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Comprehensive Guide to Adding New Users in RPMS for Healthcare Providers

This resource outlines the necessary steps to effectively add new users in the Resource and Patient Management System (RPMS) for healthcare environments. Learn to identify essential data components, how and when the Clinical Application Coordinator (CAC) should initiate the user process, and the assignment of user classes and electronic signatures. It details the process of adding providers and other staff members, along with key allocation and regulatory considerations for prescribing medications. A thorough understanding of user classes, access keys, and troubleshooting common issues is also covered.

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Comprehensive Guide to Adding New Users in RPMS for Healthcare Providers

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  1. Add a New User

  2. Learning Objectives • Identify various data components that are required when setting up a new user • Determine when the Clinical Application Coordinator (CAC) will need to initiate the new user process for staff members • Examine the various keys and user classes that the new user may be assigned according to credentials • Demonstrate the steps used in establishing an electronic signature for the new user • Demonstrate the typical new user setup by performing the new user script

  3. Adding a New User • User must be entered into Resource and Patient Management System (RPMS) by appropriate individuals

  4. After Entered as a User • How to Add a Provider • How to Add Other Users (Nurses, etc.) • Key Allocation (Order Keys) • Electronic Signature Code

  5. Providers • Use Menu: Add/Edit Providers • PROVIDER key is given automatically • Authorized to Write meds field set to Yes • Need the DEA# or VA# for narcotics • Sites need to make sure they have their institution DEA# stored in the Institution file

  6. Provider Electronic Health Record (EHR) Ordering Key • ORD (Order Entry Configuration Menu) • KEY (Key Management) • Allocate Order Entry/Results Reporting (OE/RR) security keys • Providers need the ORES key • Do not give people more than one ordering key

  7. Provider Text Integration Utility (TIU) User Class • TIU Maintenance Menu • User Class Management • List Membership by User • Enter User Name • Add class Corresponding to Role • e.g. Assign the Nurse Practitioner to the Nurse Practitioner Class • Need to ensure all types of providers are subclasses of the User Class Provider (see next slide) • Set start date back a couple of days • Do not enter a termination date

  8. User Class

  9. Patient Care Component (PCC) Keys for Providers • Providers should not need any additional keys except: • BIZ keys – for Immunization Package • BIZMENU, BIZMANAGER, BIZ EDIT PATIENTS • BATZMENU – for Asthma package

  10. Other Users • Nurses need ordering key (ORELSE)ORELSE • Pharmacists may need to be entered as both a CPS (ORES key) and RPh (ORELSE key)- i.e. Two separate profiles • All users need an appropriate TIU User class

  11. Visit Parameters for Other Users • BGO Keys given as necessary • Visit parameters

  12. BGO Keys • BGO Keys control access to the EHR Graphical User Interface (GUI) PCC Components • BGO Components • Problem List • Current Procedural Terminology (CPT) Pick List • Reproductive History • Asthma • Purpose of Visit • Super Bill • BGOZ – Do not assign the BGOZ View Only if assigning other BGOZ keys!

  13. Additional Keys • GMRA-USER – Anyone who enters allergies • GMRA-VERIFIER – Pharmacists or Allergy Package Owner • BEHOZMENU – EHR Configuration Menu for CACs and Co-CACs • CIAV COMPOSE and CIAV DESIGN – for VueCentric template building • TIUZHIS and TIUZMGR – for Chief, Management Information System (MIS), and CACs

  14. Applies to All Users • Electronic Signature Code Used to sign Notes and Orders

  15. Electronic Signature • User must set this up • User’s Toolbox - (TBOX in RPMS) • Electronic Signature code edit • Title will appear on notes and orders • Phone numbers will also appear • Signature code can be any characters 6-20, but must be entered in upper case

  16. Clear Electronic Signature Code • User forgets signature code – This may happen a lot • Information Technology (IT)/CAC can clear it out, but they cannot “read” it since it’s encoded • Recommended that CAC have menu: Clear Electronic signature code [XUSESIG CLEAR] • The user must create a new signature code

  17. Summary • Create new user in RPMS • If user is a Provider, use Add/Edit Provider Menu to complete provider setup • Add to appropriate TIU USER Class • Assign Order Key if Appropriate • Assign Other Keys as appropriate • User Creates Electronic Signature

  18. Issues • User can’t add or edit problem list, POV, CPT • BGO keys have not been assigned, or • BGO View Only key has been assigned • User doesn’t see the signature box • User hasn’t created electronic signature code

  19. Issues • User cannot see the proper EHR VueCentric template • Check to see if in correct TIU user class • User can’t sign orders • Check for Computerized Patient Record System (CPRS) Order key • User can’t write narcotics order • Make sure DEA# or VA# has been entered

  20. Questions and Discussion

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