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Magic MEDITECH Information System Application (MIS)

Users and Password Management

Version: January 10, 2013

Release 5.66

MEDITECH

Copyright by Medical Information Technology, Inc.

MEDITECH Circle, Westwood, MA 02090

781-821-3000

This information is proprietary and should be treated accordingly.

Users and Password Management TABLE OF CONTENTS

1 Passwords and Security Management........................................11.1 Managing Terminals...................................................9

2 Overview of User Dictionary and Access Routines.........................122.1 Enter/Edit User Dictionary..........................................132.1.1 Initialize User from Another User.................................272.1.2 Application Menus Screen..........................................282.1.3 Clinical Information Screen.......................................372.1.4 Clinical Information Provider Screen..............................472.1.5 MAGIC Office Screen...............................................512.1.6 Report Writer/Financial Data Access Screen........................612.1.7 System Sign-on Data Screen........................................682.2 List by Security Group..............................................692.3 Enter/Edit User Colors..............................................712.4 Enter/Edit Clinical Preferences.....................................772.5 Print Audit Trail...................................................812.6 Copy Access Dictionaries............................................832.7 Update Database Access..............................................85

3 Overview of User Password and Other Maintanence Routines................883.1 Change Expiration Dates.............................................903.2 Reset `Old' Passwords...............................................933.3 Assign One Time User Password.......................................943.4 List Changes By User................................................963.5 List Changes by Device..............................................983.6 List Changes by Time...............................................1003.7 Auto-Expire Report.................................................1023.8 Print Activity Log By User.........................................1043.9 Print Activity Log by Device.......................................1073.10 Print Activity Logs by Time........................................1103.11 Print Patient Audit................................................1133.12 Print Client Temp Audit............................................1143.13 Download Client Temp Audit.........................................1183.14 Print Archived Patient Audit.......................................1193.15 Security Group Dictionary..........................................1203.16 User Location Dictionary...........................................123

4 Distribution Groups Dictionary: Overview..............................1284.1 Enter/Edit Distribution Groups Dictionary..........................1314.2 List Distribution Groups Dictionary................................1374.3 Change User Responsibility.........................................1404.4 Copy Distribution Groups...........................................1424.5 Delete Distribution Groups.........................................1444.6 List User's Distribution Groups....................................1454.7 List Responsible User's Distribution Groups........................1464.8 Enter/Edit Group Subscription Routine..............................147

5 Overview of Electronic Signature.......................................1485.1 Enable/Disable Electronic Signature................................1515.2 List Electronic Signature Log......................................1525.3 Enter/Edit Electronic Signature Alternates.........................1545.4 Alternate Electronic Signature Signees Report......................1555.5 List Electronic Signature Alternates Log...........................156

6 Dictionary Audit Trail and Miscellaneous Routines Overview.............1586.1 Print Dictionary Audit Trail.......................................1606.2 Print Encryption Setting Audit Trail...............................1636.3 List Reporting Hierarchy...........................................1646.4 List Organization..................................................1656.5 Transfer MAGIC Office Files........................................166

6.6 Transfer Status Routine............................................1686.7 Dictionary Mass Edit...............................................1696.8 Dictionary Quick Edit..............................................1706.9 Print Workstation Audit Log........................................1726.10 Purge Workstation Version Audit of Old Devices.....................1736.11 Initialize Workstation Version Audit Routine.......................174

INDEX....................................................................175

Passwords and Security Management (1) Page 1

Chapter 1: Passwords and Security Management

Use the Security page of the MEDITECH Information System (MIS) parameters todefine the way your health care organization defines user passwords. To definethe parameters that best suit the needs of your organization, contact yourMEDITECH MIS Applications Specialist. Your organization can use a Single Key or Double Key password signon system. Ina Single Key signon system, each user is assigned a unique password. In aDouble Key system, each user is assigned a unique User ID and a password.Passwords in Double Key systems need not be unique. You can also use the MIS User Dictionary to control the information and modulesto which you assign users access. For example, you may want to limit the accessof a specific user to the Billing/Accounts Receivable (B/AR) Module or toroutines that can alter patient records. For more information, see the section titled "Overview of User Dictionary andAccess Routines." The following table includes the MIS parameters and routines that yourorganization uses to define pasword and security information. To Define Use the MIS----------------------- ---------------------------------------------------Expiration dates Pw Change Interval (Days) parameter (Single Key Systems only) Expiration Date prompt in the User Dictionary Change Expiration Dates Routine (available only if you defined a value at the Pw Change Interval (Days) parameter) Note: The value you enter at the Pw Change Interval (Days) parameter overrides the value you enter via the Expiration Date prompt or the Change Expiration Dates Routine. System-generated New Passwords Specified By parameter (Enterpasswords SYSTEM) User-defined passwords New Passwords Specified By parameter (Enter USER) A minimum Password Minimum Length parameterpassword length A password format Password Format parameter Whether users can Extensions? prompt in the User Dictionary


obtain new passwordsupon expiration When original Pw Re-Use Interval (Days) parameterowners can re-useexpired passwords Reset 'Old' Passwords Routine User ID format User Id Format parameter Hidden or visible Echo User ID parameterUser ID textduring signon The number of days after Auto-Expire Interval (Days) parameterwhich passwords expireif users do not signonto the system Encrypted passwords Encrypt Passwords? parameter(that is, passwordsstored internally incoded format) Hidden passwords that Hide Passwords? parameterdo not appear inthe MIS User Dictionary Automatic password Expire On Failed Sign On? parameterexpiration after threeconsecutive, failedsignon attempts A one-time Assign One Time Use Password Routineuser password (Available on custom menus only) Defining Parameters for Double Key Systems In Double Key systems, all User IDs must be unique, but user passwords need notbe. With the exception of the Password Re-Use Interval parameter, all passwordexpiration routines and parameters function as they do with Single Key systems. For organizations that use double key systems, the Password Re-Use Intervalparameter is unnecessary and inaccessible. Defining the User ID Format (Double Key Systems only) In Double Key systems, the mnemonic of each user appears as the defaultresponse in the User ID field during signon. Each user at your organization isassigned a unique User ID. To define an alphanumeric format for User IDs, entera value at the User ID Format parameter.


The value you enter at the User ID Format parameter affects edits to futureUser IDs only (that is, current User IDs are still valid). If you leave thisparameter blank, User IDs can include any combination of zero to 10alphanumeric characters. Password Expiration Password expiration is optional. You can assign expiration dates to somepasswords and not to others. When passwords expire, only currently authorizedusers can access the system. For example, you might want to assign expirationdates to all user passwords except for those of the president and dataprocessing manager. The system calculates password expiration dates as follows: Password expiration date = Password acquisition date + Value at the PwChange Interval parameter Acquiring Passwords after Expiration You might want to define password expiration dates for specific users only. Forexample, you might want to allow regular, full-time employees to acquire newpasswords. However, you might want to prevent short-term or seasonal employeesfrom acquiring new passwords after their jobs are completed. If you enter Y at the Extensions? prompt in the MIS User Dictionary, a user canacquire a new password on or after his or her password expiration date. Whenthe password expiration date arrives, the user can access the system threeadditional times. On the fourth sign on attempt, the system prompts the user toacquire a new password. If the user does not select a new password, he or she cannot access theMEDITECH system. However, the user can obtain a new password in the future.Also, an authorized user can edit the User Dictionary to assign the user a newpassword at any time. To prevent a user from acquiring a new password upon expiration, enter N at theExtensions? prompt. When the password expiration date arrives, the user isallowed access to the system three additional times before he or she is deniedaccess. Defining Passwords that Automatically Expire Use the Auto-Expire Interval parameter to define the number of days of userinactivity (that is, users do not sign onto the system) after which userspasswords automatically expire. After the password for a user expires, the value in the Extensions? field inthe MIS User Dictionary changes to X. The user cannot sign onto the systemwithout the intervention of an authorized user. When your organization assigns


the user a new password and expiration date, the value in the Extensions? fieldreturns to the previous value. If you enter N in the Extensions? field, an active user who has not signed ontothe system can do so indefinitely. If the user signs on after his or herpassword expires, a prompt appears that allows the user to select or receive anew password. Defining Passwords that Expire after Failed Signon Attempts To define user passwords that expire after three consecutive failed sign onattempts, enter Y at the Auto-Expire Interval. The keyboard locks for 60seconds, the user password expires, and the value in the Extensions? field inthe MIS User Dictionary changes to X. If you enter N, the keyboard locks for 60 seconds but the values in thePassword Expiration Date and Extensions? fields remains the same. Reactivating Expired Passwords (Single Key systems only) The MEDITECH system allows you to reactivate expired passwords. You can use the PW Re-Use Interval parameter to reactivate a password for theoriginal user because he or she finds the password easy to remember. In addition, you can use the Reset 'Old' Passwords Routine to reactivate andrecycle a password that expired on a specific date (for example, 2 years ago).You can assign reactivated passwords to a new user. Note: If you do not enter a value at the PW Re-Use Interval parameter, youcannot reactivate expired passwords. Assigning System-Generated vs. User-Defined Passwords After password expiration, authorized users must be able to acquire newpasswords. You must select a password assignment method via the New PasswordsSpecified By parameter. You can assign user-defined passwords or system-generated password. Assigning User-Defined Passwords If your organization assigns user-defined passwords, the system asks each userto enter a new password when the password expiration date arrives. Users mustadhere to the format and minimum length defined in the MIS parameters. Inaddition, users can enter only acceptable characters (the 26 letters of thealphabet and the digits zero to nine). For Single Key systems, passwords mustbe unique. For security, the characters do not appear when a user enters a new password.


