Identity Management Module

Managing your site’s users and groups has been moved from the Security module to the Identity Management module. It provides the same functionality in a new look and has streamlined some common actions.

Accessing Novari Identity Management

• On the Novari ATC splash screen, select the Identity Management module

• Novari Identity Management ^TM opens in a new browser tab

Accessing Novari Identity Management from the Novari Access to Care Platform™ Landing Page

If your organization has enabled single sign on (SSO), you can also access Novari Identity Management from the Novari Access to Care Platform™ landing page.

Note: you will only see the Novari Health applications on your landing page that your organization has implemented.

Signing Out

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

This also signs you out from Novari ATC.

Navigation Pane

The navigation pane displays your user profile and People (users) and Groups.

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

This is the navigation pane for a Novari ATC administrator

Editing Fields

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

Provisioning Novari Identity Management Administrators

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.

To grant Identity management permission:

• Navigate to People

• Search for the person you want to give the permission to and select that person

• In the person’s Account section, open the person’s Roles

• In the Update roles panel, select IdentityAccountManager check box

• Select Update roles

Note: This role does not allow the user to manage Novari ATC users and groups. To do that, you need an additional role discussed later in this document.

Managing Novari ATC Users and Groups

Previously, the Novari ATC administrator managed users and groups in the Security module on the Novari ATC splash page. That module has been renamed Identity Management, and the functionality is now part of Novari Identity Management. Novari Identity Management is also used to manage Novari eRequest users and locations.

Every user in Novari ATC must belong to at least one group. The group a user belongs to defines the ways in which that user is permitted, and prohibited, from interacting with the application. These constraints are referred to as a group’s Access level and Privacy Level.

Steps to Success

You can choose to add users first or add groups first. The benefit of adding groups first is that you can add a user to one or more groups during the Add person process, saving you steps and reducing the chance of forgetting to add a user to a group.

1. If you plan on using pools, create your pools in Novari ATC Administrator module. For more information about creating pools, please refer to Understanding and Using Novari ATC Pools in the Novari Health Resource Centre.

2. Create provider or pool groups, as appropriate.

3. Add users, adding them to at least one group.

Understanding Novari ATC Access and Privacy Levels

Controlling access to the Novari ATC application is handled through groups. Users inherit the permissions assigned to the groups to which they belong. There are three steps:

1. Selecting the ‘Modules’ in the group.

2. Setting the ‘Privacy Level’.

3. Setting the ‘Privilege Level’.

The modules, together with the Privilege Level, define where a user can navigate within Novari ATC and what actions they can take, respectively. These two settings make up the Access Level of the group.

The Privacy Level determines what information a user can see in any accessible region of the application.

Modules

This determines which modules of the application a group will grant a user access to. A group may be granted access to one or many modules.

The available modules are:

• Administrator: The user will have access to the Administrator module. Generally, site administrators would use this module.

• Provider’s Office: The user will have access to the Provider’s Office module. Generally, medical/surgeon office assistants would use this module.

• Secure Messaging: Generally, this is intended for OR schedulers to send broadcast messages to one or more Provider’s Office users that are not case-specific, for example, for OR availability. This module may not be available to your organization.

• Reports: The user will have access to the Reports module and the reports for the given providers/pools. There are also administrative reports and custom reports. Generally, all users may use this module.

• Care Venue: The user will have access to the Care Venue module. Generally, the care venue’s OR booking clerks would use this module.

• Pre-Surgical Screening: The user will have access to the Pre-Surgical Screening module. Generally, the PSS clerks and nurses would use this module.

• Patient Registration: The user will have access to Patient Registration module. Generally, a hospital’s registration staff would use this module.

• Identity Management: Previously known as Security. The user will have access to the Identity Management module. Generally, site administrators would use this module to manage users and groups.

• eRequest: The user will have access to the eRequest module. Generally, site administrators would use this module.

• WTIS Data Entry: (Ontario only) The user will have access to the WTIS Data Entry module. (This may be used by hospitals that do not report directly to WTIS via an interface.)

User Preferences. All users have access to the User Preferences module. That is why it is not in the list of MODULES.

Privilege Levels

The Privilege Level controls whether a user can make changes to the wait list, for example, add patients, perform audits, schedule surgical procedures. The options are:

• Full Access: The user has full access to the functionality of the pages they visit.

• Read-Only Access: The user may only take actions which do not alter the state of any cases. For instance, a user would not be able to create a new case or schedule an appointment; however, a user with read-only access can, for example, view lists, cases, schedules, and reports and print an OR Booking form.

