login names in. If a matching user that has login privileges is found, they will be logged in without a password prompt. If not matching user is found, then the user will be prompted for their name and password. Case Sensitive: If this option is selected, password must be entered in the correct case (upper case or lower case) to login. Contain at least 1 number: If this option is selected, passwords must have at least one numeric character (0-9).
Contain at least 1 letter: If this option is selected, passwords must have at least one letter (A-Z). Contain upper & lower case letters: If this option is selected, passwords must have at least one uppercase letter (A-Z) and at least one lower case letter (a-z). Contain at least 1 special character: If this option is selected, passwords must have at least one special character. These characters include:! @ # $ % ^ & * ( ) _ - + =,. < >? / [ ] { } \ ~ ` ; : ' " Must change password on first login: Select this option to require employees to change their password on First Login. Passwords expire in regular basis. days: Enter a number greater than zero to require employees to change their passwords on a Prompt to change days before expires: This option is available when Passwords expire in days is greater than zero. Check to enable and enter the number of days prior to password expiration you would like employees to receive a notice. Employee Login: Type in Login Name: If this option is selected, users will enter their username and password to log in. See List: Click 'See List' to view the list of active employees to select the user's name from the list. Select login name: If this option is selected, users will select their name from the employee list and enter their password to login. Change Password: Both login options have a Change Password button. To change your password, enter your Login name or select your name from the list. Enter your Password and click 'Change Password'. Employee Access Management Revised 1/22/18 2
The Update Password screen will open. If your company has password requirements they will be displayed on this screen. Enter your new password. Then enter the new password a second time. When the password entered in both fields match, Passwords Don't Match statement will no longer show on the screen. Note: An employee will be able to change their password at any time during login. The new password must be different from the current password and the previous password. Maximum unsuccessful login attempts before lockdown: Enter the number of invalid password attempts prior to locking down the user login. Leave blank for unlimited attempts. Employee Access Management Revised 1/22/18 3
Reset Password: Enter the reset password for your company. This password will be used by all communities. This password must meet your password requirements. If a reset password is not entered, then a temporary password will need to be entered when an employee record is unlocked. Employees who have been granted access will be able to unlock the employee record. Show Last Login on Startup: If this option is selected, the user will be shown the date and time of last login after they successfully login. Disciplines: Disciplines are categories of employees used in the Employee and Service Type Setup. Disciplines are shared in the multi-community database. Assigning a Discipline to the Employees record is necessary for Service Detail reports that are run by discipline. Assigning a Discipline to the Service Type record is required for the Care Plan, Virginia ISP, Auto-Assigning services, and the Service Agreement printing order. To access, click on File Setup Discipline Setup Open. The System Setup Discipline Setup list will open. Click New to add or double click on a line to edit. The New Discipline Setup screen will open. Description: Enter the discipline. Only one discipline can be assigned to a Service Type. To have multiple disciplines you will need to enter multiple disciplines in the description. Click on Add Another to save this entry and enter another. Click Save to save your changes and close. Click Cancel if you do not want to save changes. Security Groups: The purpose of the Security Groups is to ease the assignment of access to a new employee and ensure standardized access levels for employees with the same role in the community. Security Groups can be created for employee roles (discipline), specific areas of access, or a combination. The number of Security Groups setup will vary depending on the modules used and the distribution of staff responsibility. Employee Access Management Revised 1/22/18 4
Security Groups can be Global or assigned to specific communities. Global group settings apply to all communities in the database. Global groups will always apply to all communities in the database. If a new community is added, it is automatically included in any Security Group that is set as Global. Employees can be assigned to multiple Security Groups. The highest level of access granted by any group will be respected. Note: An employee assigned to a Security Group can have more access granted than the group access. Access levels set by the group cannot be removed from an employee. If an employee should have less access than the group, assign them to a different security group or edit the group access level. To access, click File Setup Security Group Open. The System Setup Security Group listing screen will open. Click 'New' to add or double click on a line to edit. Employee Access Management Revised 1/22/18 5
The New Security Group screen will open. Group Name, Description, Global, Auto-Created, and Inactive: Group Name: Enter a name that will easily identify the staff members in this group. Description: Enter a description to further describe the members of the group. This is an optional field. Global: All current and future communities will be included in this group. If the access level for an employee group is standardized throughout your organization, mark Global. If Global is selected, the Communities section is removed. These groups are assigned at the employee level. When a Global Group is assigned to an employee, the group access will be applied to all communities the employee has access to. Recommendation: Use Global for Security Groups for corporate staff access groups. Employee Access Management Revised 1/22/18 6
Note: If your organization uses Market Minder, you must have at least one (1) global group for marketing employees. Auto-Created: This field will be marked if the Security Group was created by the conversion of employee records in the update to the new security template in 2014.1 as detailed in the release notes. Inactive: Mark this field to make a Security Group Inactive. Inactive Security Groups cannot be assigned to an employee. Employees assigned to this group will remain assigned to the group and have all of the access from the group. Employees can be removed from a Security Group. Recommendation: Remove the Security Group assignment from the employee record to ensure that the appropriate access is still granted. Communities: Select the communities that should have access to select this group at the Employee Community level. Click 'All' to assign this group to all active Communities. Group assignment to specific Communities is used in the multi-community database when the staff roles vary between the communities. Note: If new Communities are added to your database, they will have to be added to the appropriate groups in the Communities section. Data, Reports, Web, and Processes/Features Access Setup: Access is divided into four (4) sections; Data, Reports, Web, and Processes/Features. Data: Employee access to Prospect records, Resident records, and Community setup tables is managed on the data tab. Employee Access Management Revised 1/22/18 7
View: Select for employees who should be able to view information for each table name. Add: Select this for employees who should be able to add information for each table name. When Add is selected, View will be selected if it has not already been selected. Mod: Modify is used to update existing records in the table. Select this for employees who should be able to change information for each table name. When Mod is selected, View will be selected if it has not already been selected. Del: Delete is used to delete records in the table. Select this for employees who should be able to change information for each table name. When Del is selected, View will be selected if it has not already been selected. More: Many of the items listed on the Data tab have additional items for consideration in the More column. A dropdown icon is in the column for tables and areas of entry that have additional items. When items are enabled a number will be shown after the dropdown. The number is the total number of additional items that have been enabled. When you see an asterisk (*) in the View and Mod column, the settings for modifying the record are controlled by the items under More. When you click on the * in the View or Modify column the More Options screen opens. Employee Access Management Revised 1/22/18 8
