User Accounts Guide- Best practices for disabling accounts

Contents

• What happens when an Elation user account is disabled?
• Notifying Elation
• Action Items for Provider/Physician Level Accounts
  • Practice Home Queues
  • Lab/Imaging/Hospital Reports
  • Refill Requests
  • Post-dated Office Messages
  • Patient Passport Messages
  • Appointments with the departing Provider/Physician
  • Access Controls for EPCS
  • Administrative Reports
• Action Items for Staff Level Accounts  
  • Practice Home Queues
  • Post-dated Office Messages
  • Access Controls for EPCS
• How to disable an Elation account

 

What happens when an Elation user account is disabled?

When an Elation user account is disabled the user will no longer have access to the account and its data. This guide will walk practices through recommended action items that should be taken before provider/physician or staff level users leave your practice and before their Elation account is disabled. This will ensure no action items are misfiled or overlooked.


 

Notifying Elation

Before disabling any Provider Level User, reach out to our Support Team via the "I need help" button or fill out this form, to let us know that these changes will occur and include the following information in your inquiry: 

1. Which provider level user is leaving your practice
2. The date that this provider level user will no longer need their account active. 
3. Is a new provider/physician taking their place?
   1. If so, how many hours will the new provider work per week and will they need an account with prescribing privileges?
   2. New provider/physician’s start date.

With notification of this change and the information above provided, our teams can ensure that your Elation information, like billing, is properly updated.

 

Action Items for Provider/Physician Level Accounts

Please note the following changes will occur immediately once provider/physician level accounts are disabled.  

• The provider will not be able to log in to Elation
• Your practice will no longer be able to view their schedule on the calendar.
• The provider's Practice Home queue will be hidden and
  • Any office messages that are left in their queue will need to be acknowledged by another provider/physician in the practice. 
  • Any other open items in their queue will need to be signed or completed by another provider/physician in the practice
• Patients who are assigned to the disabled provider/physician will need be re-assigned to another provider/physician in the practice
• The provider/physician will be removed from all administrative reports

 

 

Practice Home Queues

Please have the departing provider address and/or complete all items in their Practice Home Queues (E.g. Reports, Rx Request, Office Messages, etc.) before they leave your practice. If there are any open items remaining, after their departure, make sure another provider in the practice addresses the open items before disabling the departing provider/physician's account.

 

Lab/Imaging/Hospital Reports

Please notify the different facilities from which you receive electronic results and let them know of the provider's departure from your practice. Specifically, we recommend sharing the provider's last day and ask them to forward any of the reports they ordered to a different provide at your practice (provide the new provider's NPI number) after that date if possible. If the facilities are unable to forward the electronic results to a different provider at your practice, the results will not automatically arrive in Elation. Your practice will need to retrieve these reports directly from the facilities via their own websites(s) or have the reports sent to your practice via fax or paper mail.

 

Refill Requests

Please reach out to our Support team through this form, or through the “I need help” -> "Contact Elation Support" option within Elation, to notify us of the date to turn off the Refill Request feature for the provider who is leaving. After this date, pharmacies will see that the provider's electronic prescribing functionalities are disabled and will send refill requests to your office via fax instead.

The new attending provider at the practice should respond to these faxed refill requests via Elation by sending a prescription electronically back to the pharmacy so that the next time the same patient needs a refill, the refill request will come directly to the new attending provider through an electronic request in Elation. This in turn will associate the patient with the new provider for the pharmacy moving forward. 

 
 

Post-dated Office Messages 

If the departing provider ever sent post-dated messages to themselves or other members of the practice, those messages will be automatically signed off and stored in the patient's chart once the leaving provider's account is disabled. If needed, our Technical Team can generate a report of these messages and share them with you so that the remaining staff and provider(s) can follow up on them.

Please reach out to our Support team through this form, or through the “I need help” button if your practice needs this report generated and let us know the following information:

1. Name of the provider leaving
2. Date range of the postdated messages (you can also say 'Any message after a specific date'.)

 

Patient Passport Messages

Before disabling the departing provider's account, we recommend you pull a Patient List Report of all the patients assigned to the leaving provider using the "Reports" -> "Patient List" report tool and reassign those patients to a different provider at the practice. If there are many patients, our Technical Team can assist with reassigning multiple patients at once.

This way, after the departing provider's account is disabled, all new patient Passport messages will be routed to the new provider instead of the departing provider.

 

Appointments with the departing Provider/Physician

Any appointments scheduled on the departing provider's calendar for any date after they have left will need to be manually transferred to a different provider's calendar because the departing provider's calendar will be hidden from the practice once their account is disabled. You can move appointments by editing each appointment and changing the provider it is assigned to, as shown in the image below.

You can also download an appointment report by selecting "Reports" >> "Appointment Report" from the top blue bar of your account to find and reference appointments scheduled with the departing provider in the future.

 

 

Access Controls for EPCS

If the departing provider is an Access Control Manager for EPCS set up and configuration, please ensure there is another Access Control Manager at your practice before the provider leaves. Reference the EPCS Access Controls Guide to update access control settings if needed.

  
 

Administrative Reports

If you need to retain a copy of any administrative reports for the departing provider, you must download the reports prior to disabling the departing provider's account. Please reference the following articles for each administrative report you might need:

• Patient List Report Guide
• Billing Report Guide
• Appointment Report Guide

 

Action Items for Staff Level Accounts 

While it is not necessary to alert our Teams when staff level accounts are disabled, we still recommend the following workflows occur for before disabling a staff level account. 

 

Practice Home Queues

Please have the departing staff address all items in their Practice Home Queues (ex. Office Messages, Patient Letters, etc.) before they leave your practice. If there are any open items remaining, after their departure, make sure another member in the practice addresses the open items before disabling the departing staff's account.

 

Postdated Office Messages

If the departing staff ever sent post-dated messages to themselves or other members of the practice, those messages will be automatically signed off and stored in the patient's chart once the departing staff's account is disabled. If needed, our Technical Team can generate a report of these messages and share them with you so that the remaining staff and provider(s) can follow up on them.

Please reach out to our Support team through this form, or through the “I need help” -> "Contact Elation Support" button if your practice needs this report generated and let us know the following information:

1. Name of the staff leaving
2. Date range of the postdated messages (you can also say 'Any message after a specific date'.)

 

Access Controls for EPCS

If the departing staff is an Access Control Manager for EPCS set up and configuration, please ensure there is another Access Control Manager at your practice before the staff leaves. Reference the EPCS Access Controls Guide to update access control settings if needed.

 
 

How to disable an Elation account

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Once you have addressed the action items listed above, you are ready to disable the departing user's Elation account. To deactivate or disable a provider or staff level Elation account within your practice, Admin Users in your practice can follow these steps:

1. Select your email address from the blue bar at the top right of your Elation page and select “Settings” from the drop down. 
2. Scroll to the bottom and click into the Manage Accounts settings section under Admin Users Only. 
3. Select the down arrow to the left of “Active Users” to expand the list of active Provider or Staff users at your practice. 
4. Click the “Disable” button next to the name of the user that you want to disable
5. Read through the confirmation prompt and then click "Disable Account" to disable the user's account.

 

Related Articles

• User Accounts Guide- Managing Elation accounts for providers and staff
• Practice Home Guide- Checking for requiring action items
• Post Date a Message Guide- Reminders & Task Follow Up
• Patient List Report Guide- Searching your patient panel
• Billing Guide- Billing Report
• Calendar Guide- Searching for appointments using the Appointment Report
• Bulk Letter Guide- Mass communication with Patients
• Elation Patient Passport Guide
• EPCS Access Controls Guide