Privilege levels are assigned to the group. Users inherit the group’s privilege level; however, you can further restrict a specific user’s privileges module by module within the group, for example Provider’s Office or Reports. For each module, each user can be assigned Full Access or Read Only Access. Thus, a user may have full access in Provider’s Office but read-only access to Reports.

Provider’s Office Read-Only Access

The following is a list of what a read-only user cannot do in Provider’s Office module as of May 2024. It may not be a complete list as Novari ATC functionality is enhanced over time.

• Cannot add a patient.

• Cannot edit a patient’s demographic information.

• Cannot edit a patient’s case detail.

• Cannot complete a patient’s case detail QuickScreens.

• Cannot add an attachment to a patient’s case detail.

• Cannot generate documents for patients on the wait list.

• Cannot create New, copy, edit or delete a document template.

• Cannot Create New, copy, edit or delete a document Header/Footer.

• Cannot Clear Selected Without Print, Refresh Selected, Clear or Refresh a New ATC Documents – System Generated.

• Cannot Clear Selected Without Print, Refresh Selected, Clear or Refresh a New ATC Documents – Manually Generated.

• Cannot edit or recreate a document in the ATC Document History.

• Cannot edit a note, submit a note or delete a note in Calendar.

• Cannot create a New Surgery Block.

• Cannot schedule a patient.

• Cannot change a patient’s surgical date.

• Cannot edit any Preoperative Requirements.

• Cannot set a surgery date or clear any Day of Surgery Cancellations.

• Cannot clear or add a repeat/follow up to any Case Completions.

• Cannot clear any Repeat Follow up Activations.

• Cannot edit the Novari ID, add a case, remove a case, change surgery date, activate to waitlist or edit additional information when reviewing Repeat Follow-Up Cases.

• Cannot review and clear any Repeat Follow-up Completed Cases.

• Cannot manually schedule a PSS Appointment in Calendar.

• Cannot edit a patient, add an attachment, recall, edit account number, edit Preparations & Alerts, edit attachments or eForms, Add a Preop Requirement, Add a PSS Preoperative Activity or edit any existing ones.

Care Venue

The following is a list of what a read-only user cannot do in Care Venue module as of May 2024. It may not be a complete list as Novari ATC functionality is enhanced over time.

• Cannot add a case, complete or edit reporting information, change Complete from Y to N and vice versa, Reset or Submit.

• Cannot add a note.

• Can view the Time Change Summary but cannot clear time changes.

• Cannot add an attachment in the Care Venue Change History dialogue.

• Cannot add a note to a day in Care Venue calendar.

• Can view the Reporting dialogue but cannot change anything nor submit.

• Cannot clear cancellations.

• Cannot clear, complete reporting or edit an account number.

Pre-Surgical Screening

The following is a list of what a read-only user cannot do in Pre-Surgical Screening module as of May 2024. It may not be a complete list as Novari ATC functionality is enhanced over time.

• Cannot add, edit, or delete any Pre-operative Requirements or Pre-Operative Activities.

• Cannot clear booking changes.

• Cannot change an appointment date or Ignore an Appointment Window Notification.

• Cannot schedule an unscheduled appointment.

• Cannot add attachments to a patient’s case.

• Cannot change the appointment.

• Cannot edit the requirement date, cannot change the Results Rec’vd checkbox, and cannot change the Completed status.

• Cannot change the Complete status, change the date, or lock the record on the PSS Activity Tracking dialogue.

• Cannot add attachments in Patient History.

• Cannot add a new block or delete an existing block.

• Cannot edit an existing block.

• Cannot edit or delete Block Dates and cannot add a comment on a block date.

• Cannot reactivate a date.

Patient Registration

The following is a list of what a read-only user cannot do in Pre-Surgical Screening module as of May 2024. It may not be a complete list as Novari ATC functionality is enhanced over time.

• Cannot enter a Novari ID or match a pending one.

• Cannot clear notifications.

• Cannot clear Patient Update requests.

• Can only view the various notifications but cannot clear/change them.

Reports

The following is a list of what a read-only user cannot do in Reports module as of May 2024. It may not be a complete list as Novari ATC functionality is enhanced over time.

• Cannot use the Case Selection Builder.

Secure Messaging

Privilege settings have no effect on Secure Messaging module. It is recommended that you leave it as Full Access.

Privacy Levels

The Privacy level determines what patient and provider information users belonging to this group are allowed to see. There are four levels of privacy:

• Privacy Toggle (Default Off): Patient identifiers and provider names are displayed. The user can turn on and off privacy. Privacy is off by default.

