User Management (3.3)
- Cathy Allison
User Management Screen
The User Management screen is where an administrator can create and modify users for VetView. Unlike the User Profile screen, which only controls display and contact information settings and some preferences, User Management is where access to modules and screens within VetView, as well as unit membership, are granted.
Search User Management
When this screen first loads, no users will appear. To display users, start typing in a few letters of the user name, and click on Search. Any matches will appear in the list below.
You can also specify Lab user or Hospital user (as a new user must have access to at least one module in VetView.) All Users will search for both types.
Other search options include the position or personnel types, tags (e.g. Class of 2023), assigned hospital units or labs, and specific roles or privileges.
| Field | Description |
|---|---|
| Username | Searches for a specific user by the username. This may be the easiest way to find a single specific user. |
| Name | Searches for a specific user by first name, middle name, last name, or a combination of the three. |
| Active Flag | Searches only for active users in the system. |
| Inactive Flag | Searches only for inactive users in the system. |
| Expired | Searches only for users that have been flagged as Expired in the system. |
| Active (not Expired) | Searches only for users that have not been flagged as Expired in the system. |
| Searches for users by an email address. | |
| Position Type | Searches for users based on the custom position types that are created under Employee Status Setup. These position types do not impact functionality of VetView, but can be used for internal reports or payroll. |
| Classification | Searches for the custom employee classifications that are created under Employee Type setup. These classifications do not impact functionality of VetView, but can be used for internal reports or payroll. |
| Tags | Searches for users based on tags on their User Profiles. These tags allow for temporary attributes of employees, such as Class Year for students or interns. |
| Assigned Hospital Unit | Searches for users based on assigned hospital units. Outputs a list of all employees assigned to that unit. |
| Personnel Type | Searches for users based on the hard coded VetView personnel types. Unlike the custom Position Type and Classification attributes, Personnel Type impacts the functionality of VetView. |
| CDM ID | Searches for users based on a Controlled Drug Machine ID number. Use this to quickly identify a user who performed an action in the CDM environment based on logs, if the username was not otherwise recorded. |
| Assigned Labs | Searches for users based on the laboratory they have been assigned to. Outputs a list of all employees assigned to that lab. |
| Role Name | Searches for all users that have been assigned a specific custom Role, as defined under Role Management. Outputs a list of all users with that role. |
| Assigned Privilege | Searches for all users that have been assigned a specific privilege, whether inside a role or individually assigned. |
Account and Employee Records
The list of users can also be sorted by several of the columns, such as first name or last name, or the date that the account was created.
Click on the Username of the employee to go to the Employee Record Details screen.
Create New User
To add a new user to the system, click on Create User. A blank partial employee record will load. Once a user has had a unique username added and saved, the rest of the Employee Record Details screen will load.
| Field | Description |
|---|---|
| Username | A unique username is required. The rest of the employee details screen will not load until the username has been added and saved. Other details on the new user screen can be added later. |
| ID | The ID assigned by VetView for the employee. This may be required to use external systems, such as a CDM or Radiology machine. |
| Name | The name of the employee on record. This should match your payroll system for reporting purposes. |
| Display Name | The name as it will appear within VetView. If the employee has a nickname or uses a name different from their current legal name, it can safely be entered here and will not impact reporting. Employees can also change this at any time. |
| The email address associated with the employee. For organizations using CAS or LDAP, this should match the email for their login information. | |
| Email System Mail/User Mail | Whenever a notification is sent to the employee, it will be bounced to the selected email address. This may be useful for certain supervising clinicians who are not always at a computer. |
| Cell Phone | The cell phone number for the user. |
| Cell System Mail / User Mail | Whenever a notification is sent to the employee, it will be bounced to the selected cell phone number as a text message. This option requires a third party text messaging service configured via the VetView API. |
| Cell Carrier | The cell carrier associated with the cell phone. This is necessary for your text messaging service to function correctly. |
| Language | The language from Localization that the screens will appear in. If a localization code is missing in the specified language, it will instead appear in the Hospital's default language. |
| Tag(s) | Any additional tags that should be added to the employee record. May be useful for reporting purposes. |
Employee Record Details
The Employee Record Details screen includes the username and password access, role management, hospital and lab privileges, and other details that should be controlled by an administrator or your human resources department for reporting purposes.
This information is broken out into a series of sub-tabs.