Data/ Privilege Description: There are two primary areas of access, Entry and Listing. Entry items are specific to data input and management. Listing items are features/utilities that are located under the More button on listing screens. Entry and Listing, without any further description, are used as headings for the sections. View or Access: Select View or Access to give the employee access to this area of the program. When selecting this for a view/modify Type, you are giving View access. When selecting this for an access type, you are granting Access. Modify: This option is not available for type of access. Select this to give the employee rights to modify this area of the program. If you select modify, View or access will be selected if it is not already selected. Type: Entry items have a type of View/Modify in most instances. Listing items have a type of Access. Reports tab: This section is where you manage employee access to Reports and Report Configuration. Report Name: Each report is listed in alphabetical order. Reports in italics are Market Minder only reports and can only be selected for Global Groups. Reports in blue font have a screen report configuration option. Employee Access Management Revised 1/22/18 9
Enabled: Select for employees who should be able to run the report. Only selected reports will be in the report menu for the employee. More: The Configure Button and esign button will be shown in the More column. Select for employees who should have access to screen report configuration and electronic signature. Web tab: Access to Dashboards is setup on this tab. Refer to the Dashboard Employee Access manuals for more info. Processes/Features tab: This section is where you manage Processes or Features that are not included in Data. Process/Feature Name: The name of each Process or Feature is listed. Each feature is explained later in this manual. Enabled: Select for employees who should have access to the Process or Feature. Navigation, Filters, and Features: Module Filter: The default setting is Any. To view items for a single module, select the radio button for that module. MM = Market Minder, SM =, EMAR = EMAR Module. Setup / Non Setup: The default setting is Any. Use the radio buttons to view Setup items only or Non Setup items only. Disable: Click 'Disable' to remove View, Add, Mod, and Del for highlighted item(s). Note: If the item has anything enabled in the More column, they will also be disabled. Enable: Click 'Enable' to add View, Add, Mod, and Del for highlighted item(s). Enable and Disable can also be accessed from the right click menu. More: Employee Access Management Revised 1/22/18 10
Clear all security settings from this Security Group: Select this to remove security settings from all tabs. Copy all security settings from this Security Group: Select this to copy security settings from all tabs. Paste all security settings from this Security Group: Select this to paste all copied security settings from another Security Group. Filter by, Clear, Copy, and Paste: Filter by: Type a portion of the table you are searching for in the Filter by field to shorten the list. Clear: If the list has been filtered, the Clear button will be enabled. Click 'Clear' to return the full list. Copy: Click 'Copy' to copy the security settings for the tab you are currently on. Paste: Click 'Paste' to paste the copied security settings from another Security Group to the current security group. Note: The Copy / Paste options can be beneficial when creating multiple security groups. For example, if you are going to create a security group for Med Techs, Nurses, and Regional Nurse there are some areas of access that are shared by all 3 groups of employees. If you start with the group with the least access, that access can be copied and pasted in the group with next higher level of access. Edit the second group, adding additional access. When the second group is completed it can be copied to the group with the highest level of access. Edit the third group adding additional access. Data Tab: A summary is provided for each item. Details of the purpose of each setup table will be covered in the Clinical, Billing, and Marketing Setup Manuals. Note: Data items that are only used by Market Minder are only editable in Global Groups because Marketing is a shared database. If you are managing a group that is not set to Global, they will be on the list in italics. Accounts: General Ledger Account Numbers master list. Y Billing Billing Listing / Duplicate Accounts to Another Community: This utility can be used in a multi-community database that does not share Accounts. Allergy Setup: Y Clinical, EMAR Clinical and EMAR s, Staff responsible for entering resident allergies Assessment Question: Y Clinical Clinical Employee Access Management Revised 1/22/18 11
Listing / Duplicate Assessment Questions to Another Community: This utility can be used in a multi-community database that does not share Assessments. If your assessments are not shared, it is recommended to enable this for Database Administrators or Clinical. Listing / Export Assessment Questions: This utility can be used to export assessment questions. This is most commonly used by Eldermark Support Staff. Listing / Import Assessment Questions: This utility can be used to import assessment questions. This is most commonly used by Eldermark Support Staff. Assessment Service Plan/Care Plan: Y Clinical Clinical Assessment Type: Y Clinical Clinical Listing / Merge Assessment Type: This utility should be used with caution. There is not an option to un-merge. If Assessment Types are merged in error, manual correction is required. Access to this utility should be limited to a database administrator. Care Plan Library: N Clinical Clinical Census Days Transaction: Billing Census Batch Transactions accessed in File Other Tables. N Billing Billing, Billing Staff Choice List: Setup tables used by all modules. Y Marketing, Clinical, EMAR, Billing All There are multiple Choice Lists. Access is given to them individually under the More option. Entry / Ambulance Preference: Resident Ambulance Preference list. Clinical, EMAR Clinical and EMAR s, Staff Entry / Asset Range: Prospect Asset Range Marketing Marketing Entry / Care Level: Resident Care Level Clinical, EMAR Entry / Competition Organization Name: Marketing Clinical and EMAR s Marketing, Staff Employee Access Management Revised 1/22/18 12
Entry / Contact Category: Marketing Source 1 and Source 2 list Marketing Marketing Entry / County: Clinical, EMAR Entry / Dental Plan: Clinical, EMAR Entry / Diets: Clinical, EMAR Entry / Do Not Bill Reason: Billing Clinical and EMAR s, Staff Clinical and EMAR s, Staff Clinical and EMAR s, Staff Billing s Entry / Equipment: Resident Service Plan Equipment. Clinical Clinical, Staff Entry / Evacuation Status: Clinical, EMAR Entry / Health Plan: Clinical, EMAR Clinical and EMAR s, Staff Clinical and EMAR s, Staff Entry / Hospital Visit Outcomes: Resident LOA records. Clinical, EMAR Clinical and EMAR s, Staff Entry / Hospitals: Clinical, EMAR Clinical and EMAR s, Staff Entry / Income Range: Marketing Income Range Marketing Marketing Entry / Income Source: Income Source Type list. Billing Billing Entry / Interest Level: Resident's Ievel of interest for each interest/hobby entered. Clinical, EMAR Clinical and EMAR s, Staff Employee Access Management Revised 1/22/18 13
Entry / Interests: Resident Interest (Hobbies) list. Clinical, EMAR Clinical and EMAR s, Staff Entry / Marital Status: Marketing, Clinical, EMAR Marketing, Clinical, and EMAR s Entry / Med Hold Reason: Medication on hold reasons entered in Resident Chart on the Medication record. These are scheduled medication holds. Clinical, EMAR Clinical and EMAR s, Staff Entry / Med Not Given Reason: Medication not given reasons during the electronic medication pass. EMAR EMAR, Staff Entry / Med_Incident_Corrective_Action_Taken: Risk Management Clinical and EMAR s Entry / Med_Incident_Final_Resident_Outcome: Risk Management Clinical and EMAR s Entry / Med_Incident_Immediate_Actions_Taken_For_Resident: Risk Management Clinical and EMAR s Entry / Med_Incident_Observations_made_and_Instructions_per_HSD: Risk Management Clinical and EMAR s, Staff Entry / Med_Incident_Possible_Contributing_Factors: Risk Management Clinical and EMAR s, Staff Entry / Med_Incident_Resident_Effects_Observed: Risk Management Clinical and EMAR s, Staff Entry / Med_Incident_Type: Risk Management Clinical and EMAR s Entry / MedicalSpeciality: List of Specialties that can be assigned to Medical Professionals. Clinical, EMAR Clinical and EMAR s Employee Access Management Revised 1/22/18 14