In addition, the system requires the user to re-enter the new password. Thesystem allows the user to proceed only if the two entries match. For information on how to reactivate expired passwords, see the section titled"Re-using Old Passwords." Assigning System-Generated Passwords If your organization assigns system-generated passwords, the system asks thenew user to accept a new password when the password expiration date arrives. Ifthe user accepts the new password, the new password appears on the screen for afew seconds only. The user must then enter the new password exactly as itappeared. If the user does not enter the password correctly, an error message appears,and the password becomes unavailable. If your organization assigns system-assigned passwords, you must enter a value at the MIS Password Formatparameter. Defining Password Formats Use the MIS Password Format parameter to define the format of user passwords.Enter A for alphanumeric characters and N for digits only. For example, if youenter AANN, passwords must include two alphabetical characters followed by twodigits (for example, PR65). For user-defined passwords, you must enter a value at either the PasswordFormat or the Password Minimum Length parameters. If you define a minimumlength, users can enter a password of any format (providing it meets or exceedsthe password minimum length). If your organization uses system-generated passwords, you must define apassword format. The system uses the format you define to randomly generatepasswords when current passwords expire. Defining the Minimum Length of Passwords The minimum password length you define depends on whether your organizationuses user-defined or system-generated passwords. For user-defined passwords,you define the length at the Password Minimum Length parameter. For system-generated passwords, the length of the value you enter at the Password Formatparameter defines the minimum length of the password. MEDITECH recommends that you consider the following when you define the minimumlength of passwords at your organization. * Number of users in your organization * Employee turnover rate


* Password turnover rate (that is, how frequently users acquire new passwords) For example, a small health care organization might require a minimum passwordlength of only three characters. However, a large hospital that regularlyassigns new passwords might require a minimum password length of fivecharacters. Note: In Single Key systems, you can use the Reset 'Old' Passwords Routine toreset expired passwords. Expired passwords are then available for reassignment. Listing Changes to Passwords You can use the following routines to list changes made to passwords. Thefollowing routines list password changes by user, time, or device. To List ChangesAccording to the Use this Routine------------------------ ------------------------------------User who made the change Print Password Audit Trail By User Date and time of change Print Password Audit Trail By Time Device on which the Print Password Audit Trail By Deviceuser made the change For more information, see the documentation for each routine. Emulating Users Use this routine to allow a specific user to sign onto the system as anotheruser. (This routine does not exist on a standard menu. You must add thisroutine to a custom menu via DPM Z.emulate.user.) For example, if User A emulates User B, User A sees the same information thatUser B sees (for example, menus), but User A does not see User B's password.User A enters either User B's mnemonic or name to emulate him or her. To prevent emulation of a specific user at your organization, use the RestrictEmulation prompt in the MIS User Dictionary. The system then prevents users atall access levels from emulating that user. Network authenticated sites that emulate users might compromise security. Listing Emulation Activity You can use the List Emulation routines to print emulation activity. (You mustplace these routines on a custom menu.) The List Users Who Were Emulated Routine (MIS.USER.list.emulated.users) lists


users who were emulated by a specific user. The List Users Who EmulatedOther Users (MIS.USER.list.emulating.users) Routine lists users who emulateda specific user. Note: User Activity Logs associate emulation activity with the emulated user.You must cross-reference activity logs with the List Emulation reports todiscover which user actually performed the activity. Encrypting Passwords Use the Encrypt Passwords parameter to encrypt user passwords and storedinternally in a coded format. Neither users nor MEDITECH can decipher encryptedpasswords. The Password field in the MIS User Dictionary displays only asterisks (*). Thefield does not indicate the password length. If your organization encryptspasswords, you must assign new passwords to users who forget their passwords. Hiding Passwords If you do not want to encrypt user passwords, but you want to hide them fromusers who edit the MIS User Dictionary, enter Y at the Hide Passwordsparameter. The Password field in the MIS User Dictionary displays onlyasterisks (*). If a user forgets his or her password, MEDITECH staff canretrieve it internally. If you enter N at both the Encrypt Passwords and Hide Passwords parameters,users passwords appear in the Password field. Echoing User IDs Use this parameter to control whether the User ID prompt on the sign on screendisplays the characters the user enters during signon. If you enter Y, each character the user types appears in the User ID field. Ifyou enter N, nothing appears in the field during signon. Using Password Routines on Custom Menus For Double Key systems, you can assign the Assign One Time Use Password(Z.assign.pw) and Expire Own Password (MIS.USER.expire.own.pw) routines tocustom menus. Assigning One Time Use Passwords You can assign the Assign One Time Use Password Routine to a custom menu toassign a new password to a user after his or her password expires.


When a use password expires, you can run this routine to assign a new passwordthat expires immediately after one entry. The user then selects or receives anew password. Note: When you enter a new user via the MIS User Dictionary, this routine runsautomatically when you enter a value at the Password prompt. Allowing Users to Invalidate Their Own Passwords You can assign the Expire Own Password Routine to a custom menu to allow usersto invalidate their passwords and obtain new ones. Your organization can usethis routine to allow users to control password expiration without providingthem access to the MIS User Dictionary. To use this routine, a user must first enter his or her current password toexpire it. The next time the user signs onto the system, he or she can selector receive a new password. Note: A user can invalidate his or her own password via this routine only.

Managing Terminals (1.1) Page 9

1.1: Managing Terminals

In addition to controlling access to MEDITECH applications in the UserDictionary, you can also control access at specific terminals. Terminals canbe restricted at a variety of levels. For example, you can restrict aterminal used to admit patients to the Admissions application. You mightrestrict the terminals you use for training to a test directory. Because the user and the terminal being used can have different restrictions,the most restrictive case always applies. For example, even though aterminal allows unrestricted access, the user is still restricted to theapplications authorized in the MIS User Dictionary. Remember that access toapplications is directory and password-specific, dependent on the MIS UserDictionary. Entering Terminal Restrictions You can restrict access at a specific terminal through routines on theOperating Systems Utilities Main Menu. At this menu: 1) Select the System Management Menu. 2) Select the Enter/Edit Devices Routine. Note: For more information about this routine, see the section titled "Enter/Edit Devices" in the MAGIC Operating System Utilities manual. On the Enter/Edit Devices screen, the level of restriction you want to apply toa device determines your responses to the following three prompts: * Segment? * Directory? * Program? If you leave these three prompts blank, the terminal is not restricted; eachuser must identify the desired segment, directory and program when signing on.Users are limited only by restrictions set up in the User Dictionary. However, using the above prompts you can restrict a terminal to: * multiple directories (test and live) * a single directory (test or live)


* a single MIS * a single application * a single application database To restrict a terminal, you first enter the appropriate segment and directory.You can then enter one of the following programs: * Z.sign.on - to restrict a terminal to a single MIS directory (TEST.MIS or LIVE.MIS directory) * MIS.signon - to allow access to both directories Restricting a Terminal to a Single Directory To restrict a terminal to a single directory, you first enter the appropriatesegment and directory. You then enter Z.sign.on at the Program? prompt. For example: Segment? A Directory? TEST.MIS (restricts the terminal to the test directory) Program? Z.sign.on The above responses restricts the selected terminal to the test directory. Auser signing on to the terminal can still choose the appropriate application. Adding Further Restrictions You can further restrict a terminal by following the Z.sign.on program withthe following: * an MIS database (if the directory supports more than one MIS database). If a directory supports only one MIS database, enter nil (""). * an application or an application database mnemonic. If you enter an MIS database argument, you must enter a second argument. You can use the above arguments in one of the following ways: To restrict a terminal to an application (for example, the PP applicationdatabase) with only one facility, you would enter the following at the


Program? prompt: Z.sign.on("","application database.billing mnemonic") For example: Z.sign.on("","PP.CBM") To restrict a terminal to an application with multiple facilities, you wouldenter: Z.sign.on("","application database") For example: Z.sign.on("","PP") To restrict a terminal to a single application database with multiplefacilities, you would enter: Z.sign.on("","application database") For example: Z.sign.on("","PP.FAC") Note: The MIS database (if more than one) appears as the first argument. quotes. The application (or application database) to which the terminal is restricted appears in the second argument. Allowing Access to Both Test and Live Directories Terminals that require access to both TEST.MIS and LIVE.MIS directories can becontrolled via the MIS.signon program. For example: Segment? A Directory? TEST.MIS or LIVE.MIS Program? MIS.signon Users who sign on to the terminal can select the directory.

Overview of User Dictionary and Access Routines (2) Page 12

Chapter 2: Overview of User Dictionary and Access Routines

The following table describes the tasks and routines associated with the UserDictionary and access routines. To Use----------------------------------- -----------------------------------Enter and edit user information User Dictionaryfor your MEDITECH InformationSystem (MIS). List user information. List User Dictionary Print a report of security List Users By Security Group Routinegroup member's information except for User ID and password. Change a user's screen colors for Enter/Edit Colors Routineall modules. Print a report of changes made to Print User Audit Trail RoutineUser Dictionary entries. Copy Access Dictionary information Copy Access Dictionariesfrom one user to another. Add or delete access to an Update Database Access Routineapplication database, menu,and MAGIC Key Menu forone or more security groupsand/or individual users.

Enter/Edit User Dictionary (2.1) Page 13

2.1: Enter/Edit User Dictionary

Use the MIS User Dictionary to enter and edit user information for yourMEDITECH Information System (MIS). Since your MEDITECH system may consist ofseveral modules, the data stored in this dictionary affects the entire systemand the users' ability to access this system. Note: This dictionary controls access privileges of users. Because you cangrant and/or deny user access to your MEDITECH system, access to thisdictionary should be limited to a small number of users. General MIS User Dictionary Screen This screen allows you to specify for each user * mnemonic, active status, full name, monogram for identification on narrow reports, alias for identification if the user has changed names * mnemonic and name of supervisor, and whether the user is a supervisor and, if so, the mnemonic of a distribution group consisting of employees who are supervised by this user * office location and/or phone number or extension * whether the user is able to fax and send remote mail to recipients * user identification, password, password expiration date, and whether to allow this user a new password when the current password expires * whether the system allows other users to emulate this user * the maximum number of simultaneous sign-on sessions the system allows this user * security level that the system allows this user (for example, OWN) * automatic application database Lookup at sign on * whether this user can access the Dictionary Mass Edit and Dictionary Quick Edit routines and if so, which dictionary that they can access using those routines * number of entries to display on Lookup screens (system default appears to the right) * security groups to which this user is either a member or authorized to edit a member's MIS User Dictionary entry * distribution groups that include this user * license plate identification and state to which the automobile is registered


