PatientNow

Every Staff Member Needs Their Own User Login

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From a workflow perspective, it is easier if everyone in your company shares login credentials for patientNOW. However, patient privacy and security guidelines (both HIPAA and state-level legislation) requires each user to have their own login because it is essential to be able to uniquely identify users’ activities with sensitive information.

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All users do not have the same access rights to perform functions in patientNOW, even among staff who have similar job functions.

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You must be able to revoke a user's access in real-time. You cannot do this if multiple users share login credentials.

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While it’s critical to know just what’s happening to the sensitive information, such as when it was opened or modified—it’s equally important who’s involved. Unique logins give you just that ability to identify and track user activities.

To create a User, navigate to Administration | Users/Roles, Users tab. Select “Add” in upper right corner and enter the data.

• User Name
• Password. Passwords must be at least 8 characters and include 1 numeric digit (e.g. 0 - 9).
• Confirm Password
• Email

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Additional User Information you need to add - Navigate to the User Info sub-tab.

• First Name
• Last Name
• User Title
• Culture. Should be United States unless your practice is in Canada or Australia.
• Add an Email Signature. If you wish to have a custom email signature for this user when they are sending emails out of patientNOW, click here and enter. For additional information, check out Configuring an Email Signature for a User
• Use this email address as my outgoing email address. If this user will send emails from patientNOW, check this box if you want the outgoing address to be their personal email. When unchecked, the outgoing email address is the one configured in Administration | Data Tables, Appt Reminder Settings.
• SMTP User reenter the email
• SMTP Password the email account password
• Mobile Address. You may enter the user's cell phone in this field for information only; patientNOW does not use it for anything at this time.
• Default Workflow view. This is the specific area to which the user is directed when selecting the Workflow section. Normally, clinical users will use Daily Workflow and administrative users will use the Scheduling section.
• Default Patient View. This is the specific area to which the user is automatically directed when selecting the Patients section. Many administrative users will want Patient Registration or Patient Communications. Clinical staff normally prefer Clinical Information.
• Default Document Tab. This is the specific tab to which the user is automatically directed when selecting Patients | Patient Documents.
• Pathway Schedule View. This is the specific tab in Workflow | Scheduling to which the user is automatically directed when scheduling appointments from the Patients | Patient Communications, Treatment Pathways tab.‍
• Auto Logout. This is the amount of time until patientNOW automatically logs out when the user is inactive. Since leaving patientNOW open on a computer is a huge privacy and security risk for your practice, you should consider a shorter time out.

Select the other role that applies to this user; most users have only one role in addition to the TABS role. Select the TABS role; the tabs role is always required.

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• All Access - All Access is exactly what it sounds like. It gives that role to view and edit all elements of PatientNOW. This access should only be granted to your pN rep and whoever will be in charge of setting up/revising pN to fit your clinics needs.
• Clinical Manager - Coming soon...
• Clinical Provider - Coming soon...
• Clinical Provider / Coordinator - Coming soon...
• Patient Coordinator - Coming soon...
• Medical Director - Coming soon...

Access Rights are normally set at the Role level so that you don't have to set each individual user.For additional information, check out Adding or Disabling a User.

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