Novari ATC FAQ Part 1

How do I deactivate a user?

Users are not removed; they are made inactive.

To deactivate a user:

• From Manage Users, click a user code to edit the user.

• In Edit a User, change Active User to N.

• Click Update.

When the deactivated user attempts to log in, the user is presented with the Inactive User message.

The deactivated user’s login attempt is recorded as unsuccessful in the Usage Report in the Reports module.

How do I know if Novari ATC sent an interface message?

If you are the Novari ATC™ administrator, you can follow the steps below to determine if Novari ATC sent an interface message.

• Navigate to the Administrator module from the main page of the application

• Click Search/Resubmit an Already Sent Message (or Search/Resubmit an HL7 Message, depending on the version of the application at your installation)

• Select the interface you wish to see messages for

• Select the care venue for the patient

• Enter the patient identifier (List Code/Novari ID or internal hospital number)

• Specify dates if desired and click search

This will allow you to determine when and if a message was sent to an interface. If you see that a message has been sent to an interface but are still encountering issues, please contact your hospital's interface specialists.

How do I add a procedure?

If you are the Novari ATC ™ administrator, follow these steps to add a procedure.  

• Navigate to the "Administrator" module from the main page of the application 

• Click on "Application Settings"

• Click on "Metadata Management Tool" 

• Click on "Procedure"

• Click on "Add Px" 

• Fill in the form for the new procedure

• For clients with an external scheduling or case record system (PICIS, Meditech, etc), enter the procedure mnemonic for the appropriate scheduling or case record system in the Procedure Mapping section

• Click "Submit" at the bottom of the page

  Note: Procedure mnemonic mappings values must be unique

For additional information on Procedure Management, Please refer to Novari-ATC-Administrator-User-Guide-.pdf

How do I make a group read-only?

You can either make a group read-only when you are creating it or change an existing group to make it read-only.

Creating a read-only group

When creating a new provider or pool group, change the Select the Privilege Level to Read Only Access.

Change an existing group to make it read-only

• Navigate to the Security module.

• Select Manage Groups.

• In Manage Groups, when you select a group, you see the list of providers with their privileges.

  

• Find the group you wish to modify and select the Modify action.

• Select a module from the in Providers with permissions in dropdown.

• To change the privilege for all providers in that module, change the Privilege in the header row.

• To change the privilege for one or more providers in that module, change the Privilege for the selected providers.

  

It is recommended that you create a read-only group instead of assigning read-only privilege to one or more users within a group. This makes user and group administration simpler.

When modifying a group to Read-Only Access, please be advised that further changes, including those in which you are involved, will not be permitted.

For more information on managing users and groups, please refer to Novari-ATC-Administrator-User-Guide-.pdf

Why can't I add or remove a provider?

If you have administrative privileges for Novari ATC and wish to manage your currently active providers:

• Navigate to the Administrator module of the application.

• Select "Application Settings".

• Select the "Metadata Management Tool".

• Select "Provider" from the list of available metadata options.

From this page, you can manage any provider by selecting their name from the list of currently listed providers.

Removing Providers

When deactivating a provider from the application, it is essential that their wait list does not contain any active entries. If a provider has active entries, the value of the Provider Active Status field cannot be modified. In the event that the provider’s wait list is empty and you are still unable to deactivate the provider record, please verify that their Repeat/Follow-Up (RFU) list has also been cleared of wait list entries.

Adding Providers

The ability to add a new provider depends on your license limit. if you are at the limit of your licenses for providers, you cannot add a new provider.

The number of active providers and remaining licenses are displayed on the Novari ATC Administrator page and at the top of metadata management tool: edit provider

When adding a new provider, ensure a Novari ATC license is available. If unable to add due to "all Provider licenses filled," take one of the following actions:

• Inactivate an existing active provider to free up a license.

• Contact Novari ATC Support to purchase a new provider license.

DO NOT edit an existing provider to be a different provider.

If you receive a warning that the provider you are attempting to add already exists, but you are unable to locate them, please contact your Novari ATC Support coordinator.

If you have a license, click on Add provider, fill in the form for the new provider and click Submit.

For Ontario Clients, if the provider is reporting to provincial wait times, select up to 3 WTIS Services by checking the checkboxes on the right-handed side of the page and enter the provider's CPSO ID under "Provider Mappings" for the WTIS interface.

Note: The provider record must be created prior to the entry of wait times information.