User Details
This tab contains basic information about the employee.
| Field | Description |
|---|---|
| Active Flag | This account is active and accessible. Employees no longer with your organization can be set to inactive, while preserving their historical details. Inactive employees are not available to add to documents, requests, episodes, or appointments in VetView. |
| Account Locked | The account is active but has been locked. This option has been provided as a means of keeping the employee throughout the rest of the system for other users for episodes and appointments until any issues have been resolved. |
| Session Exempt | This option disables the time-outs that are configured in VetView. Use this option for kiosk view accounts that have view-only access and are controlled in a different location from their display screen. |
| Expire Date | If an employee has been hired temporarily, this date can be used to automatically expire the account on a specific day. Expired accounts are treated the same as Inactive accounts throughout the system. |
| Authentication Type | If your organization uses LDAP, CAS, Jazz, or another authentication service configured in the API, it will be available in this drop down menu. For kiosk view accounts, test accounts, or accounts that do not need the third party authentication, you can change this option to Local Account. This will store the username and password in VetView's database in a secure hash instead. Accounts can be changed to a Local Account temporarily, in the event your external authentication has a service disruption. |
| Created Date | The date this account was created in the system, and the user who performed the save. |
| Last Updated | The last time changes were saved on this employee account, and the user who performed the save. |
| Position Type | The pay classification of this employee. May be useful for reporting purposes. This should match the classification in your payroll system. |
| Classification | The custom classification defined under the Employee Type Setup. This is intended for reporting purposes and has no other impact in the system. |
| Shift | Hard coded options between 1st shift and 2nd shift. May be useful for reporting and scheduling purposes. |
| Supervisor | The user in the system which this employee reports to. This should match your organizational chart. May be useful for reporting purposes. (Student employees may require a supervisor, depending on your hospital setup.) |
| Emp. ID | If your hospital policy requires that the employee ID for the university or other organization is saved on the record, it can be added here. |
Hospital Options
This tab allows the manager to assign the user to hospital units, and set certain defaults on screens. Employee Types determine what roles a user may be assigned under the Schedule screen as well, based on the linked custom Schedule role to the fixed Employee types.
| Field | Description |
|---|---|
| DVM Record Active | This flag indicates the user is a DVM within your hospital with an active state or province license. |
| State License | The state or province abbreviation, and the license number. This information may be required for certain pharmacy reports. |
| DEA Number | The DEA number for the clinician, if it is different from the hospital DEA number. |
| CDM User Number | The number assigned to this user in your CDM system. Required to auto approve prescriptions. |
| Auto Approve CDM Generated Prescriptions | For a user who is themselves a DVM, this flag indicates that when they do a CDM draw, it will be automatically approved. |
| Active Dates | The dates that the DVM license is active for. Since DVMs may be required to renew their license on a regular basis, this should be the dates on their most recent license renewal. |
| ASAQ Eligible | This DVM is registered with ASAQ and patients under their care may be eligible for ASAQ reimbursement. |
| ASAQ Number | The registration number of the DVM with ASAQ, required for reporting purposes. |
| Employee Types | The fixed Employee Type within VetView. Faculty, interns, and residents may have special privileges when they have an active DVM record, such as being assigned the admitting, attending, or discharging DVM status. Employee Types are also used to link a custom Schedule Role to the eligibility of employees to be assigned that role. |
| Assigned Units | The units of the hospital for which this user is a member. Specific sub privileges within the unit are also displayed, such as the ability to view and modify Requests or Schedules, and new Inventory options. |
| Assigned Roles | If a user has been assigned a role that has Role Privileges within a unit, then the name of the role, the unit, and the sub privileges will be displayed in this table. |
| Default Home Page | This user is primarily a Hospital user, and so when VetView loads, it should load onto the Hospital home page. This option is mutually exclusive to the same privilege in Labs, and when it is turned on, labs will automatically turn off. |
| Notifications | This option will disable certain pop up notifications in the system. Not all notifications can be turned off (e.g. error messages will always show.) |
| Default Unit | When loading a screen in which a unit must be selected, this will be the default unit for the user. May speed up certain search processes. |
| Default Pharmacy | When loading a new prescription request, this is the default pharmacy that will load. |
| Default Prescription Type | When loading a new prescription request, this is the default type that will load. For certain users who only request a specific type of prescription, such as a CDM Order for ICU or night shift, this may prevent errors. |
| Default Patient Record View | Determines which tab will open first on a patient record. |
| Patient Record Filter | On the Patient Visits tab, which unit's episodes will load first. All episodes can be viewed at any time on a patient, but by having a specific default, a user may be able to load the patient record faster with the most relevant data. |
| Inventory Shipping | If a package is ordered for this specific user via Inventory, where it should be sent to. |
| Request Dialog | If a user prefers the pick list view on the Request window, they can set it to be the default. |
Lab Options
Lab options allows the manager to assign lab defaults for the user, and to assign lab sites and sections as well as certain high level lab privileges.
