Novari Identity Management™

Novari Identity Management  allows you to manage your own profile and to manage your Novari eRequest users and locations.

It’s a new version that provides the same functionality as Novari Identity Management V1 but with a new look and feel. Its responsive design means it can be used on different devices; however, it is not recommended for mobile devices.

Making edits has changed. For editable areas, such as Designations shown below, selecting the right chevron opens a side panel where you make the changes. The side panel disappears when you have finished making your edits or have cancelled the action.

Initially, to access Novari Identity Management V2, select the link from the Novari Platform™ banner.

To sign out of Novari Identity Management, select Sign Out from your user menu.

Use the App Launcher to navigate to your apps, for example, Novari eRequest®, or the previous version of Novari Identity Management V1™.

The selected app opens in a new browser tab. Return to Novari Identity Management by selecting its browser tab.

If you have permission to manage people and locations, those items are displayed in the navigation pane; otherwise, it only displays User profile.

The navigation pane can be collapsed or expanded by selecting the chevron. Your preference is retained for the next time you sign in.

All users can manage their user profile. If you have permission to manage people, you can manage their user profiles as well.

The user profile is divided into sections: Person details, Account, Locations, ATC User Settings. Depending on your permissions and the Novari applications at your workplace, you may see all the sections or just the first two.

Non-administrative users see only their Person details or Person details and Account. (Not all persons have accounts.)

There are two ways of navigating around User profile: select an item to jump to the section or use the scrollbar at the right of the browser window.

• Change the person’s first or last name

  • Both names are mandatory

• Change the person’s designations.

  • Select all that apply

• Enable or lock a person’s account

  • Locking a person’s account stops the person from signing in to their Novari applications

• See when a user last signed in

• Edit a user’s associated clients

• Manage an eRequest user’s roles

• Change your password or assign a temporary password to a user

  • If a user is unable to sign in due to a forgotten password, that password can be reset. In Change password, enter a temporary password. You must provide the user with the temporary password. The user will be prompted to create a new password on their next sign-in.

• Enable or disable if partner sign-in is required

• Identify if the user is a health information custodian

• Add a location to a person

• Remove a location from a person

• View a person’s locations

• Navigate to a location to view or edit its settings

• Enable side-by-side viewing

• Enable inbox auto-return

• Upload fax templates

• Manage the dashboards a user has access to (eRequest admins only)

• Manage the inboxes the user has access to (eRequest admins only)

The People list displays the identities of people within Novari Identity Management. This list includes all Novari users regardless of the application they are using.

Search for a user by first name, last name, or username.

The list is sorted by last name, first name in A-Z order. You can toggle the sort order by clicking on the column heading.

You can sort by Username by clicking on its column heading.

You can filter the list of People by Designation. Select one or more designations.

You can filter the list to see Inactive people. By default, the list of people is filtered to display the active ones.

Clear the filters you added by selecting the X in the filter bar.

To add a person,

• Navigate to People

• Select Add person in the People list.

• In Add new person, enter the person’s first name and last name.

• Optionally, select Create account. You can create an account now or later. Accounts are required for signing in to Novari Health applications and for assigning roles to a person.

• Select Add Person.

If you chose to create the account, the panel expands and displays the necessary fields.

• Enter the person’s email address. This is the person’s username when signing in to Novari.

IMPORTANT – Ensure the email address entered is correct. You will not be able to edit this once you save this information.

IMPORTANT – There is only one email address/username per account. Multiple persons cannot be created using the same email address.

• If your organization has implemented partner sign-in, select this check box. When enabled, a user must sign in with their workplace credentials by selecting their organization on the sign-in page.

• If your organization has not implemented partner sign-in, enter a temporary password. You must provide this password on to the user; Novari Identity Management doesn’t.

  • Passwords must be at least 8 characters long and contain at least an upper-case character, a lower case character, a number, and a special character like @, ! or $.

  • All users will be prompted upon initial sign-in to change their password using the same criteria.

• Optionally, select the client(s) this user is associated with.

• Optionally, select the user’s role or roles. Only users with accounts can have roles.

  • There are many different roles available depending on the Novari Health applications your organization has implemented. Roles are described in detail below.