Changing a User's Name (Aliases) If a user marries and changes his or her name, update the Name prompt andenter the user's old name at the Alias prompt. These prompts allow you toidentify this user using either the new or original name while maintaining up-to-date information for this user. Users who have been assigned aliases may be identified by either name in anyroutine that allows you to enter a user's name. If you enter the alias, thenew name appears and is marked with an asterisk ("*") as a reminder that theuser's name has changed. If you enter the new name, however, there is noindication that the user has an alias. Parameter-Defined Labels The wording of three of the prompts on this screen is defined in your MISParameters. Therefore, the following three prompts may not have the same namesin your system as in this documentation: * Supervisor * Is User A Supervisor? * Office Regardless of the labels, the purposes of each of these prompts are the same. Passwords Each user must be assigned a password. If your health care organization is setup as Double Key, User IDs are also required. For more information, see thesection titled "Passwords and Security Management." Displaying Application Databases on Lookup Screens During the Sign-onProcess The system can automatically display a Lookup of the user's authorizedapplication databases after the user enters his or her password. Then, the userneeds only to enter the number that corresponds to the application databasethat they want to access. To set up this feature, enter Y at the AUTO SIGN-ON Lookup? prompt on Generalscreen of the User Dictionary. This Lookup only displays the applicationdatabases that this user access on the Applications Menu screen of the MIS UserDictionary. NOTE: If the user is only authorized to access one application database, no Lookup appears. Instead, that module starts immediately after


the user enters their password. +--------------------------------------------------------------------------------------------+| Enter/Edit Users ||============================================================================================||Mnemonic Last Edited by on || ||Active? ||Name Monogram s || ||Supervisor ||Is User a Supervisor ibution Group ||Location Phone Fax Access || ||Domain Network Username NT Authentication Enabled || || || ||User ID Restrict Emulation Logons Allowed ||Password Expiration Date Extensions? || ||Security Level Allow User Dictionary Mass/Quick E onaries || ||Auto Sign-On Lookup? ||# Lookup Entries tem Default || ||User Security Groups Edit? Distribution Groups License State || || |+--------------------------------------------------------------------------------------------+

Mnemonic Enter a unique mnemonic code to identify the entry you want to create or edit. Lookup: Entries in this dictionary To view active entries only, press <Lookup>. To view active and inactive entries, type /B and press <Lookup>. Partial Lookups are available. For example, to display a Lookup of active and inactive dictionary entries whose mnemonics begin with G, type G/B and press <Lookup>. -- Entering an Existing Mnemonic -- If you enter an existing mnemonic, the system displays


all previously entered information for the dictionary entry. You can then edit this dictionary entry. -- Entering a New Mnemonic -- If you enter a new mnemonic, a prompt appears asking if you want to create a new entry. If you create a new entry, you can then enter the dictionary information at the prompts. If you do not create a new entry, the Mnemonic prompt clears and you can enter a different mnemonic.

Active If you want this entry to be active, enter Y. Active entries are eligible responses at prompts that refer to this dictionary. Users identify an active entry by typing its mnemonic or by using the Lookup. If you want this entry to be inactive, enter N. Inactive entries can be viewed in enter/edit dictionaries and listed in some list dictionaries.

Name Enter a name for the entry. This name can appear in Lookups and on reports to further define this dictionary entry.

Monogram On certain reports and printouts generated by MEDITECH applications, the 10 characters allowed for the user's mnemonic will not fit. To solve this problem, you assign each user a short (maximum of three characters) identifier at this prompt, which identifies the user on narrow or crowded reports and screens. The monogram can consist of any combination of letters, numbers and punctuation. Unlike mnemonics, monograms need not be unique.

Alias Enter an optional additional name for the selected user, using the LASTNAME,FIRSTNAME REST format and up to 20 characters of free text. Users can use either this or the name defined at the NAME prompt to identify a user.


This feature is especially useful if employees marry and you want to allow other users to identify them by their former names. Enter the new name at the NAME prompt, and the former name at the ALIAS prompt.

Supervisor Enter the mnemonic of the supervisor of the selected user. The supervisor's name appears to the right. Lookup: MIS User Dictionary This prompt allows you to set up an employee hierarchy and create distribution groups that consist of the employees who are supervised by the same supervisor. Note: The wording of the prompt is defined in your MIS Parameters. Therefore, this prompt may be called something other than SUPERVISOR. Regardless of the label, the purpose of this prompt is the same.

Is User A Supervisor? If the selected user is a supervisor, enter Y; otherwise, enter N. If you enter Y at this prompt, you can specify a Distribution Group that will consist of all users who are subsequently assigned to the selected supervisor. If you enter N at this prompt, the routine skips the Distribution Group prompt. Note: The wording of the prompt is defined in your MIS Parameters. Therefore, this prompt may be called something other than Is User A Supervisor?. Regardless of the label, the purpose of this prompt is the same.

Distribution Group If Y appears at the Is User A Supervisor? prompt, the cursor stops at this prompt. To create a supervisor's distribution group, enter a mnemonic at this prompt. This can be either the mnemonic of an existing distribution group or the mnemonic of a new distribution group


Lookup: MIS Distribution Group Dictionary The distribution group whose mnemonic appears here will consist of all users who are subsequently assigned to the selected supervisor.

Location Enter the mnemonic of the office location to which the selected user is permanently assigned. Lookup: MIS User Location Dictionary entries that are permanent locations (see the Allow in User Dictionary? prompt in the MIS User Location Dictionary) Note: The wording of the prompt is defined in your MIS Parameters. Therefore, this prompt may be called something other than OFFICE. Regardless of the label, the purpose of this prompt is the same.

Phone Enter the phone number or phone extension of the user, using up to 18 characters of free text.

Fax Access When a user tries to send a FAX, the access level defined in the User Dictionary will be checked. The defined level determines whether or not the user is allowed to send faxes and the types of recipients that can be entered if the user is given access to the faxing feature. The values which can be entered for this field are: NONE The user has no fax access. If the user enters FAX or a fax type spool group at any Print on prompt, a message appears indicating that the user cannot use the faxing feature. DICT The user is allowed to send faxes to FAX recipients which reside in the following dictionaries: * Fax Recipient Dictionary * Fax Recipient Group Dictionary * Insurance Dictionary * Outside Location Dictionary


* Provider Dictionary * Vendor Dictionary ALL The user is allowed to send faxes to free text recipients as well as recipients in the following dictionaries: * Fax Recipient Dictionary * Fax Recipient Group Dictionary * Insurance Dictionary * Outside Location Dictionary * Provider Dictionary * Vendor Dictionary

NT User Name The value you entered at the Mnemonic prompt appears in upper case characters as the default response. You can edit this value for new users only. Enter the User Name defined in the network operating system. Users who log onto the system via the network operating system enter the network User Name entered during the log-on process. Note: This prompt appears only if your health care organization is converting to or has completed a conversion to network user authentication.

Restrict Emulation To prevent all other users from emulating this user, enter Y. To allow all other users (with access to the Emulate User Routine) to emulate this user, enter N or leave this field blank.

Logons Allowed Enter the maximum number of devices (that is, terminals or PCs) from which you want to allow this user to log onto the MEDITECH system simultaneously. For example, to allow this user to log onto a maximum of two devices simultaneously, enter 2. This user can then log onto the MEDITECH system from two terminals or PCs at the same time.


If you enter 2, the system does not allow the user to log onto a third device. If this user logs onto the system from a third terminal or PC, a warning message appears. To allow this user to log onto only one device, enter 1. If you leave this field blank, this user can log onto as many devices as he or she wants.

Password Use free text to enter the password you want this user to enter to log onto the MEDITECH system. If your organization uses network operating system passwords to authenticate users, you cannot enter a value. -- System-Generated Passwords -- System-generated passwords automatically appear here. The system automatically generates passwords that conform to the MEDITECH-defined format. To edit a system-assigned password, delete it and enter N. The system generates and displays a new password here. -- User-Defined Passwords -- Enter up to 20 alphanumeric characters (exclude spaces and special characters). A user-defined password must be different from the user mnemonic. If you enter a password that is assigned to another user, you must enter a different password. Note: MEDITECH defines whether passwords are system- generated or user-defined. MEDITECH also defines the format for system-defined passwords and the minimum number of characters for user-defined passwords.

Expiration Date If a date appears here, it indicates when this user will have to obtain a new password or be prevented from signing on (see the Extensions? prompt).


--How This Date is Calculated-- If a value has been entered into the MIS PASSWORD CHANGE INTERVAL parameter, an expiration date appears here when the user is initially entered into the User Dictionary, and later whenever the user's password is changed. The date is calculated as follows: Date password Password Change Interval Expiration entered/changed + (from) MIS Parameters = date For example, if a user is entered into the User Dictionary on April 1, and the password change interval is set to 30 days, the expiration date would be May 1. If the user obtains a new password, a new expiration date is set again by adding the number of days in the change interval to the date on which the password is assigned. --Editing This Date-- Note that authorized users can edit the expiration date on this screen and in the Change Expiration Dates Routine. If you never want this user's password to expire, simply delete any expiration date that appears here.

Extensions? To allow the system to assign a new password to this user when his or her password expires, enter Y. To prevent the system from assigning a new password to this user, enter N. Note: You can access this prompt only if MEDITECH defined the number of days for which passwords are valid. For example, if passwords are valid for 30 days, this user must change his or her password on the 31st day. For more information, see the section titled "Password and Security Management."

Security Level Enter the first letter of one of the following security


levels for this user. The security level controls the extent to which this user can enter or change other users' information in the MIS User Dictionary. Security level Description -------------- ------------------------------------- NONE The user cannot access information in the User Dictionary. OWN The user can only change his or her own information in the User Dictionary. GROUP The user can change information for all other users in groups to which he or she has edit capabilities. These groups are defined at the User Security Group prompt; the edit prompt associated with the security group must be set to 'Y' to give the user edit capabilities. ALL The user can change information for all users. Since a user with this security level can change information for all users, it is unnecessary to assign this user to user groups to provide edit capabilities. RESTRICTED The user can change non-password specific information for all users. You can restrict access to user dictionary screens via the Restricted User Page Access E/E screen. On this screen, you can grant this user editing privileges to specific MIS User Dictionary screens. To allow this user to edit the screen, enter Y in the Edit? prompt next to the screen name. To prevent this user from editing or viewing a screen, enter N at the Edit? prompt. If the Edit? prompt is set to 'N' for the General Information screen, this screen appears when the user accesses


the User Dictionary. However after the user enters a mnemonic, a screen appears listing the screens to which the user has access, or the one screen to which the user has access appears. For routines that have a security level restricted, a restricted user has the same access of a user assigned NONE. A restricted user cannot edit or view password information on the General Information screen. Note: Users cannot grant higher security levels to themselves or other users. For example, a user with security level of OWN cannot change their security level to GROUP or ALL. Only users with a security level of ALL can change another user's security level to ALL.

