User Management

Introduction

All users can manage their user profile. If you are a Novari Support Coordinator/Novari Admin, you can manage your user profiles as well.

The user profile is divided into sections: Person details and Account. Depending on your permissions and the Novari applications at your workplace, what you see may vary.

Non-support coordinator 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.

Person details

• Change the person’s first or last name

• Both first and last names are mandatory

• Change the person’s designations

• Select all that apply

Account

• 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 a 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.

People and Location List

People List

The People list displays the identities of people within Novari Identity Management. This list includes all Novari users irrespective of the application they are using. This is a list of eRequest application users and non users.

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 is set to show only those who are active.

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

Locations List

The Locations list displays the list of locations associated with the People and the referral pathways. The Locations are used to manage the referral pathways, define the steps and permissions required for a referral pathway. A location sometimes can be a program/service provider that is responsible for a step in the workflow rather than a single physical location.

eRequest/MIRM User Role Definitions

Any new user being added will need to have roles assigned assigned to them before their account will be able to access anything within eRequest.

Any individual responsible for creating and overseeing accounts in Novari Identity Management must possess the IdentityAccountManager role. This role enables the user to add, modify, 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 must have the eRequestAdministrator role

Novari eRequest incorporates a mix of users (individuals with accounts and designated roles) and non-users (individuals without accounts and roles)

• Every eRequest user is an individual with an account and holds the eRequestUser role.

• All eRequest non-users are individuals without an account and lacking any roles.

• An eRequest user may possess multiple roles; for instance, a Central Intake user would have eRequestUser, FaxReceiver, and Router roles. A Tech or RAD protocol user would have eRequestUser along with Protocoller. A requester would have eRequestUser and Requester roles.

eRequest Permissions

The eRequest Permissions are location based, and focused on two key parameters:

1. User requires the ability to generate new requests for a particular location.

2. User requires the ability to view and manage referrals that are currently waiting at a particular location.

Adding People or Users

Avoid Duplicates:

We strongly suggest that you do a search for the person to ensure there are no duplications. Search both Active and Inactive users. You can choose to re-active a user that has been deactivated in the past

Before adding a new person or user

You will need the following information before adding a new user or person

• First and Last Name

• Designation( If applicable)

• Email Address ( this will become thier username for logging in)

• CPSO # and Billing # - for Physicians, CNO ID for RPNs

• Phone Number and Fax Number

• Location Information

  • For requesters - This would be the practice location or service provider location

  • For receivers & other roles - This would be the name of location or the service they require permissions to ( for example, Outpatient Services)

• Role - Details about what type of access and permissions are required

To add a person or user  

• Navigate to People, perform a search to avoid duplicates.

• 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.

Note:

An active account is needed for the user to sign in to Novari apps. However, not all users need to sign in. For example, in eRequest, a family doctor who is referenced in a referral document does not need an account as they don’t need to sign in to Novari apps.

Select Add Person.  

Next steps for adding non-users

Non-users are required to be added as persons into Identity Management for various reasons:

• Processing Referrals (to select/notify the Requester of a referral, they must be recorded in the Admin database)

• Routing (if the pathway requires routing to a person instead of a place, such as a particular surgeon or specialist)

• Filling in specific dropdown menus

If the person added will be not be using eRequest application, you will still need to add the applicable location to the person, define the applicable requesting types

Next steps for adding users

If the person added will be using eRequest application, You can fill the person details, add an account, add locations, specify the types and grant the requisition access in addition to managing their eRequest user settings

Create User Account

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.

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

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 the check box. When enabled, a user must sign in with their workplace credentials by selecting their organization on the sign-in page.

Partner Sign-in Support

Please contact your organization’s IT support for help or issues with Partner Sign-in.

If your organization has not implemented partner sign-in, enter a temporary password. You must manually provide this password to the user; Novari Identity Management app 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.  

Security Sign-In Feature

Selecting ‘Yes’ to the Signs in with local credentials, will allow you to continue with the current workflow allowing users to login using a Novari Health password.  

If your organization has Active Directory integration with SSO, then by selecting ‘No’ to the Signs in with local credentials will disable users from having a Novari Health password and will allow users to login using your organization Microsoft account.

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

Select the user’s role or roles. Only users with accounts can have roles.

• There are various roles that can be found based on the Novari Health applications your organization has adopted.

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

Associating People with Locations

All eRequest users must be associated with a location this is crucial because eRequest permissions are location based. 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. The eRequest Permissions are locations based.

One location must be designated as the primary location for the eRequest user. The first location you include is marked as the primary. When you add more locations, you have the option to select a different one as the primary location.

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

Managing Requesting, Receiving and Service Types

Requesting, Receiving and Service Types are managed per user at a specific location. Different types can be configured based on the user role. All the types and options available are configured during the Novari eRequest Application Implementation phase.

Note:

A user who is a requestor generally doesn’t receive requisitions

Requisition Access

Enable Requisition access to allow a user to view and manage any requisitions that are currently waiting at this location. Requisition access is granted by default when linking a person to a location.

Note: the referral states will also determine what a user can see based upon the assigned user role(s).

eRequest User Settings

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

Admin 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 administrator, can specify the Dashboard and Inboxes the user can see.

Custom designed dashboards that are associated with the referral pathways available. The design and creation of these custom dashboards is usually defined as a part of a new pathway as they are being implemented. The selection of these dashboards will influence what the user sees when they first log into the application.

Note: All roles will have a pre-defined generic dashboard that will be visible for all users with that role defined.

Copy existing user settings

Novari Identity Management app has the capability to replicate an existing user's configurations when creating a new user. To use this functionality, navigate to a location's roster of individuals and expand the user whose configurations you wish to duplicate. The "Copy" button will initiate the form for creating a new user, and the duplicated configurations will be seamlessly applied in the background.

Deactivating a Person

When a user has departed from the organization or is no longer utilizing Novari, you can disable the user’s account. The disabled user will not appear in any Novari Health application. After deactivation, you have the option to reactivate the account later..

Locking a User's Account

You have the ability to lock a user’s account to prevent the user from logging in. After locking, you can later unlock the account. Typically, when an account is locked, it stays locked; however, if a user takes a long leave of absence, such as maternity leave, you would reactivate their account when they return.