• Select if the user is a Health Information Custodian (HIC)

  • A Health Information Custodian has custody or control of personal health information, typically a physician (not their agents or employees)

  • When enabled, a user will be prompted to accept additional terms and conditions on first sign-in.

• Select Add Person

When a user has left the organization or is no longer a Novari user, you can deactivate the user’s account. The deactivated user is no longer searchable in any Novari Health product. Once deactivated, you can subsequently activate the account.

If a user has an account, you can lock the account to stop the user from signing in. Once locked, you can subsequently unlock the account. Generally, when an account is locked it remains locked; however, if a user goes on an extended leave of absence, for example a maternity leave, you would active their account upon their return.

At a minimum, any user who will be creating and managing accounts in Novari Identity Management needs the IdentityAccountManager role. This role allows the user to add, edit and deactivate a user, and lock a user’s account.

Note: This role does not allow the user to manage eRequest users or locations. To do that, you need the eRequestAdministrator role (see below).

Novari eRequest uses a combination of roles and permissions to control what users can do (roles) and see (location permissions).

Roles are assigned to users; permissions are assigned through the locations the person is associated with.

For example, Dr Grey is a primary care provider. She is set up as an eRequest requester and her office is set up as a location. Dr Grey has been given the role to submit referrals. She is associated with her office location and has permission through that location to the types of referrals she can submit. (These are known as request types.)

Similarly, locations are assigned service types and requisition types. These define the types of referrals that they can receive. When Dr Grey is associated with a location, she can send referrals to that location but only the types of referrals the location can receive.

Dr Grey may work at different locations with different permissions at each one. For example, at location A, Dr Grey can submit medical imaging referrals. When working at location B, Dr Grey can submit MSK referrals.

This configuration of roles and locations allows a high degree of control over what your eRequest users can do.

Novari eRequest uses a combination of users (persons with accounts and roles) and non-users (persons with no accounts and no roles). A non-user could be, for example, a family doctor who sends referrals to Central Intake by fax. The family doctor is not using Novari eRequest to submit and manage referrals, but the family doctor needs to be added to Novari Identity Management so Central Intake can find the family doctor when processing the referral.

• All eRequest users are a Person with an account and the eRequestUser role.

• All eRequest non-users are a Person with no account and no roles.

• An eRequest user can have more than one role, for example, a Central Intake user would have eRequestUser, FaxReceiver, Router. A Tech or RAD protocol user would have eRequestUser and Protocoller. A requester would have eRequestUser and Requester.

Auditor – Read-only access to all requisitions tied to their locations.

eRequestAdministrator – Manage people/users, locations, and advanced app settings. Depending on your organization’s Novari eRequest implementation, users with this role may have access to more manual transition buttons in a pathway.

eRequestUser – Access Novari eRequest and manage some user settings.

ExternalReceiver – Access specific receive-only pathways.

FaxReceiver – Access inboxes they are tied to and process external requests within them.

Receiver – Access requisitions that were routed to a location they are tied to.

Requester – Create electronic requisitions directly (without using inbox).

Router – Accept, triage, and route requisitions.

Protocoller – Access requisitions and perform pathway specific actions.  

ServiceCoordinator – Complete appropriateness/eligibility (pathway specific).

If the person is an eRequest user, then the eRequest User Settings are visible.

You and the eRequest user can set the Side-by-side requestion view setting (displays attachments next to the form in the "eRequest" tab), the Inbox auto-return setting (redirects back to the inbox after creating a requisition) and Fax templates.

Only you, as the administrator, can specify the Dashboard and Inboxes the user can see.

Fax templates can be used when sending faxes from eRequest (e.g., when rejecting an incoming referral or requesting more information once the requisition has already been created). Fax templates are not shared between users.

Fax templates are created using Microsoft Word and then attached to faxes sent from within Novari eRequest. Fax templates can contain fields that are automatically filled with patient and referral information.

To add a fax template, either drag and drop it or browse to find it.

Once added, you can download the document, edit it to add Autofill Keys or delete it.

The Autofill Keys, listed along the left side when in edit mode, can be added to the template to display patient and referral data. The data are added when the fax is being sent from a referral.

To embed these keys into your template, select the key code using your mouse and copy and paste it into the fax template where you want the information to appear. Alternatively, you can type the code into the template.