Entry / Medication Late Entry Reason: EMAR Entry / MedRoute: Clinical, EMAR EMAR s Clinical and EMAR s Entry / Move or Discharge To: Where the resident was discharged to. Clinical, EMAR Clinical and EMAR s, Staff Entry / Name Suffix: Marketing, Clinical, EMAR, Billing Entry / Note Type: Resident Notes. Clinical, EMAR Entry / Occupation: Marketing, Clinical, EMAR All s Clinical and EMAR s Marketing, Clinical, and EMAR s, Staff Entry / Override Reason to Exit Medication Pass: EMAR EMAR s Entry / Payor: Used for the Home Health Roster report only. Clinical Clinical s, Staff Entry / Previously Held Med Given Reason: EMAR EMAR s Entry / Primary Language: Marketing, Clinical, EMAR Entry / PRN Med Results: EMAR Entry / Problem Category: Clinical Marketing, Clinical, and EMAR s, Staff EMAR s Clinical s, Staff Entry / Providers: Used for the Home Health Roster report only. Clinical Clinical s, Staff Employee Access Management Revised 1/22/18 15
Entry / Race: Marketing, Clinical, EMAR Entry / Reason No Longer Prospect: Marketing Entry / Relationship: Marketing, Clinical, EMAR Entry / Religion: Marketing, Clinical, EMAR Marketing, Clinical, and EMAR s Marketing s Marketing, Clinical, and EMAR s Marketing, Clinical, and EMAR s, Staff Entry / Res_Incident_Accident_Caseworker_Notification_Method: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Contributing_Factor_Environmental: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Contributing_Factor_Medical: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Contributing_Factor_Resident: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Incident_Location_Apartment: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Incident_Location_Common_Area: Risk Management Clinical and EMAR s, Staff Entry / Res_Incident_Accident_Incident_Location_General: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Incident_Location_Other: Risk Management Clinical and EMAR s, Staff Employee Access Management Revised 1/22/18 16
Entry / Res_Incident_Accident_Incident_Type: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Injuries: Risk Management Clinical and EMAR s, Staff Entry / Res_Incident_Accident_Resident_Followup: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Resident_Followup_Assistive_Devices_Added: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Resident_Followup_Environmental_Modifications: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Resident_Followup_Fall_Reduction_Measures: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Risk_Management_Notification_Method: Risk Management Clinical and EMAR s Entry / Res_Incident_Accident_Systems_Followup: Risk Management Clinical and EMAR s Entry / Reservation Cancel Reason: Marketing Entry / Sales Region Marketing, Clinical, EMAR, Billing Entry / Salutation: Marketing, Clinical, EMAR, Billing Entry / Service Location: Clinical Marketing All s All s Clinical, Staff Entry / Service Plan Standard Minutes Override Reason: Clinical Clinical, Staff Employee Access Management Revised 1/22/18 17
Entry / Service_On_Hold_Reason: Resident Service Plan Hold reasons used when placing an individual service on hold. Clinical Clinical Entry / Skill Level: Resident Skill Levels for Interests (Hobbies). Clinical, EMAR Clinical and EMAR s, Staff Entry / States: Marketing, Clinical, EMAR Entry / TB Test Result: Clinical, EMAR Entry / TB Test Type: Clinical, EMAR Entry / Transportation Preference: Clinical, EMAR Entry / Veteran: Marketing, Clinical, EMAR Marketing, Clinical, and EMAR s, Staff Clinical and EMAR s, Staff Clinical and EMAR s Clinical and EMAR s, Staff Marketing, Clinical, and EMAR s, Staff Listing / Choice List Sharing Configurations: Employees with Access to this can change a Choice List from Shared to Separate or Separate to Shared. Marketing, Clinical, EMAR Database Administrators, Marketing, Clinical, and EMAR s Communication Objectives: The item is only editable in Global Groups. Y Marketing Marketing Communication Type: The item is only editable in Global Groups. Y Marketing Marketing Listing / Merge Communication Type: This utility should be used with caution. There is not an option to unmerge. If Communication Types are merged in error, manual correction is required. Access to this utility should be limited to a database administrator. Employee Access Management Revised 1/22/18 18
Community: Y Marketing, Clinical, EMAR, Billing All s Entry / A/R: The A/R tab is where you setup Accounts Receivable Aging Method, Payments Payor Communications, Days Outstanding Goals, and VCPI Export. : Billing. Entry / A/R Options: The A/R Options tab contains setup for X-12 Billing, Retro Billing, Integration with Accounting Software, and Security Deposits. : Billing. Entry / Address: The Address tab contains setup for Community Address, Report Title, Community Logo, and Modules your community is licensed for. Entry / Billing: The Billing tab contains setup for Statements, default Transaction Types for Service Charges and Balance Transfers, Census Batches, Importing Charges from 3rd Party Software, and Miscellaneous billing items. : Billing. Entry / Clinical: The Clinical tab contains setup for Time Zone, Time Format, Face Sheet, Kardex, Physician Order Sheet, Medication List, Medication / Medication Sheet, EMAR, Forms Backup, and other miscellaneous clinical items. : Clinical. Entry / Marketing: The Marketing tab contains setup for Sales Region, Deposit is Not Required for Placement on Waiting List, Monthly Occupancy Goals, and SilverChair Setup. : Marketing Product Champion. Entry / Risk Management: The Risk Management tab contains setup for Email Notifications. Recommended Staff: Clinical / EMAR. Entry / Services: The Services tab contains setup for Service Schedules, Mobile Services options, Display Resuscitate Status, Service Archiving, Service Agreement, Service Plan, Problem Driven Service Plan / Agreement, and Service Checkoff List. : Clinical. Entry / User Defined Fields: The User Defined Fields tab contains setup for User Defined Fields, Code Statuses, and Advance Directives. : Clinical / EMAR. Entry / WA Nurse Delegation: Access to WA Nurse Delegation will allow the user(s) to setup and customize the settings within Nurse Delegation Setup. : Clinical / EMAR in WA State communities. Company: Y Marketing, Clinical, EMAR, Billing All s Community Sharing Setup: This tab contains Community Setup Sharing. : Database Administrators. Employee Passwords & Login: This tab contains Employee Logon Password settings. : Database Administrators. Marketing General: This tab contains Marketing setup options that apply to all communities in the database. : Marketing. Setup Main: This tab contains general setup items that apply to all communities in the database. Recommended Staff: Database Administrators. Employee Access Management Revised 1/22/18 19
Competition Notes: This item is only editable in Global Groups. Y Marketing, Marketing Staff Contacts & Referral Sources: This item is only editable in Global Groups. Y Marketing, Marketing Staff Entry / Communications: This access is for Referral Source Communications only. Note: Access to Communications for Inquiries and Prospects is enabled separately. The Communications button on the Market Minder home screen will be available for the employee if access is given to communications for any of the three. The communication records shown will be filtered based upon the access setup for Inquiry Communications, Prospect Communications, and Referral Source and Contact Communications. Entry / Referral Source: This access is for Referral Sources. The access for Referral Source Contacts is separate. Entry / Referral Source Contacts: This access is for Referral Source Contacts. The access for Referral Sources is separate. Entry / Referral Source Contacts: Merge: This utility should be used with caution. There is not an option to unmerge. If Referral Source Contacts are merged in error, manual correction is required. Access to this utility should be limited to a database administrator. Listing / Merge Contacts & Referral Sources: This utility should be used with caution. There is not an option to un-merge. If Contacts & Referral Sources are merged in error, manual correction is required. Access to this utility should be limited to a database administrator. Diagnosis Setup: Y Clinical, EMAR, Billing Clinical, EMAR, and Billing s Listing / Merge Diagnosis Setup: This utility should be used with caution. There is not an option to un-merge. If Diagnoses are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Clinical. Discharge Reason: Y Marketing, Clinical, EMAR Marketing, Clinical, and EMAR s Note: If your community uses Market Minder, it is recommended to have the Marketing manage the list of Discharge Reason. Listing / Merge Discharge Reason: This utility should be used with caution. There is not an option to un-merge. If Discharge Reasons are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Marketing. Discipline Setup: Y Clinical Clinical Employee Access Management Revised 1/22/18 20