  • The user sees the Toggle Privacy entry in the module’s Main menu.

• Privacy Toggle (Default On): Patient identifiers and provider names are hidden. The user can turn on and off privacy. Privacy is on by default.

• Forced Patient Privacy: Patient identifiers are permanently hidden. The user cannot toggle the privacy as the privacy toggle controls will be disabled.

• Forced Patient & Provider Privacy: Similar to ‘Forced Patient Privacy’ but providers’ names are also hidden. The privacy cannot be toggled.

Case Details when Privacy is Toggled On. Patient and provider information is obscured.

Privacy levels are assigned to the group. Users inherit the group’s privacy level; however, you can further restrict a specific user’s privacy level module by module within the group, for example Provider’s Office or Reports. For each module, each user can be assigned Full Access or Read Only Access. Thus, a user may have full access in Provider’s Office but read-only access to Reports.

Adding Users

The People list displays the identities of people who have been added to your Novari ATC site.

Using the People List

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 Health Center.

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

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

Adding a Person

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 to the user; Novari Identity Management does not.

  • 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. If the user is using Novari ATC, select ATCUser. If the user will be managing users in Novari Identity Management, as described above, select IdentityAccountManager.

• When you assign the ATCUser role, you can optionally add the user to groups. You can add groups to the user later, or you can add the user to a group when managing the group. This is described in more detail below.

• Select Add person

Deactivating a Person and Locking a User’s Account

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 parental leave, you would activate their account upon their return.

Creating Groups

In Novari ATC, there are two types of user groups:

• Provider Groups which define a user’s permission and access level to a provider’s wait list.

• Pool Groups which define a user’s permission and access level to a pool.

A provider group can have permissions with one or more providers, and a pool group may have permissions with one or more pools. A single user can belong to many groups.

Create a new Provider Group

Note: your providers were added to Novari ATC during the implementation phase. If any providers are missing, they can be added through Metadata Management Tool prior to creating groups. Please refer to Novari ATC Administrator User Guide in the Novari HEALTH RESOURCE CENTRE.

The number of groups you create depends on your user needs.

For example, you may want to create a provider group for three orthopaedic surgeons who work in the same office and at the same health center care venue and share two medical office assistants (MOA). The two MOAs are added as users and would have access to Provider’s Office, User Preferences, and possibly Reports modules and full access to the three surgeons’ wait lists.

A provider group could contain one provider and one user, for example, Felicity Grey, Cardiac Surgeon and Rita, her MOA.

A provider group could include all care venues at a health center, and all providers and all the OR scheduling staff as users who use Care Venue module. Each user group can have a combination of 1-N providers at 1-N care venues for 1-N modules.

To create a provider group,

• Select Groups in the navigation area

• Select Add group

• The Add new group panel opens

In Add new group:

• Enter a Name for this group. This is mandatory. Group names must be unique.

• Select the group type: Provider

• Select the Type setting

  • Scheduling

    • When enabled, users in this group can schedule cases and create and submit surgical blocks to the care venue in the Provider’s Office module.

  • Auto-add providers

    • When enabled, new providers added to the selected Health Center will be automatically added to this group with the group’s privacy and privilege settings.

• Select the Health Center. You can only select one. This is mandatory.

• Select one or more Care Venues. You must select at least one. These are the health center’s care venues.

• Select the Modules. You must select at least one. User Preferences module is automatically added to every group.

• Set the Privacy Level and Privilege Level. (These are described above.)

• Select one or more providers. Adding providers to the group gives the group users access to the provider’s patient data. For example, Provider’s Office users have access to and can manage the provider’s wait list. Care Venue users see the provider’s scheduled patients. Patient Registration users see the provider’s patients who have demographic changes to be cleared.

• Select Add group.

Create a New Pool Group

Before a pool appears on the list when creating a new pool group, pools must first be added through the Administrator module. Choose Metadata Management Tool from Application Settings under Application Configuration on the Administrator Dashboard.

• Select Groups in the navigation area

• Select Add group

• In Add a new group,  

• Enter a Name for this group. This is mandatory. Group names must be unique.

• Select the group type: Pool

• Select the Health Center. You can only select one. This is mandatory.

• Select one or more Care Venues. You must select at least one. These are the health center’s care venues.

• Select the Modules. You must select at least one. User Preferences module is automatically added to every group.

• Set the Privacy Level and Privilege Level. (These are described above.)