| Field | Description |
|---|---|
| Default Home Page | The Labs module will load by default when the user first logs into VetView. This option is mutually exclusive with the same setting on Hospital, and selecting Labs as the home page will automatically disable the Hospital option. |
| Disable Notification Popups | This option will turn off certain notifications in VetView. Not all pop ups can be disabled (e.g. error messages will always appear.) |
| Result Entry | For users who are performing rapid throughput testing, the Enter key can be set to Finalize an accession. |
| Default Lab | When loading a screen that has the Lab selector in a drop down menu, it will automatically load the chosen lab. This may speed up search options for users who primarily work in a single lab. |
| Default Section | When loading a screen that has the Section selector in a drop down menu, it will automatically load this chosen section. This may speed up search options for users who work in a single lab and section. |
| Default Workstation | When loading a screen that has a Workstation selector in a drop down menu, it will automatically load this chosen workstation. This may speed up search options for users who work in a single lab, section, and workstation. |
| Assigned Lab Sites | This flag indicates that the user is a member of the selected Lab, and can view accessions for that lab. |
| Coordinator | This flag indicates that the user is a Case Coordinator for the lab. For labs that use the Case Coordinator workflow, this will allow the user to Review the accession before it is Finalized. |
| Signature | This flag indicates that the user can sign off on accessions for this Lab. |
| Assign To | This flag indicates that individual tests and accessions in this Lab can be assigned to this user. |
Privileges
This tab is where a user's privileges are assigned. Privileges can be assigned individually on a one by one basis, or assigned in a batch via a Role defined in Role Management.
To apply changes in privileges, the user must log out and log back in again after the changes are saved.
Inactive Role
If a Role has been set to Inactive, it will appear on the user's role list in red. Inactive roles do not appear on the left side panel and cannot be given to users. If an inactive role is moved from the right panel to the left panel, it will disappear and cannot be readded until the role has been set to Active again.
| Field | Description |
|---|---|
| Clear All User Roles and Privileges | This button resets all settings so you can start over. |
| Roles | The left column contains a list of the Roles created under the Role Management screen. A user must be assigned at least one role to log into VetView, but can be assigned as many roles as necessary to perform their tasks in the system. Role access is often used in conjunction with the Unit or Lab Site membership to allow a user to perform actions for some units or labs, but not ones to which they do not belong. |
| Assigned Roles | The right column contains a list of the roles currently assigned to this user. To add a new role, click on the row from the left column, and click on the right facing arrow to move it to the right column. To remove a role, click on the row on the right column, and then click on the left facing arrow to move it to the left column. |
| Privileges | A list of all the current available Privileges in VetView. In addition to the groups of privileges granted by the Roles, you can give a specific user a single one-off privilege to allow them to perform that task in VetView. Privileges in bold and blue are controlled by the currently selected role in either column. Privileges that appear in italics with no checkbox have already been granted to that user based on the assigned Roles. |
User Search Preferences
This section contains the underlying data for a user's saved Search preferences on each screen.
If a user starts getting errors logging into a screen, especially after an update to VetView, it may be helpful to come to this tab and clear out their saved settings. They can then enter in their preferred parameters and Save them again without the error.
Pharmacy Preferences
This section allows the user to adjust certain parts of the Pharmacy Fill Queue for faster loading, or for personal preference.
| Field | Description |
|---|---|
| Play an Alarm | Turns on the option to play a system alarm when a new prescription has been added to the queue. This option may be useful on a kiosk view, rather than on each individual pharmacy tech's system. |
| Display Statuses | The Pharmacy Queue will display prescriptions only in the selected statuses. Workflows that are not in use for the pharmacy can be disabled, as can prescriptions that individual users cannot work on (e.g. Pharmacy techs may wish to hide Requested and Hold prescriptions.) Hiding these statuses improves Pharmacy queue performance. |
| Hide Prescriptions Older Than | For individual users who are only concerned about today's prescriptions, they have the option to hide older prescriptions on their queue until a pharmacist or other supervisor has an opportunity to clean them up. Hiding these older prescriptions improves Pharmacy queue performance. |
| Keep Sections Expanded or Collapsed | If a user needs to prioritize one section over another, but does not want to hide prescriptions in that status entirely, they can choose to have that section collapsed when the screen first loads, to improve performance. |
Notes
This tab is a free form text box to store any additional notes about the employee. It may be used by HR or by anyone else for whatever purpose is necessary.
VetView Wiki Most recent releases of VetView: Version 5.0.2 and 4.2.8 Hotfix (Released 12/20/2024)