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Multi-Factor Authentication - Setting up authentication factors

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Multi-Factor Authentication - Setting up authentication factors

 

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ℹ️  REQUIREMENT
All Elation users are required to use multi-factor authentication for security and compliance purposes. Automatic activation dates will occur throughout the month of June, so look for further communication on your practice's designated deadline. Click here to watch the latest webinar about this requirement.

 

 

Overview

Once multi-factor authentication is enabled, every active user in the practice is required to set up at least one authentication factor by their next attempt to sign in to their Elation account. 

  • Users still logged in at the time MFA is enabled can set up an authentication factor by going to Settings -> Account Details and then clicking Setup next to No active multi-factor authentication.
    • If you already have an authentication factor set up, this button will be called Edit factors.
  • Users who are not logged in at the time MFA is enabled will be prompted to set up an authentication factor during their next login.

 

ℹ️   NOTE
You cannot share accounts while using multi-factor authentication. Shared, or generic, user accounts or passwords are strictly prohibited by Elation's Terms of Use and security policies. Individuals who use the EHR must log in using their own, unique account.

 

Workflow Instructions

Setting up an Authenticator App (i.e. Google Authenticator)

Setting up an Authenticator App by scanning a QR code

To use an Authenticator App such as Google Authenticator as your authentication factor, link the app to your Elation account by following the steps below. The setup process is generally the same for most authenticator apps. We'll use Google Authenticator as an example.

 

1

Click Setup next to the Authenticator App option in Elation. A QR Code will appear for you to use in Step #3.

  1. If you are setting up Google Authenticator from the Elation login screen, click Setup and then select your device type by clicking either iPhone or Android.
  2. Click Next. A QR Code will appear. Keep this screen on and QR code visible for Step #3.
2

(As needed) Install/download the Google Authenticator app on your mobile device if you do not have the app yet. Proceed to step #3 if you already have the app installed.

  • Install via the App Store if you are using an iPhone.
  • Install via the Google Play Store if you are using an Android device.
3

Link your Elation account to the Google Authenticator app by using your device’s camera to scan the QR Code on your Elation screen.

  1. Open the Google Authenticator app on your mobile device.
  2. Press Get started.
  3. Specify if you want to use Google Authenticator with your Google account or without an account.
    • Press Continue as … if you want to use your Google account.
    • Press Use without an account if you don’t want to use your Google account.
  4. Press the + button at the bottom right of the Google Authenticator app to add a new software application.
  5. Press Scan a QR Code and then point your device’s camera at the QR Code that appears in Elation to scan it.
    1. See the instructions below if you are unable to scan the QR code.
  6. Your Elation account will now appear in Google Authenticator.
  7. Go back to your Elation screen and click Next.
  8. In the Enter Code box on your Elation screen, enter the 6 digit number from your Google Authenticator app and then click Verify.
    • The 6 digit number will change every 30 seconds. Always enter the numbers that appear most recently in the Google Authenticator app.
4You have successfully set up Google Authenticator for multi-factor authentication. If you are completing the setup while logging in to Elation, click Finish to proceed to the Practice Home.

 

 

Setting up an Authentication App by entering a Key instead of scanning a QR code

Click here for instructions on how to set up an Authentication App without using a QR code.

This option is only available when completing the Authentication App set up from the login screen.

1Login to Elation.
2Click Setup next to the Google Authenticator option.
3A QR Code will appear. Click Can’t scan? to see a Key instead.
4Open the Google Authenticator app on your mobile device.
5Press Get started.
6

Specify if you want to use Google Authenticator with your Google account or without an account.

  • Press Continue as … if you want to use your Google account.
  • Press Use without an account if you don’t want to use your Google account.
7Press the + button at the bottom right of the Google Authenticator app to add a new software application.
8Press Enter a setup key.
9Enter an Account name that will help you identify the account (i.e. ‘Elation’).
10Enter the series of letters and numbers that you see on your Elation screen in the Your key field.
11Leave the Type of key field as Time based.
12Press Add.
13Your Elation account will now appear in Google Authenticator.
14Go back to your Elation screen and click Next.
15

In the Enter Code box on your Elation screen, enter the 6 digit number from your Google Authenticator app and then click Verify.