Docutrack Queue Out: Docutrack Interface table that contains messages to the pharmacy. N EMAR Database Administrator Electronic Nurse Delegation: This allows access to the END tab within the Resident chart. N Clinical, EMAR Clinical and EMAR s Note: This is only for WA state communities. Entry / Can Delete another Employee s END: This access is for a user to be able to delete other Employee s Electronic Nurse Delegation forms. Entry / Can Modify another Employee s END: This access is for a user to be able to modify other Employee s Electronic Nurse Delegation forms. Entry / Unlock END Form: This access is for the Unlock button on the END forms. Email Log: This table contains a record of all Risk Management Email Notifications created. N Clinical, EMAR Database Administrator Employee: Y Marketing, Clinical, EMAR, Billing Database Administrator, All s, Staff Entry / Human Resources: The Human Resources tab contains the Employee Address, Hire Date, Termination Date, TB Skin Test, Hepatitis B, Certification / License Number, and Criminal Background Check. Entry / Main: Access to Main is required for employees who will be adding new employees. This area includes the employee Name, Initials, Title, Login Name, and Password. Entry / System Access: The System Access tab contains System Access by Community, Global Group, and Marketing Access. Entry / System Access / Administrate Employees for All Communities: Select this option for employees that will need to have access to all employees in any community. This option gives full control to change any employee record. Entry / Unlock Failed Login Attempts: Enable this option for staff who should be able to Unlock another employee s record. The Unlock button will be available on the employee record. Entry / Washington END: Employee s with View access will see this tab on an employee record. Employee s with Modify access will be able to edit this tab on the employee record. The information entered on the employee record will populate the 10-217 Credentials and Training Verification when the employee is selected. Expected Outcome: N Clinical Clinical s, Staff Funeral Home: Y Clinical, EMAR Clinical and EMAR s, Staff Employee Access Management Revised 1/22/18 21
HL7 Queue Out: Pharmacy Interface table that contains messages to the Pharmacy. N EMAR Database Administrator Inquiry: This item is only editable in Global Groups. N Marketing Marketing, Staff Note: If you do not want to use the Inquiry section, do not grant any access. When no access is granted, the button is grayed out. Entry / Communications: This access is for Inquiry Communications only. Note: Access to Communications for Prospects and Contacts and Referral Sources is enabled separately. The Communications button on the Market Minder home screen will be available for the employee if access is given to communications for any of the three. The communication records shown will be filtered based upon the access setup for Inquiry Communications, Prospect Communications, and Referral Source and Contact Communications. Entry / Contacts: This access is for Additional Contacts on the Inquiry Main tab. Entry / Main: This access is for the Main section on the Main tab which contains Inquiry demographic information. Listing / Mark as Converted to Prospect: This utility is most often used after a data import to update inquiry records. :. Listing / Set as No Longer an Inquiry: This utility is most often used after a data import to update inquiry records. :. Interest Level: This item is only editable in Global Groups. Y Marketing Marketing Intervention N Clinical Clinical s, Staff Living Status: Y Marketing, Clinical, EMAR Marketing, Clinical, and EMAR s, Staff Note: If your community uses Market Minder, it is recommended to have the Marketing manage the list of Living Statuses. Listing / Merge Living Status: This utility should be used with caution. There is not an option to un-merge. If Living Statuses are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Marketing. LOA Reason: Y Clinical, EMAR Clinical and EMAR s Employee Access Management Revised 1/22/18 22
Logins: Y Marketing, Clinical, EMAR, Billing All s Med Provider: Y EMAR EMAR Listing / Configure Units: Selection enables the Configure Units button on the Med Provider listing screen. Med Provider Schedule: Y EMAR EMAR s Med Schedule Codes: Y Clinical, EMAR Clinical and EMAR s, Nurse Med Time Codes: Y Clinical, EMAR Clinical and EMAR s Medical Professional Role: Y Clinical, EMAR Clinical and EMAR s Listing / Merge Medical Professional Role: This utility should be used with caution. There is not an option to unmerge. If Medical Professional Roles are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Clinical / EMAR s. Medical Professionals: Y Clinical, EMAR Clinical and EMAR s Listing / Duplicate Medical Professionals to Another Community: Medical Professionals are not shared. This utility is used to copy the current list of medical professionals to another community in the database. Listing / Merge Medical Professionals: This utility should be used with caution. There is not an option to unmerge. If Medical Professionals are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Clinical / EMAR s. Medication Check In Batch: N EMAR EMAR s Medication Incident: N Risk Management (Clinical, EMAR) Clinical and EMAR s, Staff responsible for entering / managing Medication Incidents. Listing / Unlock Medication Incident Report: This access is for the Unlock button on locked Medication Incident Reports. : Clinical / EMAR s. Employee Access Management Revised 1/22/18 23
Medication Treatment Setup: Y Clinical, EMAR Clinical and EMAR s, Staff responsible for entering Medications and Treatments on a Resident. Mobile Session: N Clinical, EMAR Database Administrators Non-Resident Transactions: Miscellaneous Cash Receipt Transactions N Billing Billing, Billing Staff Note: If your community does not enter Miscellaneous Cash Receipts do not enable access to this table. Payment: N Billing Billing, Billing Staff Pharmacy: Y Clinical, EMAR Clinical and EMAR s, Staff responsible for entering / managing Pharmacy records. Listing / Merge Pharmacy: This utility should be used with caution. There is not an option to un-merge. If Pharmacies are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Clinical / EMAR s. Problem: Y Clinical Clinical Listing / Merge Problem: This utility should be used with caution. There is not an option to un-merge. If Problems are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Clinical. Prospect: This item is only editable in Global Groups. N Marketing Marketing Entry / Accept Duplicate: The access is for the Accept Duplicate check box on Prospect Main tab. Entry / Communications: This access is for Prospect Communications only. Note: Access to Communications for Inquiries and Contacts and Referral Sources is enabled separately. The Communications button on the Market Minder home screen will be available for the employee if access is given to communications for any of the three. The communication records shown will be filtered based upon the access setup for Inquiry Communications, Prospect Communications, and Referral Source and Contact Communications. Entry / Contacts: This access is for Additional Contacts on the Prospect Main tab. Entry / Copy to ServiceMinder: This access if for copying Prospects to. Employee Access Management Revised 1/22/18 24