Auto Sign-On Lookup? If you want a Lookup of possible application databases to appear for this user whenever he/she enters his/her his password, enter Y; otherwise, enter N. Users are assigned to application databases on Screen 2 of the User Dictionary.

Allow Dictionary Mass/Quick Edit? To allow this user access to the Dictionary Mass Edit and Dictionary Quick Edit routines, enter Y. The cursor moves to the Dictionaries prompt. At the Dictionaries prompt, you specify which dictionaries this user can edit using the Dictionary Mass Edit and Dictionary Quick Edit routines. To deny this user access to these routines, enter N. The cursor skips the Dictionaries prompt.

Dictionaries


The cursor stops here only if the prompt Allow Dictionary Mass/Quick Edit? is set to Y. Enter the DPM of any dictionary which this user is authorized to edit via the Dictionary Mass Edit or Dictionary Quick Edit routines. Enter ALL to allow the user access to all dictionaries available for the Mass/Quick Edit feature. Lookup: Dictionary DPMs NOTE: The dictionaries the user is able to edit will always be restricted to the databases they've been given access to within the User Dictionary. Also, note that a user who is responsible for editing the MIS User Dictionary DPM must have a security level of ALL.

# Lookup Entries Enter the number of items that you want to appear on the Lookup screens when this user accesses the Lookup function. Note: For workstation 4.x, enter a number between 5 and 20. For earlier workstation versions, enter a number between 5 and 23. To allow the default number of items to appear on the Lookup screens, leave this field blank. The default number is defined by an MIS parameter and appears to the right in the System Default field. The Lookup function is available at various fields in most MEDITECH applications. A Lookup screen is always available at a field that references a dictionary. This function provides a screen of responses from which the user chooses. To access a Lookup from a field, press <F9>.

User Security Groups Enter the mnemonics of security groups of which this user is either a member or is authorized to edit. Security groups are defined in the Security Group Dictionary. Lookup: MIS Security Group Dictionary Caution


The user responsible for editing MIS User Dictionary information for a security group must be assigned one of the following: * a member of the security group with a Y in the Edit? prompt * have a security level of ALL For example, a user responsible for assigning passwords for the Pharmacy security group but for no other groups must be a member of the Pharmacy security group and granted edit privileges for the group (via the Edit? prompt). To authorize a user to edit all other users, grant this user a security level of ALL. By granting this user edit privileges (for some or all security groups), you authorize them to: * change User Dictionary information (except for Security Level) * complete the following password management routines for the specified security groups - Change Password Expiration Dates - Change Secondary Passwords by Group For more information, see the section titled "Security Group Dictionary."

Edit? To grant this user edit privileges for the user security group, enter Y. This user is authorized to change the MIS User Dictionary information for the group (listed at the User Security Group prompt). To deny this user edit privileges, enter N. Notes: The cursor stops at this field only if your security level is ALL (that is, the security level of the user editing this dictionary - not the user whom you are editing). Also note that if your security level is GROUP, Y or N


automatically appears in the Edit? field. You cannot change the response in the Edit? field For more information, see the documentation of the Security Level prompt.

Distribution Groups At this prompt, all distribution groups to which this user belongs appear. To delete the user from a distribution group, move the cursor to the group's mnemonic and delete it. To add the user to a distribution group, press <End> to move to the bottom of the list and enter the mnemonic of the distribution group. Lookup: MIS Distribution Group Dictionary

License Enter one or more license plate numbers for this user's automobile. You can use a maximum of 10 characters of free text. If you enter a license plate number, the cursor advances to the State prompt. If you leave this prompt blank, the routine ignores the State prompt.

State Enter the two-letter abbreviation of the state in which the automobile is registered. If you leave the LICENSE prompt blank, the cursor ignores this prompt.

Initialize User from Another User (2.1.1) Page 27

2.1.1: Initialize User from Another User

Use this routine to define a new entry in the MIS User Dictionary based on thecontent of an existing entry. After you select an existing user, the information for that user appears on theEnter/Edit User Dictionary screen. You can then modify the information asneeded for the new user. This screen appears when you create a new user in the Enter/Edit MIS UserDictionary Routine, after you enter a mnemonic for the new user. |===============================================================================||Initialize from User || ||Copy Distribution Groups? |+-------------------------------------------------------------------------------+

Initialize From User To copy information from an existing user to this new User Dictionary entry, enter the existing user. Lookup: MIS User Dictionary To manually enter information for the new user, press <Enter> to return to the Enter/Edit Users screen.

Copy Distribution Groups? To include the distribution groups to which this user belongs in the information copied to the new User Dictionary entry, enter Y. Otherwise, enter N.

Application Menus Screen (2.1.2) Page 28

2.1.2: Application Menus Screen

Use the Application Menus screen of the MIS User Dictionary to define theapplication databases (that is, modules) to which this user has access. Foreach application database you list on this screen, you define this user'sinitial screen. This screen can be a menu or procedure and appears after theuser signs onto the module. Some users may be authorized access to all routines in a module. However, mostusers are restricted to only those routines that pertain to their job. To limitthis user's access to a specific routine, enter P at the M/P prompt. For this user, this screen allows you to define: * application databases to which this user has access * routines in a module to which this user cannot sign onto, but the user has access to the routines via a custom menu * the main menu or procedure (routine) that appears after the user signs onto the module (accesses the application database) * the menu or procedure that this user can access for each application database when the user presses the MAGIC Key * the Abstract Tape Service and Tape Code if this user accesses the Case Mix/Abstracting Option * the facilities to which this user has access for facility-sensitive application databases (for example, Admissions, Medical Records, Laboratory, and Nursing) * the facilities in which this user cannot access MRI patient visit data Note: For modules designed for the new user interface supplied by Workstation4.N (for example, POE, EDM, and RXM), you can enter DESKTOP at the Styleprompt. This response overrides the response at the Default Menu Style prompt(top of this screen) and allows the user to access desktops and cascadingmenus. Granting This User Access to an Entire Module Some users require access to an entire module (that is, all routines availablein that specific module). However, most users are allowed access to only thoseroutines that pertain to their job by assigning them a custom menu. To allow this user access to an entire module, enter the application databaseat the Appl DB prompt, and the menu at the Menu or Procedure prompt. Ifapplicable, enter the menu at the MAGIC Key Menu or Procedure prompt.


Granting This User Limited Access to a Routine in Another Module For some users, you want to limit a user's access to a particular routine ormenu, but prevent that user from signing onto the module. In this case, you canenter the routine or menu on a custom menu and allow the user access to thatcustom menu. For example, a user has access to a custom Case Mix/Abstracting Menu thatincludes the List Incomplete Records Routine from the Medical Records Module(MRI). Allowing this user access to this report routine, the user can print areport of incomplete records without signing onto the standard MRI Module. To allow the user access to an application database only so that its routinesor menus can be added to the user's custom menu, enter the application databaseat the Appl DB prompt and enter an asterisk (*) at the Menu or Procedureprompt. For example, to give a user access to a routine from the Medical RecordsModule, enter MRI application database at the Appl DB prompt and * at the Menuor Procedure prompt. Note: To create custom menus via MEDITECH's Menu Customization Feature, see theCustom Menus chapter.


+--------------------------------------------------------------------------------------------+| Enter/Edit Users - Application Menus ||============================================================================================||Mnemonic: Name: Default Menu Style || ||Appl DB Type M/P Menu or Procedure/MAGIC Key Menu or Procedure Style || || || || || || || || || || || ||Default MAGIC Key Menu Style || || || ||ABS Tape Svc ABS Tape Code || || || ||ADM/MRI Facilities Restrict from MRI facility visits || || |+--------------------------------------------------------------------------------------------+

Default Menu Enter one of the following styles as the default menu style for this user: * DESKTOP * NUMERIC

Application Database Enter the mnemonic of each application database to which you want this user to have access. Lookup: MIS Application Database Dictionary When you enter a valid database mnemonic, the database's type automatically appears in the TYPE field for reference purposes. -- Authorizing Users of the OS Utilities Main Menu --


If you want to allow users to access the MAGIC Operating System's Utilities Main Menu, MEDITECH staff will enter EXT.OPS as an external application. Next, you would authorize users for this menu by entering EXT.OPS at this prompt, and MENU at the menu name prompt. Note that if security is enabled for the OS Utilities, the user must enter a separate, OS utilities password to access the menu. Note: This prompt references the term application database. Your MEDITECH system can have one or more application databases per module. If your system has more than one database, these databases are distinguished from each other via customer-defined mnemonics set up during installaion. For example, your organization may have three B/AR databases, named BAR.ABC, BAR.MNO, and BAR.XYZ.

TYPE The operating system type appears for reference: * $T * NPR * OTHE (for Other)

M/P The response at the M/P prompt controls whether this user accesses a menu or procedure (routine) immediately after signing onto the application database. If the user accesses Enter -------------------- ----- Menu M Procedure P After responding to the M/P prompt, enter the menu or procedure name at the Menu or Procedure prompt. If you entered M at this prompt, the Lookup for the next prompt displays a list of menus for the application database (Appl DB prompt). Likewise, if you entered


a P at this prompt, the Lookup for the next prompt displays a list of procedures for the application database. After the user signs onto the module, the menu or procedure (entered at the Menu or Procedure prompt) appears as the default sign-on screen.