  • The 6 digit number will change every 30 seconds. Always enter the numbers that appear most recently in the Google Authenticator app.
16You have successfully set up Google Authenticator for multi-factor authentication. Click Finish to proceed to the Practice Home.

 

Setting up Okta Verify

Setting up Okta Verify by scanning a QR Code

 

1

Click Setup next to the Okta Verify option. A QR Code will appear for you to use in Step #3.

  • If you are setting up Okta Verify from the Elation login screen, click Setup and then select your device type by clicking either iPhone or Android.
  • Click Next. A QR Code will appear. Keep this screen on and QR code visible for Step #3.
2

(As needed) Install/download the Okta Verify app on your mobile device if you do not have the app yet. Proceed to step #3 if you already have the app installed.

  • Install via the App Store if you are using an iPhone.
  • Install via the Google Play Store if you are using an Android device.
3

Link your Elation account to the Okta Verify app by using your device’s camera to scan the QR Code on your Elation screen.

  1. Open the Okta Verify app on your mobile device.
  2. Press Add Account in your Okta Verify app.
  3. Press Other.
  4. Press Scan QR Code and then point your device’s camera at the QR Code that appears in Elation to scan it.
    1. See the instructions below if you are unable to scan the QR code.
  5. You will see a confirmation on your screen that says “Account Added”. Click Done to close the notification.
4You have successfully set up Okta Verify for multi-factor authentication. If you are completing the setup while logging in to Elation, click Finish to proceed to the Practice Home.

 

Setting up Okta Verify without scanning a QR code

Click here for instructions on how to set up Okta Verify without using a QR code.

This option is only available when completing the Okta Verify set up from the login screen.

1Login to Elation.
2Click Setup next to the Okta Verify option.
3A QR Code will appear. Click Can’t scan?.
4

Choose the technique you want to use to set up Okta Verify:

  1. Use an activation link sent via SMS to a specified mobile phone number.
    1. Select Send activation link via SMS.
    2. Enter a phone number and then click Send.
    3. Look for an SMS from Elation with an activation link.
    4. Press on the activation link.
    5. You will see a confirmation in Okta Verify that says “Account Added”. Click Done to close the notification.
    6. Use an activation link sent via email to your Elation login email address.
  2. Select Send activation link via email.
    1. Click Send and look for an email from Elation with an activation link.
    2. Click on the activation link.
    3. You will see a confirmation in Okta Verify that says “Account Added”. Click Done to close the notification.
  3. Use a Key that you manually input in the Okta Verify App.
    1. Select Set up manually without push notification. A series of letters and numbers will appear on your Elation screen. You will use this in step g below.
    2. Open the Okta Verify app on your mobile device.
    3. Press Add Account in your Okta Verify app.
    4. Press Other.
    5. Press Enter Key Manually.
    6. Enter an Account Name that will help you identify the account (i.e. ‘Elation’).
    7. Enter the series of letters and numbers that you see on your Elation screen in the Key field.
    8. Go back to your Elation screen and click Next.
    9. In the Enter Code box on your Elation screen, enter the 6 digit number from Okta Verify and then click Verify.
      • The 6 digit number will change every 30 seconds. Always enter the numbers that appear most recently in the Okta Verify app.
    10. You will see a confirmation in Okta Verify that says “Account Added”. Click Done to close the notification.
5You have successfully set up Okta Verify for multi-factor authentication. Click Finish to proceed to the Practice Home.

 

 

Setting up a Security Key or Biometrics Authenticator

Only use a Security Key or Biometric Authenticator as your authentication factor if you use a single, personal device to access Elation. We recommend setting up a second authentication factor as backup in case you may need to access Elation on a secondary device.

To set up a Security Key or Biometric Authenticator (i.e. password manager, Windows Hello, Face ID, Touch ID, etc):

1Go to Settings -> Account Details
2

Click Setup next to No active multi-factor authentication.

  • If you already have an authentication factor set up then this button will be called Edit factors.
3Click Setup next to the Security Key or Biometric Authenticator option.
4Click Enroll.
5Follow the on-screen prompts to set up a Security Key or Biometric Authenticator.

