User Accounts Guide- Managing Elation accounts for providers and staff

Contents

• User accounts
  • User descriptions
• Manage Accounts settings page
• Managing user accounts in my practice
• Inviting new physicians or providers
  • Provider Level User permissions
  • Inviting new Provider Level Users
  • Noting prescriptive authority for providers with supervising physicians
  • Viewing a summary of the assigned Provider licenses by User Type
• Inviting new staff
• Viewing invite status
• Resending invites to providers and staff
• Receiving an Elation account invitation
• Disabling user accounts
• Unlocking user accounts
• Premium EHR features
  • Blocking Chart Access
  • Permission Audit Logs

User accounts

Elation offers you the ability to manage the user accounts in your practice straight from your Elation Settings. You can:

• Invite new physician/provider and staff users
• Disable physician/provider and staff accounts
• View the number of licenses assigned to Provider Level Users
• Change users' Administrator privileges
• Edit account details (name, email address, etc.) of existing physician and staff users

User descriptions

 The table below summarizes the differ types of user accounts offered by Elation.

Manage Accounts settings page

The Manage Accounts page in Elation Settings is under the Admin Users Only section. Providers and Staff accounts are kept separate on the page, and within each section, you can see separate lists of Active and Inactive users. When you disable a provider or staff account, the name of the user will move from the Active list to the Inactive list.

Managing user accounts in my practice

Here is a breakdown of the different options on the Manage Accounts settings page:

Inviting new physicians or providers

Provider Level User permissions 

Inviting new Provider Level Users

1. Click the "Invite Provider" button on the right hand side of the Providers section.
2. Follow the instructions detailed in our Provider Account Authentication Guide to fill out the required information and fields.
3. Click "Invite" to send the invitation.  
   • Important Note: Before you can send the invitation, you must agree and authorize Elation to charge an additional monthly subscription fee for the new Provider account, as outlined in your service agreement.

Noting prescriptive authority for providers with supervising physicians 

1. In the Invite New Provider or Edit Profile box, go to the Credentials section
2. In the Supervising Provider field, select the name of the Provider you are prescribing under.

After this is set up, printed prescriptions and e-prescriptions written by the Provider with Prescriptive Authority will contain two sets of identifiers: those of the prescribing Provider and those of his or her supervisor.

• The prescribing Provider and supervisor's information will also be indicated on the medication order record that appears in the patient's chart in Elation.

Viewing a summary of the assigned Provider licenses by User Type

You will see a summary of the assigned Provider licenses by User Type at the top of the Providers section of the Manage Accounts Settings page. The summary will list:

• The total number of licenses used
• The number of licenses assigned for each Provider User Type:
  • Prescribing (Regular)
  • Non-prescribing
  • Limited Use
  • On-call

Inviting new staff members

1. Click "Invite Staff" under the Staff section.
2. Fill out the staff invitation form, pictured below
3. Click "Save" to send the invitation

Viewing invite status

1. Open the Manage Accounts Settings page
2. Expand the Inactive Users section for Providers or Staff
3. Invite status badges will be shown next to the user's name
   • Status messages include:
     • 'Pending Registration' - The user has not yet registered
     • 'Invite sent' - An invite email was sent to the user
     • 'Invite expired' - The invite link has expired
     • 'Failed to deliver' - There was an issue delivering the invite email (email does not exist or bounced, email provider error, etc.)
4. Click “Resend invite” if you wish to send another invitation to the user.

Resending invites to providers and staff  

1. Open the Manage Accounts page 
2. Expand the Inactive Users section for Providers or Staff
3. Find the desired user invite to resend
4. Click the "Resend invite" button
5. A pop up will appear at the top of the page to confirm that the invite was resent

Receiving an Elation account invitation

The Provider or staff member that you invited will receive an email from Elation with instructions explaining how to activate their new account and sign in to Elation. The invitation will come from support@elationemr.com and will have the subject 'Welcome to Elation! Quickly complete your account setup'. Users will click on the "Get Started" button to complete registration and access their new Elation account.

• User Tip: If the new user did not receive their invitation, check the email address entered for the account details by clicking "Edit" next to the user's name to make sure the email address is spelled correctly. If the email address was misspelled, correct the spelling and click "Save". Afterwards, a new invitation will be sent to the new email address on file.

Disabling user accounts

Disabled accounts will appear in the Inactive Users section under Providers or Staff (depending on who the account belonged to). When an account is disabled, that user will not be able to log in to Elation.

To turn a disabled account back on, simply click the "Enable" button next to the user's name. The Requiring Action Queue will be reset and be empty when an account is re-enabled.

 

Unlocking User Accounts

Each Elation EHR Account has a fail-safe in case anyone maliciously tries to access the Elation account; an Elation account will be locked for 1 hour if there were 10 or more unsuccessful login attempts in a row. To unlock a user account, Admin Level Users can:

1. Click the "Unlock..." button with the user's name at the top of the page.
2. Afterwards have the user check their email inbox for a password reset email and reset their password.

 

Premium EHR features

Important Note: The features listed are part of Elation's Premium EHR offering.

• If you are already a Premium EHR user and you are interested in using any of these features, click the "I need help" button to notify Elation and a member of the Elation Team will activate the feature for you.
• If you are interested in upgrading to Premium EHR to use any of these features, click the "I need help" -> "Contract Elation Support" button and a member of the Elation team will assist you.

Premium EHR users have access to the following two features:

• Blocking Chart Access- prevent specific users from accessing any patient charts.
• Viewing Permission Audit Logs- track and audit changes to each user’s
  • account access
  • ‘Admin’ permissions

 

Block Chart Access

Premium EHR Users can prevent specific users from accessing any patient charts. Click here to learn more about this feature.

 

Viewing Permission Audit Logs

Premium EHR Users who are Admin Level Users can view a log of each user's account access and 'Admin' permission changes in the Managing Accounts Settings. To view a user's permission logs:

1. Go to the Manage Accounts page
2. Click "Edit" next to a user's name
   • You will not be able to see the Permission Audit Logs for a disabled user because you will not be able click "Edit" next to the name of a disabled user.
3. Click into the Permission Logs section
4. You will see the following details
   • Event Description = Which permission was changed
     • Account = Elation account access 
     • Practice Admin Privileges = 'Admin' permission
   • Change = What the change was
     • Enabled = Elation account enabled
     • Disabled = Elation account disabled
     • Granted = 'Admin' permission granted
     • Revoked = 'Admin' permission revoked
   • Responsible User = Who adjusted the access or permission
   • Timestamp = When the access or permission was changed by the Responsible User
     • The timestamp will display in your practice's timezone.

 

Next Step

Review the accounts listed under your Manage Accounts settings page and make sure the correct administrative privileges are assigned!

 

Related Articles

• Provider Account Authentication Guide
• Provider Account Authentication Guide- Identity Proofing via Stripe
• User Accounts Guide- Provider Level Account vs. Staff Level Account Privileges
• User Accounts Guide- Best practices for disabling accounts
• User Accounts Guide- Chart access permission control options (Premium)