Entry / Demographics: This access is for the Prospect Demographics tab. Entry / Import Data: This access is for the Import Data tab. Note: The Import Data tab is only shown on imported prospect records. Entry / Main: This access is for the Prospect Main tab. Entry / Prospect Status: This access is for the Prospect Status tab. Entry / Reassign Prospect Records: This access allows an employee to reassign (change) the employee assigned to a prospect. Entry / Resident Status: This access is for the Resident Status tab. Entry / Resident Status/View Admittance History: This access is for the Resident Status tab and viewing admittance history. Listing / Convert a Prospect back to Inquiry: The utility will change the Prospect back to an Inquiry. : Marketing. Listing / Merge Prospect: This utility should be used with caution. There is not an option to un-merge. If Prospects are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Marketing s. Referral Source Category: This item is only editable in Global Groups. Y Marketing Marketing Listing / Merge Referral Source Category: This utility should be used with caution. There is not an option to unmerge. If Referral Sources are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Marketing. Resident: N Clinical, EMAR, Billing Clinical, EMAR, and Billing s, Staff who will need to view or manage resident records. Note: If no access is granted to any items on a tab in Resident Chart, that tab will not be available. Entry / Admittance & Discharge: This access is for Resident Main Admittance & Discharge section, Admit button, and Discharge button. Entry / Admittance & Discharge / Discharge Utility: This access is for the Discharge Utility. If this is selected, all the Discharge Utility items are selected by default. You can remove access for any of the Billing or Clinical items. Entry / Admittance & Discharge / Discharge Utility / Billing: This access is for the Billing section of the Discharge Utility. If you remove access from Billing, the selection of the 3 billing items is removed. Entry / Admittance & Discharge / Discharge Utility / Billing / End Monthly Charges Entry / Admittance & Discharge / Discharge Utility / Billing / End Pay Source History Entry / Admittance & Discharge / Discharge Utility / Billing / End Unit Move Out Date Entry / Admittance & Discharge / Discharge Utility / Clinical: This access is for the Clinical section of the Discharge Utility. If you remove access from Clinical, the selection of the 3 clinical items is removed. Entry / Admittance & Discharge / Discharge Utility / Clinical / End Medications Entry / Admittance & Discharge / Discharge Utility / Clinical / End Resident on LOA Entry / Admittance & Discharge / Discharge Utility / Clinical / End Services Employee Access Management Revised 1/22/18 25
Entry / Advance Directives: This access is for Resident Medical Info tab Advance Directives/Advance Directive Notes section. Entry / Allergies: This access is for Resident Medical History tab Allergies section. Entry / Assessments: This access is for Resident Assessment tab, Assessment button on the home screen, and File Assessments. Entry / Assessments / Delete Unlocked Assessments: This access enables the Delete button on unlocked assessments. : Clinical and Clinical Staff. Entry / Assessments / Unlock Assessments: This access is for the Unlock button on locked assessments. : Clinical s. Entry / Care History: This access is for Resident Services tab Care History section. Entry / Care Plan: This access is for Resident Care Plan tab. Entry / Church / Temple: This access is for Resident Contacts tab Church / Temple section. Entry / Code Status: This access is for Resident Medical Info tab Code Status section. Entry / Contacts: This access is for Resident Contacts tab Contacts section. Entry / Custom Fields: This access is for Resident Other tab Custom Fields section. Entry / Demographics: This access is for Resident Main tab Demographics section. Entry / Demographics / Medicare Number: This access is for Resident Main tab Demographic section Medicare Number. If view access is given, the employee will be able to view the masked numbers by clicking in the field. If no access is given, this field will be removed from the screen. Entry / Demographics / Name: This access is for Resident Main tab Demographic section First and last name fields. Entry / Demographics / Social Security Number: This access is for Resident Main tab Demographic section Social Security Number. If view access is given, the employee will be able to view the masked numbers by clicking in the field. If no access is given, this field will be removed from the screen. Entry / Dental Plan: This access is for Resident Contacts tab Dental Plan section. Entry / Diagnoses / Medical History: This access is for Resident Medical History tab Diagnoses / Medical History section. Entry / Diet: This access is for Resident Medical Info tab Diet section. Entry / Durable Medical Equipment: This access is for Resident Medical Info tab Durable Medical Equipment section. Entry / esign Documents: This access is for Resident Services tab esign Documents tab and File esign. Entry / Evacuation Status: This access is for Resident Medical Info tab Evacuation Status section. Entry / Funeral Arrangements: This access is for Resident Contacts tab Funeral Arrangements section. Entry / Health Monitoring / Blood Sugar: This access is for Resident Health Monitoring Tab Results Tab Blood Sugar. Entry / Health Monitoring / Bowel Movement: This access is for Resident Health Monitoring Tab Vitals Tab Bowel Movement. Employee Access Management Revised 1/22/18 26
Entry / Health Monitoring / INR: This access is for Resident Health Monitoring Tab Results Tab INR. Entry / Health Monitoring / Intake/Output: This access is for Resident Health Monitoring Tab Vitals Tab Intake/Output. Entry / Health Monitoring / Meal Intake: This access is for Resident Health Monitoring Tab Vitals Tab Meal Intake. Entry / Health Monitoring / Pulse Oximetry: This access is for Resident Health Monitoring Tab Results Tab Pulse Oximetry. Entry / Health Monitoring / Vitals: This access is for Resident Health Monitoring Tab Vitals Tab Vitals and File Other Tables Resident Vitals. Entry / Health Monitoring / Weight/Height: This access is for Resident Health Monitoring Tab Vitals Tab Weight/Height. Entry / Health Plan: This access is for Resident Contacts tab Health Plan section. Entry / HIE Opt Out: This access is for Resident Other tab HIE Opt Out. Entry / Home Health Client Roster: This access is for Resident Other tab Home Health Client Roster section. Entry / Hospital / Ambulance / Transportation: This access is for Resident Contacts tab. Entry / Immunizations: This access is for Resident Medical History tab Immunizations section. Entry / Import Charge Setup: This access is for Resident Monthly Charges tab Import Charge Setup. Entry / Income Sources: This access is for Resident Other tab Income Sources section. Entry / Interests: This access is for Resident Contacts tab Interests section. Entry / Lease Information: This access is for Resident Monthly Charges tab. Entry / LOA: This access is for Resident LOA tab and File Resident on LOA. Entry / Medical Professionals: This access is for Resident Contacts tab Medical Professionals section. Entry / Medications: This access is for Resident Orders tab Medications section. There are additional levels of access for the Medication record. Entry / Medications / Can Change Resident Name: This option enables the Resident lookup when saving and duplicating Medications records. Entry / Medications / Delivery History: This option is for the Delivery History tab and File Med Delivery in the EMAR module. Entry / Medications / HL7 From Pharmacy: This option is for the HL7 from Pharmacy tab on the Medication record. : EMAR. Entry / Medications / Hold History: This option is for the Hold History tab on the Medication record. Entry / Medications / View Change History: This option is for the Change History tab on the medication record. Entry / Miscellaneous: This access is for Resident Other tab Miscellaneous section. Entry / Monthly Charges: This access is for Resident Monthly Charges tab Monthly Charges section. Entry / Note / Alert: This access is for Resident Medical Info tab Note/Alert section. Employee Access Management Revised 1/22/18 27
Entry / Orders: This access is for Resident Orders tab Orders section. Entry / Pay Source History: This access is for Resident Monthly Charges tab Pay Source History. Entry / Pharmacies: This access is for Resident Contacts tab Pharmacies section. Entry / Related Payors: This access is for Resident Monthly Charges tab Related Payors section and File Payors. Entry / Related Payors / Payor Communications: This access is for File Payor Communications and the Payor Communications section on Payor records. Entry / Resident Picture: This access is for Resident Other tab Resident Picture section. Entry / Security Deposits: This access is for Resident Monthly Charges tab Security Deposit section. Entry / Service Authorization: This access is for Resident Monthly Charges tab Service Authorization section. Entry / Service Plan: This access is for Resident Services tab Service Plan section and File Service Plan. Entry / Service Plan / May decrease minutes: This access is to allow staff to decrease minutes on the Resident s service plan. Entry / Service Plan / May increase minutes: This access is to allow staff to increase minutes on the Resident s service plan. Entry / Service Revenue: This access is for Resident Services tab Service Revenue section. Entry / TB Status: This access is for Resident Medical History tab TB Status section. Entry / Unit History: This access is for Resident Main tab Unit History section. Listing / Find Residents currently admitted, but NOT occupying a unit: Found in the Resident More button. Listing / Find Residents Not Currently admitted, but occupying a unit: Found in the Resident More button. Listing / Find Residents with double Admits: This utility is found in the Resident Listing More button. Listing / Find Residents with double Units: This utility is found in the Resident Listing More button. Listing / Merge Resident: This utility should be used with caution. There is not an option to un-merge. If Residents are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Clinical / EMAR s. Resident Incident/Accident: N Risk Management (Clinical, EMAR) Clinical and EMAR s, Staff responsible for entering / managing Resident Incidents/Accident records. Listing / Unlock Incident / Accident Report: This access is for the Unlock button on locked Resident Incident / Accident Reports. : Clinical / EMAR s. Resident Notes: N Clinical, EMAR Clinical and EMAR s, staff responsible for entering/managing resident notes. Employee Access Management Revised 1/22/18 28