Menu or Procedure Identify the menu or procedure name that the user initially accesses (the default screen) after signing onto the module. Lookup: List of menus or procedures (dependent on the response you entered at the M/P prompt) available for the application database entered at the Appl DB prompt. If you entered M at the M/P prompt, you identify a menu at this prompt. Likewise, if you entered a P at the M/P prompt, you identify a procedure at this prompt. For example, if you identify the menu main.menu, the standard main menu for the module appears after the user signs into the ABS.LIVE application database. However, if you identify the procedure ABS.PAT.process, the Process a Patient Abstract screen appears. -- Access to Other Modules' Menus and Routines -- To prevent the user from directly signing onto the NPR Module, but allow the user access to the Module's routines and menu from another module's custom menu, enter an asterisk (*) at this prompt. Note that MEDITECH creates a set of standard menus for each module. You can create custom menus in the NPR Module (custom menus begin with the prefix "zcus"). For example, if someone in the billing department needs access to the Case Mix/Abstracting Option via the B/AR main.menu, perform these steps. 1) Create a custom menu that is in the B/AR module (for example, BAR.zcus.abs.menu). 2) On the custom menu (BAR.zcus.abs.menu), enter the choice ABS.main.menu. 3) In the MIS User Dictionary at the MAGIC Key Menu or


Procedure prompt, enter BAR.zcus.abs.menu for the B/AR application database. 4) For the Case Mix/Abstracting (ABS) module, enter * at the Menu or Procedure prompt.

Style Enter one of the following menu styles to which you want this user to have access within the specified application database: * DESKTOP * NUMERIC Note: For modules that make use of the new user interface supplied by Workstation 4.N (for example, POE, EDM, and RXM), enter DESKTOP to override the response entered at the Default Menu Style prompt (top of this screen).

M/P (MAGIC Key) The response at the M/P prompt controls whether this user accesses a menu or procedure (routine) while signed onto the application database. If the user accesses Enter -------------------- ----- Menu M Procedure P After responding to the M/P prompt, enter the menu or procedure name at the MAGIC Key Menu or Procedure prompt. If you entered M at this prompt, the Lookup for the next prompt displays a list of menus for the application database (Appl DB prompt). Likewise, if you entered a P at this prompt, the Lookup for the next prompt displays a list of procedures for the application database. When the user presses the MAGIC Key, the menu or procedure (entered at the MAGIC Key Menu or Procedure prompt) appears.

MAGIC Key Menu or Procedure Identify the menu or procedure name that the user has


access to when the user presses the MAGIC key. Lookup: List of menus or procedures (dependent on the response you entered in the M/P prompt) available for the application database entered at the Appl DB prompt. If you entered M at the M/P prompt, you identify a menu. Likewise, if you entered a P at the M/P prompt, you identify a procedure. For example, if you identify the menu main.menu, the standard main menu for the module appears when the user presses the MAGIC Key while signed into the ABS.LIVE application database. However, if you identify the procedure ABS.PAT.process, the Process a Patient Abstract screen appears. -- Access to Other Applications' Menus and Routines -- To prevent the user from directly accessing NPR Module's menu or routine via the MAGIC Key, but allow the user access to the Module's routines and menu from another module's custom menu, enter an asterisk (*) at this prompt. Note that MEDITECH creates a set of standard menus for each module. You can create custom menus in the NPR Module (custom menus begin with the prefix "zcus"). For example, if someone in the billing department needs access to the Case Mix/Abstracting Option via the B/AR MAGIC Key Menu, perform these steps. 1) Create a custom menu that is in the B/AR module (for example, BAR.zcus.abs.menu). 2) On the custom menu (BAR.zcus.abs.menu), enter the choice ABS.main.menu. 3) In the MIS User Dictionary at the MAGIC Key Menu or Procedure prompt, enter BAR.zcus.abs.menu for the B/AR application database. 4) For the Case Mix/Abstracting (ABS) module, enter * at the MAGIC Key Menu or Procedure prompt.

Dft Magic Key Menu Identify the menu that the system assigns as this user's default MAGIC Key Menu. Whenever the user presses the


MAGIC Key in a module, this menu appears. Lookup: MIS menus (standard and custom)

Style Enter either "Numeric" or "Desktop" as the Style. The Default Magic Menu must be created as either Numeric or Desktop within Customer NPR. If the menu does not match the defined Style, an error message displays.

ABS Tape Svc Enter the mnemonic for the abstract tape service (if applicable). The Abstract Tape Service Dictionary defines this default abstract tape service that automatically appears in this field. To keep this response, press <Enter>. To enter another mnemonic, delete the default response and enter the mnemonic that corresponds to the abstract tape service for this user. Lookup: MIS Tape Service Dictionary Note: Only response to this prompt if this user has access to the Case Mix/Abstracting application database. If this user does not have access to that application database, leave this field blank.

ABS TAPE CODE Enter the appropriate abstract tape code (as established by the tape agency) for this dictionary entry. This is a required field if you entered an abstract tape service at the previous prompt. If the user is not authorized to access the Case Mix/Abstracting Option, skip this prompt. NOTE: For US hospitals, you can enter up to 8 characters. For Canadian hospitals, enter 1 character.

Adm/Mri Facilities Enter the mnemonics of the facilities to which you want the user to have access. Facility mnemonics are defined for your system by MEDITECH. Lookup: MIS Facility Dictionary


If only one facility is entered here, the user signs on directly to that facility when accessing one of the multiple-facility applications (ADM, LAB, MRI, NUR, OE, PHA). Users with access to more than one facility are prompted to select a facility at sign-on. Note: The cursor only stops at this prompt if you entered an application (at the APPL DB prompt) that allows for multiple facilities. If the routine brings you to this prompt, you must enter the mnemonic of at least one facility.

Restrict from MRI facility visits To prevent the user from accessing patient visit data at specific facilities in your health care organization, identify those facilities. For example, if your organization includes facilities A, B, and C, but you want the user to access patient records at facility A only, enter B and C. If you leave this field blank, no restrictions apply. Lookup: MIS Facility Dictionary Note: You can access this field only if the Multi- Facility parameter in the MIS Toolbox parameters is set to Y.

Clinical Information Screen (2.1.3) Page 37

2.1.3: Clinical Information Screen

Use this screen to define user access to patient information in the clinicalapplications. You can also use this screen to define whether you want thesystem to automatically print documents for users at their sign-on locations. Access to Patient Information You can use this screen to * associate users with providers * assign user access to - confidential patients - confidential information - patients at specific locations - patients in the Enterprise Medical Records (EMR) Module - all patients in the Patient Care Inquiry (PCI) Application - the Provider Workload Management (PWM) Application only - verify and confirm allergies - discharge by facility and desktop * restrict user access to Order Entry (OE) routines in all or specific departments * restrict the access of PCI users to the patients of specific providers and provider groups Access to Printers at Sign-On Locations You can also use this screen to define default values for the following: * the frequency with which the system automatically prints reports for providers * the number of days that records can remain incomplete before they appear on the MRI By Doctor and Days Outstanding Report * a printer on which the system automatically prints the following documents for users:


- MAGIC Office mail - Unsigned attestation statements - ADM Inpatient Report-Doctor Census List - PCI Rounds Report You can define whether you want users to print documents to the printerdefined for their sign-on locations or to another printer. In addition, you can allow the system to delete the mail for usersimmediately after they print their mail. +--------------------------------------------------------------------------------------------+| Enter/Edit Users - Clinical Information ||============================================================================================||Mnemonic: Name: || ||This user is Provider: || ||Access to Confidential patients? Direct Desktop Signon? ||Access to Confidential data? Enter Patient Allergies? ||Pt access Restricted by location? Confirm Patient Allergies? ||Access to OE routines for all departments? elected departments || || ||---Discharge Access--- ||Facility Desktop || || || ||Daily printing frequency ||Print Records Incomplete for last on Ignore Loc default || Print MAGIC Office Mail on Delete Mail? e Loc default ||Print Unsigned Attestations on Ignore Loc default || Print Census List on Ignore Loc default || Print Rounds Report on Ignore Loc default |+--------------------------------------------------------------------------------------------+

This user is Provider If this user is also a provider, identify the provider. The provider name appears in the field to the right of this field. Lookup: MIS Provider Dictionary Your health care organization initially uses the Admissions (ADM) Application to assign providers to


patients. When you define a user as a provider, your organization can use the Patient Care Inquiry (PCI) Application to assign providers access to additional patients. For example, you can use the PCI Security feature to define a consulting provider. For more information, see the section titled "Security Overview" in the PCI Maintenance Manual.

Access to Confidential patients? To assign this user access to both confidential and non- confidential patients in the Patient Care Inquiry (PCI) Application, enter Y. To prevent this user from accessing confidential patients, enter N. Note: Your health care organization defines confidential patients in the Admissions (ADM) Application.

Access to Confidential data? To assign this user access to confidential information for patients in the Patient Care Inquiry (PCI) Application, enter Y. To prevent the user from accessing confidential information for patients in PCI, enter N. Note: Your health care organization defines confidential information for patients via specific applications. For example, confidential procedures are defined in the Pathology (PTH) Application.

Pt access Restricted by location? To restrict the access of this user to patients at his or her sign-on location, enter Y. Restricted users can access only patients assigned to the locations associated with their terminal or client PC. For example, a restricted user at a terminal located in 1 East can access any patient on 1 East, but cannot access patients at other locations.


You can restrict user access in the following applications only: * Order Entry (OE) * Nursing (NUR) * Patient Care Inquiry (PCI) * Laboratory (LAB) (for Results Inquiry only) To allow users to access all patients, enter N.

Direct Desktop Signon? To allow providers to sign onto the Provider Workload Management (PWM) desktop directly from the MEDITECH Sign On screen, enter Y. To allow providers to sign onto all MEDITECH applications, including PWM, enter N, or leave the prompt blank. Note: You can access this field only if your health care organization assigns this user access to one PWM database via the Application Menus page in the MIS User Dictionary. If your organization does not assign this user access to a PWM database or assigns this user access to more than one PWM database, you cannot access this field.

Enter Patient Allergies? Use this field to define whether this user can verify allergies. Enter the type of access to the Enter/Edit Allergy/Adverse Reaction screens that you want to assign to this user. To allow this user to Enter Enter, edit, delete, and verify V allergies and adverse reactions View allergies and adverse N


reactions only Enter, edit, or delete unverified U allergies and adverse reactions only If you enter V, the user can enter, edit, and delete both verified and unverified allergies and adverse reactions. If you enter U, the user can enter or edit any Comment or Text fields for verified allergies (for example, the Enter/Edit Allergy Text screen that you access by entering Y in the Text field on the MRI Enter/Edit Patient Allergies screen). If you enter V or U, you can access the Confirm Patient Allergies field to define whether this user can confirm allergies.