• Select one or more pools. Adding pools to the group gives the group’s users access to the patient data for the providers in the pool. For example, Provider’s Office users have access to and can manage the pool providers’ wait list. Care Venue users see the pool providers’ scheduled patients. Patient Registration users see the pool providers’ patients who have demographic changes to be cleared. However, this is also dependent on the setting for pools and which providers they have access to, that is, access to all providers in the pool or access to only the providers the user has access to through their user group(s)

• Select Add group.

Adding Users to Groups

You can add a user to groups when you are first creating the user, or after the user has been created. You can add users to a group after it has been created.

Note: When first adding a user, if you have assigned the user the ATCUser account role, you must add the user to a group. Otherwise, you cannot finish adding the user.

To add a group to a user:

• In Add new person, select one or more groups to add the user to

• Select Add person

To add a group to an existing user:

• Select the user from the People list

• Navigate to the user’s Novari ATC area

• Notice that the groups the user belongs to are listed

• Select Manage Permissions

• In Manage permissions, select one or more available groups

• Select Update permissions

To remove a group from an existing user:

• Select the user from the People list

• Navigate to the user’s Novari ATC area

• Select Manage permissions

• In Manage permissions, select the X beside the group you want to remove from the user

• Select Update permissions

Creating Global and Health Center Administrators

You can specify certain users in your organization as the global administrator (super administrator) for the site or as the administrator for a health center.

Global Administrator

Global administrators have access to all health centers. They must still be assigned to a group. You may want to create a group specifically for your global administrators.

Notice that when you select Global administrator, all the health center administrator checkboxes are automatically selected and disabled.

Health Center Administrator

You can specify a user as the health center administrator. A health center administrator can manage the health center’s settings in the Administrator module as long as the user belongs to a group that provides full access to the Administrator module.

When a user is the health center administrator, an icon appears beside the health center indicating this.

To make a user the health center administrator:

• Select the user from the People list

• Navigate to the user’s Novari ATC area

• Select Manage permissions

• In Manage permissions, select the Administrator checkbox beside the appropriate health center

• Select Update permissions

Managing Groups

Modify a Group

You can add or remove modules, select the providers or pools for each application type, and set the privacy level and privilege level.

You cannot change a group type, for example, you can’t change a pool group to a provider group. You must create the new group using the correct type and then add users or pools to it as appropriate.

You cannot change the Health Center of an existing group.

Adding and Removing Users to/from a Group

You can add users to an existing group.

• Select the group in the Group list

• Navigate to the Users area

• Select Manage users

To add a user in Manage users:

• Search for users by typing in at least two letters from the user’s last name or email address

• The list of users containing those letters appears

• Select the users you need to add to the group

• Select Update users

To remove a user from a group

• Select the X beside the user’s name

• Select Update users

Assigning Privilege Level or Privacy Level to a Provider in a Group

By default, all providers in a Provider Group inherit the group’s modules, privilege and privacy levels. You can choose to override that group level on individual providers in the group.

To assign a privilege level to a provider:

• Select the group from the list of Groups

• Select Wait lists

• To see the providers with access to the modules, expand the module

• To change a provider’s access to that module, select Manage

In Manage wait lists:

• You can add and remove providers to/from a module in this group

• You can remove a provider from the module in this group. The provider is still part of the group and would continue to have access to the other modules within the group.

• You can change a provider’s privilege level and/or privacy level for the module in this group

• You can change the privilege level and/or privacy level for all the providers for the modules in this group

• Select Update wait lists to save your changes

To add a provider to the module in this group:

• Select one or more users from the Provider dropdown

To remove a provider from the module in this group:

• Select the X beside the provider’s name

• You will see the provider’s name struck through with the status “Removing”.

• You can undo this removal by selecting Undo

To change the Privacy level for this module for all providers in this group:

• Select Set all to from the More options menu and then select the appropriate privacy level

To change the Privacy level for this module for one provider in this group:

• Select the appropriate privacy level for the provider

To change the Privilege level for this module for all providers in this group:

• Select Set all to from the More options menu and then select the appropriate privilege level

To change the Privilege level for this module for one provider in this group:

• Select the appropriate privilege level for the provider

Remove a Group

Removing a group removes all users from the group but the users themselves are not deleted from the database or from other groups.

Be careful when removing a group. If a user belongs to only this group and the group is removed, the user will no longer be able to use Novari ATC because a user must belong to at least one group.

To remove a group:

• Select the group in the Group list

• Select Remove.

• Confirm the removal by selecting Remove in the Remove Group dialog.