Entry / Can Delete another Employee s Note: This access is for a user to be able to delete other Employee s notes. Entry / Can Delete WISDOM2ACT Note: This access is for a user to be able to delete other Employee s WISDOM2ACT notes. Entry / Can Modify another Employee s Note: This access is for a user to be able to modify other Employee s notes. Resident Trust Bank Statement: N Billing Billing Listing / Entry/Unpost: This access becomes available to the statement or any transactions that are on the statement once posted. The Unpost button will be grayed out for employees who do not have access. Sales Stage: This item is only editable in Global Groups. Y Marketing Marketing SBAR Communication Form: Situation/Background/Assessment (Appearance)/Request Communication Form. This form is to communicate Resident condition changes to the physician. N Clinical, EMAR Clinical and EMAR s Entry / Can Delete another Employee s SBAR form: This access is for a user to be able to delete other Employee s SBAR forms. Entry / Can Modify another Employee s SBAR form: This access is for a user to be able to modify other Employee s SBAR forms. Entry / Unlock SBAR Forms: This access is for the Unlock button on the SBAR forms. Schedule Status: This access is for File Other Tables Schedule Status and the Schedule Status button on the Service Confirmation screen. N Clinical Clinical Security Group: N Marketing, Clinical, Billing, EMAR Database Administrator, All s, Staff Service Archive: This access is for File Other Tables Service Archive. N Clinical Clinical Service Cancel Reason: Y Clinical Clinical Employee Access Management Revised 1/22/18 29
More Options Listing / Merge Service Cancel Reason: This utility should be used with caution. There is not an option to unmerge. Access to this utility should be limited to a database administrator or Clinical s. Service Confirm Group: This access is for File Other Tables Service Confirm Group. This table is used if you confirm services in bundles in Point of Care. N Clinical Database Administrator, Clinical Service Providers: Y Clinical Clinical Listing / Configure Units: Selection enables the Configure Units button on the Service Provider listing screen, is using Auto Assign Provider based on Resident Unit feature. Listing / Merge Service Providers: This utility should be used with caution. There is not an option to un-merge. If Service Providers are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Clinical s. Service Received: This access is for File Services Received. N Clinical, Billing Clinical and Billing Staff Entry / Do Not Bill & Reason: This access is for a user to mark Do Not Bill during service confirmation, if the Billing Review for Unscheduled Services and/or PRN Services feature is enabled. Services Scheduled: This access is for File Services Scheduled. N Clinical Clinical and Billing Staff Service Time Codes: Y Clinical Clinical Service Type: Y Clinical, Billing Clinical and Billing s Listing / Duplicate Service Types to Another Community Listing / Merge Service Type: This utility should be used with caution. There is not an option to un-merge. If Service Types are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Clinical s. SIG Code: Y EMAR EMAR Statement: This access if for File Statements. N Billing Billing, Billing Staff Employee Access Management Revised 1/22/18 30
Listing / Conflate Statements: This utility should only be used if you have the Community Billing Conflate all Payors onto one Resident Statement enabled. : Database Administrators or Billing Product Champion. Listing / Re-Sequence the Remit To-Payor-Res Series: This utility is used if there is a mismatch between the statement balance and the aging balance. : Database Administrators or Billing Product Champion. Listing / Recalculate Charges & Payments: This utility is used if there is a mismatch between the statement balance and the aging balance. It should be run after using Re-sequence Remit to-payor- Res Series. : Database Administrators or Billing. To Do: N Clinical, EMAR Clinical Staff Transaction Batch: N Billing Billing Transaction Type: Y Billing Billing Listing / Duplicate Transaction Types to Another Community Listing / Merge Transaction Type: This utility should be used with caution. There is not an option to un-merge. If Transaction Types are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Billing s. Transactions: N Billing Billing, Billing Staff Listing / Query for Service Transactions amounts matching Services: Billing Support Utility. : Database Administrators or Billing. Listing / Query for Transaction Date Not within Accounting Period: Billing Support Utility. : Database Administrators or Billing. Listing / X12 Export: Option to create X12 files from selected transactions. If your community uses X12 billing the recommended staff is your Billing or Billing Staff. Trust Bank Account: Y Resident Trust (Billing) Billing Trust Bank Transaction: N Resident Trust (Billing) Billing, Staff Responsible for Resident Trust Employee Access Management Revised 1/22/18 31
Trust Resident Transaction: N Resident Trust (Billing) Billing, Staff Responsible for Resident Trust Unit: Y Marketing, Clinical, EMAR, Billing Billing Unit Station: Y Marketing, Clinical, EMAR, Billing All s Unit Types: Y Marketing, Clinical, EMAR, Billing All s Listing / Merge Unit Types: This utility should be used with caution. There is not an option to un-merge. If Unit Types are merged in error, manual correction is required. Access to this utility should be limited to a database administrator or Marketing or Billing s. X12 Place of Service: Y Billing Billing X12 Procedure Code: Y Billing Billing X12 Transmission Batch Log: This access is for File Other Tables Transmission Batch Log. N Billing Billing Reports: Access to reports and screen report configuration is setup on this tab. Reports in italics are Market Minder only reports which can only be edited in Global Groups. Reports in blue font have screen report configuration options. If access to a report is given, the report will be on the report menu. 24 Hour Report, EMAR 3 Day Bowel Movement Report, EMAR Admission/Discharge Report Market Minder,, EMAR Aging Consolidation Report Employee Access Management Revised 1/22/18 32
Aging Report Annual Rent Payments AR Goal Report Assessment Summary Report Assessments Due Blank Assessment Blank Med Note Sheet, EMAR Blank Medication Sheet, EMAR Care Giver Charting Form Care Plan Cash Receipts Journal Census Report by Head Count Market Minder,, EMAR Screen Report Configuration Options Select esign in the More column to grant employee access/security group access to send the document for electronic signature. Screen Report Configuration Options Screen Report Configuration Options Employee Access Management Revised 1/22/18 33
Census Report by Unit Type & Pay Source Market Minder, Census Report by Units Occupied Market Minder,, EMAR Screen Report Configuration Options Communications Completed: This item is only editable in Global Groups. Market Minder Communications Scheduled: This item is only editable in Global Groups. Market Minder Communications Summary: This item is only editable in Global Groups. Market Minder Community Enrollment Demographic Community Marketing Activity Summary: This item is only editable in Global Groups. Market Minder Completed Resident Assessment Employee Performance Report: This item is only editable in Global Groups. Market Minder Screen Report Configuration Options Expected Outcomes Review Due Face Sheet, EMAR Home Health Client Roster: This report must be activated by Eldermark Support. Employee Access Management Revised 1/22/18 34
Hospital/Leave Report, EMAR Identifying Data (DSS-4449B), EMAR Incident/Accident Initial Report Risk Management (, EMAR) Incident/Accident Initial Report & Investigation Risk Management (, EMAR) Incident/Accident Report Template Risk Management (, EMAR) Screen Report Configuration Options Inquiry Last Communication: This item is only editable in Global Groups. Market Minder Interest Listing Kardex, EMAR Lead Communication Card: This item is only editable in Global Groups. Market Minder Lease Contract Report Level of Care Report Marketing Census Rollup Market Minder, Screen Report Configuration Options Screen Report Configuration Options Employee Access Management Revised 1/22/18 35