Confirm Patient Allergies? To allow this user to confirm allergies, enter Y. To prohibit this user from confirming allergies, enter N. Note: You can access this field only if the Enter Patient Allergies field is set to V or U.

Access to OE routines for all departments? To assign this user access to all departments via the Order Entry (OE) Application, enter Y. To restrict user access to specific departments in the OE Application, enter N. The cursor moves to the Access to OE routines for selected departments field. Note: You can access this field only if you identify an OE database in the Appl DB field on the Application Menus screen of this dictionary.

Access to OE routines for selected departments Identify the specific departments to which you want to assign this user access via the Order Entry (OE) Application.


If you leave this field blank, this user cannot access any departments via the OE Application. Lookup: MIS Location Dictionary

Facility (Discharge Access) Use the Discharge Access multiple fields to define user access (by facility and desktop) to the MIS Discharge routine. To define access, you must enter one or more facilities and a corresponding a desktop. Enter one or more facilities for which you want to assign discharge access. Users can access the MIS Discharge Routine (from the corresponding desktop) for patients at these facilities. To prohibit discharge access for this user, leave this field blank. Lookup: MIS Facility Dictionary

Desktop (Discharge Access) You can access this field only if you enter a facility (in the Facility (Discharge Access) field). Use the Discharge Access multiple fields to define user access (by facility and desktop) to the MIS Discharge routine. To define access, you must enter one or more facilities and a corresponding a desktop. Enter the desktop for which you want to assign discharge access. Users can access the MIS Discharge Routine from this desktop for patients at these facilities. To prohibit discharge access for this user, leave the Facility field blank. Lookup: MIS Discharge Desktop Dictionary

Daily printing frequency


Use this field to define how frequently you want to allow the system to automatically print reports for the user when he or she uses a swipe card or the sign-on screen to sign onto a location. To Automatically Print Reports Enter ---------------------------------------- ----- Only the first time the user signs ONCE onto the system Each time the user signs onto the system ALL To prevent the system from automatically printing reports at any time, enter NONE.

Print Records Incomplete for last ___ days Enter the number of days you want to allow patient records for this user to remain incomplete before the records appear on the MRI List By Doctor and Days Outstanding Report. Note: The MRI Application uses the value you enter in this field to print the By Doctor and Days Outstanding report.

Print Records Incomplete on ___ Identify the default printer on which you want to print the MRI By Doctor and Days Outstanding Report. Lookup: MAGIC Operating System Device Dictionary

Ignore Loc default To override the default printer defined (via the MIS Location Dictionary) for the sign-on location of this user, enter Y. If you enter Y, reports print at the printer defined in the Print Records Incomplete on field, whether this user signs on via the Swipe Card or Physician Sign-In routine. To print reports on the printer defined for the sign-on location, enter N. If you enter N, reports print at the printer defined for


the sign-on location, whether this user signs on via the Swipe Card or Physician Sign-In routine.

Print MAGIC Office Mail on Identify the printer on which you want MAGIC Office mail for this user to print. Lookup: MAGIC Operating System Device Dictionary

Delete Mail? To automatically delete mail for this user immediately after printing it, enter Y. Otherwise, enter N.

Ignore Loc default To override the default printer defined (via the MIS Location Dictionary) for the sign-on location of this user, enter Y. If you enter Y, reports print at the printer defined in the Print MAGIC Office Mail on field, whether this user signs on via the Swipe Card or Physician Sign-In routines. To print reports on the printer defined for the sign-on location, enter N. If you enter N, reports print at the printer defined for the sign-on location, whether this user signs on via the Swipe Card or Physician Sign-In routine.

Print Unsigned Attestations on Identify the printer on which you want to print a list of unsigned attestation statements for this user. Lookup: MAGIC Operating System Device Dictionary Note: The unsigned attestation report is similar to the ABS List Patients on the ES Queue Report. However, the unsigned attestation report includes only Electronic Signature (ES) forms (that is, attestations statements) with an ES Status of UNSIGNED.


For more information, see the section titled "List Patients on ES Queue" in the Abstracting (ABS) Tapes, Forms, and Compiled Reports Manual.

Ignore Loc default To override the default printer defined (via the MIS Location Dictionary) for the sign-on location of this user, enter Y. If you enter Y, reports print at the printer defined in the Print Unsigned Attestations on field, whether this user signs on via the Swipe Card or Physician Sign-In routines. To print reports on the printer defined (via the MIS Location Dictionary) for the sign-on location, enter N. If you enter N, reports print at the printer defined for the sign-on location, whether this user signs on via the Swipe Card or Physician Sign-In routine.

Print Census List on Identify the printer on which you want to print the ADM Inpatient Report - Doctor Census for this user. Lookup: MAGIC Operating System Device Dictionary For more information, see the section titled "Inpatient Doctor Census" in the Admissions (ADM) Inpatient/Outpatient Lists and Reports Manual.

Ignore Loc default To override the default printer defined (via the MIS Location Dictionary) for the sign-on location of this user, enter Y. If you enter Y, reports print at the printer defined in the Print Census List on field, whether this user signs on via the Swipe Card or Physician Sign-In routines. To print reports on the printer defined for the sign-on location of this user, enter N. If you enter N, reports print at the printer defined for the sign-on location, whether this user signs on via the Swipe Card or Physician Sign-In routines.


Print Rounds Report on Identify the printer on which you want to print the Patient Care Inquiry (PCI) Rounds Report. Lookup: MAGIC Operating System Device Dictionary For more information, see the section titled "Select Rounds Report Providers" in the PCI User Manual.

Ignore Loc default To override the default printer defined (via the MIS Location Dictionary) for the sign-on location of this user, enter Y. If you enter Y, reports print at the printer defined in the Print Rounds Report on field, whether this user signs on via the Swipe Card or Physician Sign-In routines. To print reports on the printer defined for the sign-on location of this user, enter N. If you enter N, reports print at the printer defined for the sign-on location, whether this user signs on via the Swipe Card or Physician Sign-In routine.

Clinical Information Provider Screen (2.1.4) Page 47

2.1.4: Clinical Information Provider Screen

Use this screen of the User Dictionary to define, for the selected user, theoptions available to the user when using the Sign Up function in ClinicalReview (EPS) or PCM to add or remove himself or herself as the Physician ofRecord within a patient task. +--------------------------------------------------------------------------------------------+| Enter/Edit Users - Clinical Information Provider ||============================================================================================||Mnemonic: Name: || ||Access to PWM Sign Up || || || || ||PCI use restricted to lists belonging to: Assigned patients only? || Provider Name Insurance Name || || || Provider Insurance || Group Name Group Name || || |+--------------------------------------------------------------------------------------------+

Access to PWM Sign Up Enter the options that are available for this provider when adding or removing themself as the Physician of Record via the Sign Up function in Clinical Review or PCM. The values entered in this field appear as available options for this provider when using the Sign Up function (for example, in the Physician Desktop). Lookup: Available choices, as defined in the Allow To field in the MIS Parameters (an MIS Toolbox routine). Depending on the values defined in the Allow To parameter, some or all of the following choices may be available: * Add/Replace Admitting * Add/Replace Attending


* Add/Replace Consulting * Add/Replace Family * Add/Replace Other * Add/Replace PCP * Remove Consulting * Remove Family * Remove Other * Remove PCP If you do not want this provider to be able to access the Sign Up function, leave this field blank. If this field is left blank, the Sign Up function button does not appear for this provider. Note: In the Sign Up feature, you cannot remove an Admitting or Attending physician, as both are requirements for ADM.

PCI use restricted to lists belonging to: Provider Identify the providers for whom you want to assign the user access to patient information in the Patient Care Inquiry (PCI) Application. The names of the providers you identify appear in the field to the right of this field. To Assign the User Access to Information for Identify the ------------------------- ------------- All patients (Leave this field blank) His or her patients only User Patients of other providers Providers Lookup: MIS Provider Dictionary

PCI use restricted to lists belonging to: Provider Group


Identify the provider groups to which you want to assign the user access in the Patient Care Inquiry (PCI) Application. The names of the provider groups appear in the field to the right of this field. To include all provider groups, leave this field blank. Lookup: MIS Provider Group Dictionary

Assigned patients only? To assign this user access (via the Patient Care Inquiry Application) only to patients assigned to the providers and provider groups you identified in the Provider and Provider Group fields, enter Y. To assign the user access (via PCI) to both assigned and unassigned patients for the providers and provider groups you identified, enter N. For example, you may want to assign this user access to patients that are not assigned to the provider but are on the provider list.

Insurance Enter the insurances to which this user has access in the PCI Application when attempting to identify a patient by insurance. Patients who have one or more of these insurances will appear on the Lookup when this user attempts to identify a patient via the PCI Identify Patient by Insurance/Insurance Group Routine (unless otherwise determined by existing confidential and facility access restrictions defined for this user) . Lookup: MIS Insurance Dictionary Note: This parameter affects only the information available to this user via the PCI Identify Patient by Insurance/Insurance Group Routine. It does not affect this user's access to patient information in any other routine or application.

Insurance Group Enter the insurance groups to which this user has access in the PCI Application when attempting to identify a patient by insurance.


Patients who are associated with one or more of these insurance groups will appear on the Lookup when this user attempts to identify a patient via the PCI Identify Patient by Insurance/Insurance Group Routine (unless otherwise determined by existing confidential and facility access restrictions defined for this user) . Lookup: MIS Insurance Group Dictionary Note: This parameter affects only the information available to this user via the PCI Identify Patient by Insurance/Insurance Group Routine. It does not affect this user's access to patient information in any other routine or application.

MAGIC Office Screen (2.1.5) Page 51

2.1.5: MAGIC Office Screen

Use the MAGIC Office screen of the MIS User Dictionary to define user access tothe MEDITECH MAGIC Office (MOX) system. You can use this screen to identify thethe sign-in screen (that is, the Customer-Defined Screen) that appears when aspecific user or member of a specific user group signs onto MOX. In addition,you can define whether users can do the following: * send or receive E-mail and E-mail attachments * create different types of files (for example, TEXT files) * download or upload files to a PC * access remote applications * download files from remote applications * monitor current remote application activity via the Active Port Patches Routine * read and process mail sent to other users * change the locations of other users * identify e-mail addresses to use for sending this user direct messages After you identify a user or user group, you can use the following prompts todefine the sign-in screen and E-mail access.