 

ℹ️  NOTE

Detailed instructions are unavailable for this setup process as the exact workflows depend on your browser, enabled browser extensions, your computer’s operating system, and available hardware keys. For this reason, Elation will not be able to troubleshoot issues around this authentication factor. Only select this authentication option if you are familiar with this type of authentication factor and are comfortable resolving potential issues on your own.

 

 

 

Setting up Email Authentication

Email Authentication can only be set from the Elation login screen AND if you don’t have any other types of factors set up yet.

 

💡  USER TIP
Email Authentication is the least secure authentication factor. Only use Email Authentication if you are unable to use other authentication factors.

 

 

 

To set up Email Authentication:

1Login to Elation.
2Click Setup next to the Email Authentication option.
3Click Send me a code. Elation will send a verification code to the email address you use to log in to Elation.
4Look for an email with the subject line Confirm your email address.
5Enter the 6 digit number from the email into the Verification code box on your Elation screen.
6Click Verify.
7You have successfully set up Email Authentication for multi-factor authentication. If you are completing the setup while logging in to Elation, click Finish to proceed to the Practice Home.

 

 

Frequently Asked Questions (FAQ)

I am not able to sign in to Elation to reset my authentication factor. What should I do?

You can ask an Admin Level User in your practice to reset your authentication factors for you in the Manage Accounts settings page (click here for instructions). You will then be prompted to set up a new authentication factor the next time you attempt to log in to Elation.

For security reasons, Admin Level Users are responsible for resetting authentication factors for their practice; Elation will not readily do so on a user's behalf. If you are the sole administrator of an Elation practice and require an authentication factor reset, click here to contact the Support Team, and we will send you an email to verify your identity and then reset your authentication factor(s) on your behalf.

 

 

I set up an authentication factor but cannot log in to my Elation account, what should I do?

You can ask an Admin Level User in your practice to reset your authentication factors for you in the Manage Accounts settings page (click here for instructions). You will then be prompted to set up a new authentication factor the next time you attempt to log in to Elation.

For security reasons, Admin Level Users are responsible for resetting authentication factors for their practice; Elation will not readily do so on a user's behalf. If you are the sole administrator of an Elation practice and require an authentication factor reset, click here to contact the Support Team, and we will send you an email to verify your identity and then reset your authentication factor(s) on your behalf.

 

 

What Authenticator Apps can I use?

Any Authenticator App that uses the same TOTP (Time-Based One-Time Password) algorithm as Google Authenticator can be used (i.e. Microsoft Authenticator, Authy, Duo Mobile, and LastPass Authenticator).

Can I set up more than one authentication factor for a single account?

Yes, you can set up more than one authentication factor for a single account. You can follow these instructions to learn how to choose which factor you want to use when logging in.

 

How do I update my authentication factor(s)?

Click here for instructions on how to update authentication factors.

 

 

If I choose to use Email Authentication, do I have to use the email address associated with my Elation account?

Yes, when using the Email Authentication option for multi-factor authentication, the email account must be the email address you use to login to your Elation account.

To use a different email for Email Authentication, update your login email address from your Account Details Settings page in Elation first.

 

 

Why am I unable to set up Email Authentication from my Elation Settings?

Email Authentication is deemed as the least secure authentication method therefore we want you to set up a more secure authentication factor when possible. However, if Email Authentication is the only authentication factor you can use, log out of your Elation account and you’ll be able to set up Email Authentication from the login screen.

 

 

I am setting up Email Authentication but I have not received the email with my Verification Code, what should I do?

If you did not receive the email with the Verification Code, click Send again on the verify screen in Elation to prompt Elation to email the code to you again. If you continue to not receive the email, click here to contact the Support Team.

 

 

Can I use SMS as an authentication factor?

Security research has shown that SMS is less secure than other authentication factors. It is possible for your cell phone number to be compromised in a “SIM Swap” attack, where a bad actor tricks your carrier to port over your phone number to them. When a bad actor has access to your phone number, they can then receive the security codes used for multi-factor authentication, increasing their chances of successfully gaining unauthorized access to your account. As a result, Elation decided to only support other more secure factors for multi-factor authentication.

 

 

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