Marketing Rollout Report: This item is only editable in Global Groups. Market Minder Marketing Summary Report: This item is only editable in Global Groups. Market Minder Screen Report Configuration Options Meal Consumption Tracking Report, EMAR Med History Changes Report EMAR Medication Incident Report Template Risk Management (, EMAR) Medication Incident Initial Report Risk Management (, EMAR) Medication Incident Initial Report & Investigation Risk Management (, EMAR) Medication Last Dose Given Report EMAR Medication List, EMAR Medication Record Count, EMAR Medication Sheet, EMAR Miscellaneous Cash Receipt Report Employee Access Management Revised 1/22/18 36
MN Current Client Roster (Basic) MN Current Client Roster (Comp.) MN Discharged/Deceased Client Roster Monthly Revenue Report Move In/Move Out Report Market Minder, NIC Property Inventory Report NIC Rent Roll Report NSF Check Report OR Resident Indicator Profile Package Performance Report Personal Data Sheet (DSS-2949), EMAR Personal Data Sheet (C) (DSS-2949), EMAR Screen Report Configuration Options Screen Report Configuration Options Employee Access Management Revised 1/22/18 37
Physician Order Sheet, EMAR Progress Notes, EMAR Prospect Communications Card: This item is only editable in Global Groups. Market Minder Prospect Last Communication: This item is only editable in Global Groups. Market Minder Receivable by GL Account Receivables Check OFF Receivables Summary Recommended Monthly Charge Screen Report Configuration Options Referral Source Performance: This item is only editable in Global Groups. Market Minder Rent Roll (Charge Details) Rent Roll (Charge Summary) Resident Days Count Screen Report Configuration Options Employee Access Management Revised 1/22/18 38
Resident List, EMAR Resident Service Usage Resident Service Variance Report Resident Transaction by GL Account Resident Transaction History Sales Report: This item is only editable in Global Groups. Market Minder Scheduled Minutes Variance Report Security Deposit Activity Security Deposit Balances Screen Report Configuration Options Service Agreement Select esign in the More column to grant employee access/security group access to send the document for electronic signature. Service Agreement - Tealwood Service Charges by Account This is a custom coded report, must be activated by Eldermark Support, and then enabled on the community record. Employee Access Management Revised 1/22/18 39
Service Charges by Resident Service Checkoff List Service Delivery Record Service Detail Service Plan Service Plan - Tealwood Service Plans Points Analysis Service Plans by Provider Service Summary by Provider Service Summary by Resident Services Scheduled vs Unscheduled Shift Medication Validation Report EMAR This is a custom coded report, must be activated by Eldermark Support, and then enabled on the community record. Employee Access Management Revised 1/22/18 40
Shower & Laundry Report Staff Time Spent with Residents Status Overview TO DO list Transactions by DB&CR Account Unapplied Cash Unit Rent Report Unit Status Report Market Minder,, EMAR Unscheduled Services Report WA Resident Characteristic Roster Waiting List: This item is only editable in Global Groups. Market Minder Screen Report Configuration Options Screen Report Configuration Options Screen Report Configuration Options Weekly Occupancy Report: This item is only editable in Global Groups. Market Minder Screen Report Configuration Options Weight Report, EMAR Employee Access Management Revised 1/22/18 41
Zip Code Report: This item is only editable in Global Groups. Market Minder Web: Access to Dashboards is setup on this tab. Refer to the Dashboard Employee Access manuals for more info. Processes/Features Tab: Eldermark Exchange Market Minder,, EMAR Eldermark Exchange Audit Report Market Minder,, EMAR Eldermark Exchange Direct Manager Market Minder,, EMAR Eldermark Exchange Super Manager Market Minder,, EMAR Cloud Storage, EMAR Cloud Storage Category Manager, EMAR Mail Merge & Labels Market Minder,, EMAR Service Schedule Service Schedule/Can Be Assigned to Service Schedule Service Schedule/Confirm Date Range Employee Access Management Revised 1/22/18 42
Service Schedule/Discard Mobile Session Service Schedule/Unconfirm Schedule Web Dashboards Market Minder,, EMAR Risk Management/Enter Incident Accidents Only Risk Management (, EMAR) When this is enabled, the employee will be excluded from all areas except entering an Incident/Accident. Staff who can enter Resident Incident/Accidents Only Risk Management/Enter Medication Incidents Only Risk Management (, EMAR) When this is enabled, the employee will be excluded from all areas except entering a Medication Incident. Staff who can enter Resident Incident/Accidents Only Billing Billing/Close Period Billing/Open Previous Period Billing/Remove NSF Billing/Unpost Batches Billing/Unpost Statement Batch Employee Access Management Revised 1/22/18 43
EMAR/Medication Pass EMAR EMAR/Medication Pass: Change Administration Time EMAR Medication Dashboard/Potential Duplicates EMAR Medication Dashboard/PRNs Given EMAR Medication Dashboard/Meds Held EMAR Medication Dashboard/Prescription Refills EMAR Medication Dashboard/Prescription Refills/Send Refill EMAR Medication Dashboard/Meds Not Given as Scheduled EMAR Pending Review EMAR Point Of Care/Assessments Point Of Care/EMAR EMAR Point Of Care/Services Prospect Review: This item is only editable in Global Groups. Market Minder Employee Access Management Revised 1/22/18 44
Entry/Show Change History Market Minder,, EMAR Entry/Save a Copy to Recycling Bin Market Minder,, EMAR Entry/Record Viewer Market Minder,, EMAR Utilities/Backup Market Minder,, EMAR Single User Installations only Utilities/Data Integrity Utilities/Billing Integrity Check Database Administrator Utilities/Data Integrity Utilities/Check for Payor Activity that has crossed communities Database Administrator Utilities/Data Integrity Utilities/Check Payors for Payor Balance Transfer Fixes Database Administrator Utilities/Data Integrity Utilities/Verify Payment/Credit Applications Database Administrator Utilities/Data Integrity Utilities/Verify Statement Integrity Database Administrator Employee: In the multi-community setting, employees with Administrate Employees for all Communities enabled will see all employees. Employees that do not have Administrate Employees for All Communities enabled will only see users that are assigned to the same community. To access, click File Setup Employee. The System Setup Employee listing screen will be displayed. Employee Access Management Revised 1/22/18 45
The employee currently logged in will be shown in blue. If you have a long list of employees, type a portion of the employee s first or last name in the Find field. Do not press the enter key on your keyboard, just let the system perform the search. Inactive Employees will be shown in red. Select Hide Inactive to shorten the employee list. Note: Employees with modify access rights to the Employee table in can add new users. Click New to add or double click on the employee to edit. The New Employee screen will open. The New Employee screen has multiple sections. Employee Access, System Access tab, and Human Resources tab. Employee Setup Section: For clients on the Eldermark hosted server not using work station logins and using Auto Login by Login Name, the Login name should match the login name for the remote desktop account. It should be in the format first initial last name. Example: Cassie Weber s login name would be cweber. If the login name cweber is already used in remote desktop, we will use the first two letters of the employee s first name and last name. Example: caweber If this occurs you will be notified to update the Login Name on the employee record in. Note: Duplicate Login names in are prohibited. There is a check of active and inactive employees for this. You cannot delete employees. Employee IDs and/or initials are attached to records in the database. When an employee no longer works at community, make them inactive. Check the Inactive box to remove their access to the program. Employee Access Management Revised 1/22/18 46