+--------------------------------------------------------------------------------------------+| Enter/Edit Users - MAGIC Office ||============================================================================================||Mnemonic Remote Mail Access ||Name E-Mail ID ||Sign-in Screen Swipe Card Code + || || Mail Permissions Files Remote || ------------------------ Create / Access Applications || Mail Attachments ||Receive Text load Access ||Send Databases ad Download || Spreadsheets Monitor || PC Type ||Mail Address ||-------------------------------------------------------------------------------------- ||Access Mail - All Users? Restrict To Dist Groups Read Only ||Read Only? || ||-------------------------------------------------------------------------------------- ||Change Locations - All Users? Restrict To Dist Groups || ||-------------------------------------------------------------------------------------- ||Direct ID || ||Other Direct IDs || |+--------------------------------------------------------------------------------------------+

Sign-In Screen Identify the Customer-Defined Screen (CDS) that you want to appear when this user signs onto the MOX Employee Registry routines. Lookup: MIS Customer-Defined Screen Dictionary entries with the type MOX SIGN IN Depending upon the value your health care organization defines at the MAGICOffice Type parameter in the MIS Toolbox, the following IntegratedCommunication System (ICS)-specific or MOX-specific prompts appear: ICS-specific Prompts MOX-specific Prompts-------------------- --------------------Send to ICS Remote Mail Access Ename E-Mail ID For more information, see your MEDITECH Applications Specialist.


ICS Access To grant this user access to the Integrated Communication System (ICS) application from the MIS Module, enter Y. To deny this user access to ICS from the MIS Module, enter N. Note: This prompt appears only if the response at the MAGIC Office Type parameter is an ICS response.

Access to the Integrated Communication System (ICS) Send to ICS To provide this user access to the Integrated Communication System (ICS) application, enter Y. To deny this user access to ICS, enter N. Note: This prompt appears only if your health care organization entered one of the following at the MAGIC Office Type parameter in the MIS Toolbox - Word Processing Page: * NPR-I * ICS * M-ICS * R-ICS * R-NPR-I Access to Remote Mail - (MOX Only) Remote Mail Access Identify one of the following remote mail access levels to define * whether this user can send remote mail * the types of recipients, if any, to which this user can send remote mail Access level Description ------------ --------------------------------------- ALL Allows users to enter remote mail to recipients defined in the MIS Remote


Recipients or MIS Remote Recipient Groups Dictionaries. Users can also enter recipients that are not defined in either dictionary. DICT Allows users to enter only remote mail recipients defined in either the MIS Remote Recipients Dictionary or the MIS Remote Recipient Groups Dictionary. NONE Prevents users from entering remote mail recipients. If users try to enter a recipient, an error message appears. Note: This prompt appears only if your health care organization entered either NPR or R-NPR at the MAGIC Office Type parameter in the MIS Toolbox - Word Processing Page.

E-Mail ID (MOX only) Use free text to enter the E-mail ID of this user. The default response is the user mnemonic. You can edit this value. You must enter a unique E-mail ID for each user. The E-mail ID, the domain name, and the SMTP MIS mnemonic of your health care organization define the MAGIC Office E-mail address of this user. Notes: The cursor stops at this prompt only if you entered ALL or DICT at the Remote Mail Access prompt. Ename (ICS only) Enter the ICS identification or Ename of this user. The Ename is included as part of your Internet e-mail address. For example, if John Doe's Internet e-mail address is [email protected], his Ename is JDoe.

Swipe Card Code If this user is a doctor, enter the swipe card code of this user. Doctors can then use the Swipe Card Routine to signon to the system. Note: The system assigns a plus (+) sign to the swipe card code. When you print labels for this doctor, enter the plus sign *before* you enter swipe card code.


ICS users do not have to re-enter their user names and passwords when launchingICS mail from HCIS modules. ICS uses the same user name and password usersentered to signon to the HCIS.

Receive (Mail Permissions - MOX only) To allow this user to receive mail in MOX, enter Y. To prevent this user from receiving mail, enter N. If you enter N, other users cannot send mail to this user via the MOX Send Mail Routine (that is, this user does not appear in the Lookup at the Recipients prompt in the Send Mail Routine).

Receive (Attachment Permissions - MOX only) To allow this user to receive mail attachments in MOX, enter Y. To prevent this user from receiving mail attachments, enter N. If you enter N, other users cannot send mail attachments to this user via the MOX Send Mail Routine (that is, this user does not appear in the Lookup at the Recipients prompt in the Send Mail Routine).

Send (Mail Permissions - MOX only) To allow this user to send mail, enter Y. To prevent this user from sending mail, enter N. If a user who has this field set to N attempts to send mail, an error message appears.

Send (Attachment Permissions - MOX only) To allow this user to send mail attachments in MOX, enter Y. To prevent this user from sending mail attachments, enter N. If you enter N, an error message appears if this user tries to send mail attachments.

Mail Address (Mail Permissions - MOX ony)


To forward MOX mail that other users send to this user to an external Internet E-mail address, enter that address (for example, [email protected]). If the Receive Mail prompt for this user = Y, leave this field blank to allow this user to receive and process MOX mail within the MOX mail routines. Note: Entering an address at this prompt affects only MOX mail sent to this user. If you enter an external Internet E-mail address, this user still receives remote mail via the MOX Mail For You Routine.

Text (MOX only) To allow this user to create and access text files in MOX, enter Y. To prevent the user from creating and accessing text files in MOX, enter N. Note: Users can edit any files they receive and transfer to their file cabinets, regardless of the value you enter at this prompt. In addition, if users can create at least one file type, they can also create Label Format and Import Template files. See Also: Cabinets, Drawers, and Files (MOX Table of Contents)

Databases (MOX only) To allow the user to create database files in MOX, enter Y. To prevent the user from creating database files in MOX, enter N. Note: Users can edit any files they receive and transfer to their file cabinets, regardless of the value you enter at this prompt. In addition, if users can create at least one file type, they can also create Label Format and Import Template files. See Also: Databases (MOX Table of Contents)

Spreadsheets (MOX only) To allow the user to create spreadsheet files in MOX,


enter Y. To prevent the user from creating spreadsheet files, enter N. Note: Users can edit any files they receive and transfer to their file cabinets, regardless of the value you enter at this prompt. In addition, if users can create at least one file type, they can also create Label Format and Import Template files. See Also: Spreadsheets (MOX Table of Contents)

PC Type (MOX only) To allow the user to create PC-type files in MOX, enter Y. If you enter Y, users can create and access custom file types via PC applications, such as Microsoft(R) Word. Both custom and standard file types appear in Lookups at the Type prompts. To prevent the user from creating PC-type files in MOX, enter N. Note: A PC-type file is a non-standard MEDITECH custom- file type. (For example, it is not one of the standard MEDITECH file types, such as TEXT or SPREADSHEET). Your health care organization defines the PC-type files you can create in the MIS Toolbox File Types Dictionary. Your health care organization can also assign this routine to a zcus menu.

Download (MOX only) To allow this user to download MOX files to a PC, enter Y. If you enter Y, Download appears in the MOX Options on the Drawers - Files screen. In addition, users can enter DOWNLOAD at the Print on prompt. Note: Users can download only TEXT, QUESTIONNAIRE, and custom-type files from MOX. To prevent this user from downloading MOX files, enter N. In this case, Download does not appear. If this user enters DOWNLOAD at the Print on prompt, an error message appears that indicates the user does not have access to the Download option in MOX.

Upload (MOX only)


To allow the user to upload PC files to MOX, enter Y. If you enter Y, the Upload option appears in the MOX Options on the Drawers - Files screen. To prevent the user from uploading files to MOX, enter N. The Upload option does not appear on the Options menu in MAGIC Office.

Access (Remote Applications - MOX only) To provide this user access to remote applications, enter Y. To deny this user access to remote applications, enter N.

Download (Remote Applications - MOX only) To allow this user to download files from remote applications, enter Y. To prevent the user from downloading files from remote applications, enter N.

Monitor (Remote Applications - MOX only) To allow this user to monitor current remote application activity enter Y. If you enter Y, you provide this user access to the Active Port Patches Routine via the MOX Extras menu. To deny this user access to the Active Port Patches Routine, enter N.

All Users? (Access Mail - MOX only) To provide this user access to the E-mail of all users, enter Y. If you enter Y, the cursor moves to the Read Only? prompt. To deny this user access to the E-mail of all users, or to restrict access to the E-mail of specific user groups only, enter N. If you enter N at this prompt, the cursor moves to the Restrict To Dist Groups prompt. If you leave this prompt blank, the cursor moves to the


Changes Locations - All Users? prompt.

Read Only? (Access Mail - MOX only) To provide this user read-only access to the E-mail of all users, enter Y. To allow this user to read and process (for example, to edit) the E-mail of all users, enter N.

Restrict To Dist Groups (Access Mail - MOX only) Enter one or more mnemonics of the distribution groups for which this user can access mail. The user can only access mail of users who are members of these groups. Lookup: MIS Distribution Group Dictionary To prevent this user from having any access to other users' mail, leave this field blank. After you enter a distribution group, the routine positions the cursor at the Read Only prompt. At the Read Only prompt, you can specify a separate read only access status for each distribution group that you identify at the Restrict To Dist Groups prompt. Note: The routine positions the cursor at this prompt only if you entered N at the Access Mail - All Users? prompt.

Read Only (MOX only) To allow this user to read and process (for example, to edit) E-mail sent to users who are members of the distribution group identified at the Restrict To Dist Groups prompt, enter N. To provide this user read-only access to E-mail sent to users who are members of the distribution group, enter N.

All Users? (Change Locations - MOX only) To allow this user to edit the locations of all users, enter Y.


To prevent this user from editing the locations of all users or specific user groups only, enter N. If you enter N, the cursor moves to the Restrict To Dist Groups prompt.

Restrict To Dist Groups (Change Locations - MOX only) Identify the distribution groups for which this user can edit locations. This user can edit the locations of users who are members of these user groups only. Lookup: MIS Distribution Group Dictionary To prevent this user from editing the locations of any users who are members of distribution groups, leave this field blank.