For clients utilizing integration with external scheduling or case record system (Picis, Meditech, etc) please add the provider mnemonic (in the mappings section at the bottom of the page) as indicated in those external systems.

Note: Provider mnemonic mapping values need to be unique

For more information on Provider Management, please refer to Novari-ATC-Administrator-User-Guide-.pdf

How do I create a user?

Users are individuals with access to Novari ATC. Their permissions are determined by their membership in one or more groups. Once a user is created, they must be assigned to at least one group to use the Novari ATC application.

• Navigate to the "Security" module from the Novari ATC main page.

• To add a user, open the Security – Manage Users page. You can either select Manage Users from the Users menu in the Security module toolbar or from the Security – Dashboard.

• On the Security – Manage Users page, select Add User.

• Fill in the form for the new user. For regular users (Provider's Office, Care Venue, PSS, etc.) indicate a Health Center.  For administrator users, check the “Admin?” checkbox next to the health center. For super administrators (can only be added by another super administrator) change the "Super Administrator" drop down to "Y".

• In Manage Groups for User, select the groups the user should belong to. A user must belong to at least one group to use Novari ATC. If you don’t see any groups listed, select one or more Health Centers.

• Scroll down to the bottom of the page and click "Submit".

If you receive an error or a notification that the user already exists but are unable to locate them in the application, contact your Novari ATC administrator.

To learn more about managing users, please refer to Novari-ATC-Administrator-User-Guide-.pdf

How do I Add a User to a Group?

If you are the Novari Administrator, please follow the steps below to add a user to a group:

• Navigate to the "Security" module from the main page of the application.

• Click on "User and Group Management".

• Click "Add User to a Group".

• Use the drop down to select the user.

• Check the box (or boxes if adding to multiple groups) next to the groups you wish to add the user to.

• Scroll down to the bottom of the page and click "Submit".

Note: The user must sign out and then sign back in for any changes to groups or permissions to take effect.

To learn more about managing users, please refer to Novari-ATC-Administrator-User-Guide-.pdf

Why is the Case still open after the ORU/MDM message was sent?

If the ORU/MDM message was sent but the case is still open, please confirm the following:

1. Confirm that a message was sent from your system to Novari.

2. Confirm that the message sent contains the following elements.

• If completing a case, the message sent has:

  • Case complete flag as 'Y"

  • Surgery date

  • Schedule type

  • Mapping List Code, a.k.a. Novari ID

  • Start time (in military time, e.g. 0800)

  • End time (same format)

• For emergency case completions:

  • Case complete flag as 'Y"

  • Site mapping

  • Surgery date

  • Schedule type (specifically must be one of ‘URG’, ‘URGENT’, ‘EMERG’, etc.)

  • Start time (in military time, e.g. 0800)

  • End time (same format)

• For case removals:

  • Case complete flag as 'Y"

  • Site mapping

  • Surgery date

  • Schedule type

  • Mapping List Code, a.k.a. Novari ID

  • Cancel reason code (must be a matching mapping)

How do I search the Novari ID/list code as an Admin?

To search for the Novari ID/list code of a case:

• Navigate to the “Administrator” module.

• From “Interface Message Management” under “Administration Options, select   “Search/Resubmit an Already Sent Message”.
  

  

• In Search Messages, enter as much information as possible to reduce the number of results returned (we suggest entering the patient’s MRN).

• Click Search.

• Based on the search criteria entered; the result will display the messages associated with the patient/case along with the Novari ID/list code.

• You will need Novari ID/list code when escalating an issue to Novari Application Support Team for troubleshooting.

Please do not send the screenshot of the search results page as it contains patient's PHI.

How to update Contact in Novari Health Contact list?

The Novari Health Contact Form can be used to add, update or remove a contact from our Novari Health Contact list. This form is to ensure that Novari Health has accurate information of the Support Coordinators  for your organization. It is Crucial to keep this list up to date.

This form is also used for any individual within your organization who wishes to receive our bi-weekly Release Notes and/or Downtime Notification emails.

If the user is not a Support Coordinator please select the Novari Role 'Not a Support Coordinator for my organization'.

Support Coordinator is a person that is selected by your organization that will provide Tier 1 application support to end users.

Note: Novari Application Support (Tier 2) only deals with Support Coordinators (Tier1) and not End-Users.

Please contact [email protected] for a current list of your support coordinators.