The ID field defaults for you. ID, First Name, Last Name, Initials, Title, Login Name, Mobile Device Login Name, and Password are required to save the employee record. Initials: The employee initials will print on the Medication Sheet when EMAR is used or the Services Checkoff List when services are confirmed on a mobile device. There is a check for unique initials. If you have multiple employees who have the same initials, include the middle initial or add a number to the initials to make the initials unique. Once the employee record is saved, the initials cannot be edited. Note: In the event of employee name and initial changes, it is recommended that you inactivate the current employee record and add the employee as a new record. Title: Enter the employee s title. There is a limit of 10 characters in this field. Can Login: Mark this for employees that will need to access any portion of the program. This is the default setting when adding a new employee. If this is not marked, the employee name will not be in the listing of employees when you first login to the database. Note: All employees entered in the system may not need to login to the database. This is not needed if the employee will only be using mobile options for Point of Care: Services, Assessments or Medication Passing. This is not needed if the employee is being added to track HR information or to have their name available to select in Risk Management. Note: Hosted clients if the employee does not need to Login and enter data, they will not need a remote desktop account. Allow Access via ODBC: ODBC is a way that other programs can connect to to read data contained within. ODBC is only enabled when using Client/Server. Example of use: Creating custom reports in Crystal Reports. Inactive: Select to make an employee inactive. Login Name: Enter the employee login name. If you have a Remote Desktop account, it is recommended to have this login name match the RDP login name. Once the employee record is saved, the Login Name cannot be edited. Mobile Device Login Name: The Mobile Device Login name defaults to the Login Name. If desired, this can be edited. Shorter login names or numbers may be easier to enter on the mobile device. Once the employee record is saved, the Mobile Device Login Name cannot be edited. This will be filled in for you and will match the Login Name. The Login Name is used for Mobile and Point of Care. Password: Enter the employee password. If your community has enabled the option Must Change Password on First Login, it is recommended to make this password generic so it is easy to remember. The employee will change their password upon first login. Once the employee record is saved, you will not be able to view the password entered. Require New Password on Next Login: When selected, the employee will be required to change password at next login. Note: If an employee forgets their password, the staff member who is responsible for managing employee records should access the employee record. Enter a new password, and select this option. Provide the employee with the password entered. The employee will change their password upon login. Example of the Employee Setup after the record is saved. Employee Access Management Revised 1/22/18 47
System Access Tab: The System Access tab contains System Access by Community, Global Groups(s), and Marketing Access. Global Groups: Select the Global Group or Groups to assign. Marketing Access: The default setting for a new employee is None. The level of Marketing Access selected determines the employee access to records entered by other employees assigned to the same communities. The level will also determine which employees are available for selection on reports with a criteria option to select an employee or employees. (Inquiry Last Communication, Scheduled Communications, Communications Completed, Communications Summary, Prospect Last Communication, and Employee Performance Report) Administrator: Select Administrator for employees who should be able to view and print Inquiries, Prospects, and Referral Source Communications entered by other employees. An Administrator will be able to see other Administrators, Managers and Employees. Manager: Select Manager for employees who should be able to see marketing staff who are Managers and Employees. Employee: Select Employee if this employee should only see their own records. None: When selected, this employees name will be excluded from the list of employees for selection in report criteria. Marketing Alerts: Designated employees will receive a notification of the reassignment of an inquiry or Prospect. Community Reassignment: Select for employees who should receive the notification of Community Reassignment. System Access by Community: Employee Access Management Revised 1/22/18 48
The Community or Communities the employee is assigned to will be listed. There is a column for each of the Main Modules and Discipline. The Main Modules selected for the employee will determine the tabs available once they are logged into Plus. Note: All employees must be assigned to at least one community. Click Add to assign community access to each employee. A choice list window will open to select a community. Highlight the community name to select and click OK or double click on the community name to select. If you are assigning multiple communities to an employee, the communities will drop off of the list as they are assigned. The New Employee Communities screen will open. Employee Access Management Revised 1/22/18 49
Employee Security can be set by Global Groups, Community Security Groups, or any combination of these options. If there is a conflict of security levels in the selected Global or Community Security Groups, the highest level of access will be granted. Global Groups and Community Security Groups are not required. Access can be set up for each employee individually. The access granted by a group cannot be removed from the employee record. Employees can be granted more access on their Employee Community Access screen. The Data, Reports, Web, and Processes/Features setup is the same on the employee record as Security Groups. Security Group(s): The Security Groups assigned to the selected community will be listed once the Community is selected. Select the appropriate group or groups for this employee. Employee Access Management Revised 1/22/18 50
More: The Clear, Copy, and Paste in the Employee Community Access are specific to the items selected for this employee. This does not include Security Group Access. Discipline: To assign the discipline, click on the drop down at the end of the discipline field and click on the appropriate discipline to select. Note: The disciplines shown in this example may not match the ones in your list of disciplines. Modules: The module selection is for the general access to the three (3) main modules in Plus. Enabling access will make the tab available for the employee. Market Minder: Select this for employees who will need to access Market Minder. : Select this for employees who will need to access. Employee Access Management Revised 1/22/18 51
EMAR: Select this for employees who will need to access EMAR. Note: Employees who can login must be assigned to at least one module. If you click save without selecting a module, the following warning will be displayed. No, Save with no modules: Select this option if the employee will not be logging into the main database. Yes, Select some Modules: Select this if the employee will be logging into the main database. Then select at least one module. Human Resources Tab: You can record the employee Address, Email, Hire Date, Termination Date, TB Skin Test Date and Result, Hepatitis B Injection Dates, Certification/License Number, and Criminal Background Check completed. Note: Email addresses must be entered here to send Risk Management and Wisdom 2 Act email notifications to selected employees. When completed, click Save in the bottom right corner to save the employee record. Click Add Another to save this record and open a blank Employee Setup page. Washington END tab: This tab is only available on Employee s assigned to a Washington State community. This tab can be viewed and/or modified by employees that have View and/or Modify access to the Washington END tab within the Employee table employee access. Refer to the Dashboard Employee Access manuals for more info. Employee Access Management Revised 1/22/18 52
Unlocking an Employee Record: If the company has enabled the feature in Company setup for Maximum unsuccessful login attempts before lockdown, users can follow this information to unlock the employee record. If the company uses the Maximum login attempts feature, update employee access as needed for Employee Passwords and Login and Unlock Failed Login Attempts. For staff that have access to Unlock Failed Login Attempts and when the employee fails to enter the correct password in excess of the maximum number of attempts set up, the user unlocking the employee record will go to File Setup Employee. Double click on the employee that is locked. The Unlock button is displayed in the upper right corner. Click Unlock to unlock the employee record, change the password to the Reset Password entered, and mark Require New Password on Next Login. Provide the employee with the Reset Password to login. Employee Access Management Revised 1/22/18 53