Fax template example

With the patient’s referral open, select the secondary menu and select Send Fax.

The standard fax form appears. Fill in all the mandatory information and select the template from the drop-down menu.

The list of templates that have been added to the user’s profile will appear. Select the one you wish to use. The template opens in edit mode and if any Autofill Keys were added, those will show with the prepopulated information. At this point the user can edit the template further if needed otherwise can send the fax.

All eRequest users must be associated with a location. You can associate a person with an existing location or create a new location from the user’s profile.

In the Locations area of the user’s profile, select Add location.

In Add Location to Person, search for an existing location or create a new one.

Select Add Location to Person.

After you have associated a person with a location, expand the location to set the user’s permissions for this location. Any changes made to the location are specific to this user.

One location must be the eRequest user’s primary location. The first one you add is denoted as such. When you add additional locations, you can make another one the primary location.

Optionally, enter a telephone number and fax number for this person at this location.

If the user will be submitting requisitions from this location, select Requesting types. The requesting types that are available have been configured during the Novari eRequest implementation phase.

Depending on how your organization’s Novari eRequest pathways were configured, requisitions may be sent by requisition type or service type. An example of service types could be the various modalities in the Novari medical imaging solution Novari MIRM. An example of a requisition type could be surgery.

If the person at this location receives requisitions, select which types of requisitions if applicable. Specifying this for a person allows a sender to send a requisition directly to the person. The receiving types that are available have been configured during the Novari eRequest implementation phase.

If the person at this location receives requisitions, select which types of services if applicable. Specifying this for a person allows a sender to send a requisition directly to the person. The service types that are available have been configured during the Novari eRequest implementation phase.

Enable Requisition access to allow this person to view and manage any requisitions that are currently waiting at this location. (Note: the referral states will also determine what you can see based upon your user role(s).)

Locations are used to define the steps and permissions required for a referral pathway. They are not necessarily a single physical location; they can also be defined as the program/service provider that is responsible for a step in the workflow. As described above, a location could be the office of a family physician who sends in referrals by fax. A location could be the office of a specialist who receives referrals. A location could be a diabetes service within a community health clinic.

Select Locations in the navigation pane to see a list of all locations.

You can search for a location by name or street address.

You can filter the list of locations by Type. Select one or more location types from the list of types.

You can filter the list to see only Active or Inactive locations. By default, the list of locations is filtered to display the active ones.

Clear the filters you added by selecting the X in the filter bar.

You can sort the list of location by selecting the Name column heading. By default, the list is sorted in A-Z alphabetical order. Select the Name column heading to change the sort order to Z-A. Select the Name column heading to revert to A-Z sort order.

There are three steps to adding a location:

1. Add the location.

2. Select the service type(s) and receiving type(s).

3. Add people to the location.

To add a location, select Add location:

• Enter the location name.

• Select the type of location.

• Select a province.

  • This is a predefined list of Canadian provinces and territories, American states, Australian states and territories, and New Zealand’s regions.

• Select a time zone.

• Select Add Location.

In the Settings section, specify the service types or receiving types.

• This location's service types indicate which requisitions can be routed to it. This setting is only relevant when routing by service type (not requisition type).

  • Select as many service types as required for the location.

• This location's receiving types indicate which requisitions can be routed to it. This setting is only relevant when routing by requisition type (not service type).

  • Select as many receiving types as required for the location.

Send to ATC

• For pathways with integration setup between Novari eRequest and Novari ATC (surgical pathways) the Send to ATC needs to be turned on for the receiving location(s). This allows the "Send to ATC" button to appear on requisitions that have been setup with this integration. The requisition can be sent to Novari ATC Surgeons Unlisted Case Inbox for adding to the surgical waitlist in Novari ATC.

• If there is a list of Novari ATC clients, these clients were set up during your organization’s implementation phase depending on the organization's needs.

• If no Novari ATC clients are listed or the desired Novari ATC is not listed, use Default.

• Select Update Novari ATC Integration.

To edit an existing location, select its name in the Locations list.

You can deactivate a location; however, you need to be careful because deactivating a location could negatively affect the pathway.

To deactivate a location, select Deactivate and then confirm the deactivation in the Deactivate Location dialog. If you accidentally deactivated a location, you can activate it again.