Direct ID Identify the e-mail address to use for sending this user direct messages.

Other Direct IDs Identify additional direct e-mail addresses (in addition to the entry in the Direct ID field) for this user. For example, you might enter a ward secretary's email or the email address for a department that multiple users can access. Lookup: Direct IDs already defined (in the Direct ID field) for other users

Report Writer/Financial Data Access Screen (2.1.6) Page 61

2.1.6: Report Writer/Financial Data Access Screen

Use the Report Writer/Financial Data Access screen of the MIS User Dictionaryto define this user's access to NPR Report Writer routines and financial data. For this user, this screen allows you to define: * applications that this user may access via the NPR Report Writer (if on the Application Menu screen, the NPR application is assigned to this user) * applications for which the user may access the MIS Report Scheduler * applications from which the user may download NPR reports * restrictions (if applicable) that limit the user's access to financial data in certain Payroll/Personnel and General Ledger routines Restricting Access to Financial Data The bottom section of this screen allows you to restrict the user's access tofinancial data in certain routines. For these routines (see the next sectionfor tables that contain a list of routines), you can grant this user access to: * all financial data * only the data for specific corporations * only the data for specific departments * no (none) financial data These prompts allow the system to control the data, but allow the user toaccess the routines necessary to perform their job. If you restrict the user bycorporation or department, then enter the specific corporations or departmentsfor which this user can access financial data. Restricted Routines As previously noted, these restrictions apply to routines in both the GeneralLedger and Payroll/Personnel Modules. In the GL Module, the routines subject to these restrictions have (r) next tothe routine name. In the P/P Module, the routines subject to these restrictions simply display anerror message when an unauthorized user attempts to identify information in oneof the routines. The following tables list the routines which observe the financial data access


restrictions. Note: Restrictions (such as, PAYROLL or GL JOURNAL) entered on other screenstake precedent over the restrictions entered in the Report Writer/FinancialData Access screen. P/P Routines Subject to Financial Data Restrictions Category Routines Standard Menu--------------- ---------------- ---------------------- Attendance Data Create Attendance Main Data Delete Attendance Attendance/Timecard Data Enter/Edit Attendance/Timecard Attendance Data Enter/Edit Attendance/Timecard Attendance Data (by Timecard) Mass Edit Attendance/Timecard Attendance Data Checking/Direct View a Check CheckingDeposit View a Multiple Direct Deposit Payment Timecard View a Transaction Direct Deposit (Direct Deposit) Employee View Employee Main YTD Inquiry Main Payroll View Payroll MainTimecards Create Timecards Main (by Department) Enter/Edit Attendance/Timecard Employee's Timecard Enter/Edit Main Timecards (by Department)


Enter Special Computation Payment Initial Entry Computation GL Routines Subject to Financial Data Restrictions Category Routines Standard Menu--------------- ---------------- --------------- Account Inquiries Account Inquiry Main Statistics Account Statistics Inquiry Budgeting Budgets Worksheet Budget Change Budgets Budget by Percentage Copy Budgets Budget Distribute Across Budget Periods Enter/Edit Annual Budget and Period Budgets Enter/Edit Annual Budget Budgets Enter/Edit Period Budget Budgets List Budgets Budget Reports Period Comparison Standard Reports Report Statistics Period Statistics Comparison Report Trial Balance Detail Trial Balance Main Summary Trial Balance Main


+--------------------------------------------------------------------------------------------+| Enter/Edit Users - Report Writer/Financial Access Data ||============================================================================================||Mnemonic: Name: || || Application Access || ||Report Writer Report Scheduler Download NPR Report || || || || || ||-------------------------------------------------------------------------------------- || Note: The restrictions entered below are observed only by Some routines || || Financial Data ||Database Access Type ûü rict To || || || || || || |+--------------------------------------------------------------------------------------------+

Report Writer (Application Access) Enter one or more application databases to which you want this user to have access to in the NPR Customization Menu. Lookup: Application Dictionary Note: The routine positions the cursor at this prompt only if this user has access to NPR on the Application Menus screen of the MIS User Dictionary.

Report Scheduler Enter one or more NPR applications (or modules) to which the system allows this user to schedule reports and manage scheduled reports (for example, edit and delete report schedules). Lookup: Applications Dictionary To prevent this user from scheduling reports for any module, leave this field blank.


To grant this user the ability to schedule reports for all NPR applications, enter ALL. Then, the user can edit and delete report schedules for all modules. Notes: You can restrict access to the report scheduling feature by module, but not individual application database. For example, the user can have access to the report schedules in all BAR application databases (BAR.ABC and BAR.XYZ) if you entered BAR at this prompt. Note also that this user does not need to have access to a module (via the MIS User Dictionary Application Menus screen) to have access to the schedules reports feature of that module.

Download NPR Report Enter one or more mnemonics of the modules for which you want to grant this user the ability to download reports to a PC. Lookup: Application Dictionary To allow this user to download reports for all modules, enter ALL. To deny this user the ability to download reports from any module, leave this field blank. Note: The MAGIC Office Automation (MOX) mnemonic does not appear in the Lookup for this prompt because the Download prompt on the MIS User Dictionary Magic Office screen controls access to the Download feature.

Database Enter the database to which the user has access. Lookup: GL, MM, PP databases assigned to the user at the Appl DB prompt The security restrictions that appear at the Financial Access Data prompt control the user's access in the database that you enter.

The following two prompts allow you to restrict user access to financial data.For a complete description of how these restrictions work, see the introductionto this routine.


Financial Data Access Type This prompt allows you to restrict the user's access to financial data in specific GL, MM, and PP routines. (See the introduction to this routine for more information about these routines.) The access type you assign to the user determines the level of access. Access Type: The User Has Access To ----------------- ---------------------- ALL All financial data. CORPORATION Only the data for corporations listed at the Restrict To prompt. Note: The user will have access to data relating to all the departments in the specified corporations. You can only enter CORPORATION if your hospital has a multi-corporate GL structure (that is, MIS parameter for multi-corporate GL strucutre is set to Y). DEPARTMENT Only the data for those departments listed at the Restrict To prompt. NONE None of the financial data in PP and GL routines subject to this restriction. For a list of the affected routines, see the introduction to this routine. In GL, the unauthorized user is not allowed access to the routines subject to these restrictions. In P/P, an error message appears when the unauthorized user attempts to identify information in the routines subject to these restrictions.


If you leave this field blank, the user does not have access to any financial data in the routines subject to these restrictions. If you identify corporation or department as the access type, the appropriate label (that is, CORPORATION or DEPARTMENT) appears next to the Restrict To prompt.

System Sign-on Data Screen (2.1.7) Page 68

2.1.7: System Sign-on Data Screen

Single sign-on consolidates the Operations (OPS) and MIS user dictionaries.Use the System Sign-on Edit screen of the MIS User Dictionary to establishsingle sign-on access for OPS personnel and other users who access thenetwork from local or remote workstations. On this screen you * enable or prevent use of system single sign-on * grant access to dialup devices * permit the choice of segment, directory, and program at sign-on * specify the segment, directory, and program to which the user has access * establish an alternate segment, directory, and program a user may access if the primary options are unavailable * give access to a specified OPS menu Note: This screen is available only if the OPS Single Sign-on Parameterin the MIS system parameters is set to Y.

List by Security Group (2.2) Page 69

2.2: List by Security Group

Use this routine to print a report of user information defined in the MIS UserDictionary, except for User ID and password information. These users aremembers of security groups. The routine alphabetically sorts the users in each selected security group. You can select a * range of security groups * range of users within the selected groups To list the user security groups on your system, use the List User SecurityGroup Dictionary Routine. +-------------------------------------------------------------------------------+| List MIS User Dictionary By User Security Group ||===============================================================================|| ||From User Group: ||Thru User Group: || ||From Mnemonic: ||Thru Mnemonic: || ||Active: |+-------------------------------------------------------------------------------+

From User Group Enter the mnemonic of the first user group in the User Security Group Dictionary that you want to appear on the report. BEGINNING is the default response. Lookup: MIS Security Group Dictionary

Thru User Group Enter the mnemonic of the last user group in the User Security Group Dictionary that you want to appear on the report. END is the default response. Lookup: MIS Security Group Dictionary

From Mnemonic

List by Security Group (2.2) Page 70

Enter the mnemonic of the first user who you want to appear on the report. BEGINNING is the default response. Lookup: MIS User Dictionary

Thru Mnemonic Enter the mnemonic of the last user who you want to appear on the report. END is the default response. Lookup: MIS User Dictionary

Active To list only active entries in this dictionary, enter Y. To list only inactive entries, enter N. To list all entries, enter ALL.

Enter/Edit User Colors (2.3) Page 71

2.3: Enter/Edit User Colors

Use the Enter/Edit User Colors Routine to change the screen colors that appearin all the MEDITECH applications to which a specific user is assigned access. Background Information Color terminals display information in a variety of colors. Each user candefine a specific color scheme. Color schemes include a combination offoreground and background colors. Text appears in foreground colors. Thebackground color is the color against which text appears. MEDITECH delivers its applications with a standard color set with which allusers start. Types of Screen Components When you use the Enter/Edit User Colors Routine, you select a user whose colorscheme you want to change. You then select a screen component, and define acolor scheme for it. A screen component is the text that is displayed underparticular circumstances (for example , an error message). To make it easier tolocate a screen component, the routine arranges screen components into fivetypes, based on the circumstances in which they appear. The following table describes the five types of screen components. Screen Component Description---------------- ------------------------------Menus Menus, sub-menus, and associated prompts Data Screens Data entered by users and system messages Lookups Lookups menu and prompts Reports and On-line documentationDocumentation and on-screen reports Word Processor Bold, Italic, and Bold-Italic text in the word processor and mail routines You can also use the Enter/Edit User Colors Routine to reset the colors for allscreen components to the standard color set. For more information, see the section titled "User Colors."


+-------------------------------------------------------------------------------+| Enter/Edit MIS User's Colors ||===============================================================================||Mnemonic Last Edited by on || Name ||----------------------------------------------------------- || Select || || 1. Menus 4. Reports And Documentation || 2. Data Screens 5. Word Processor || 3. Lookups || || 10. Reset To Default Colors |+-------------------------------------------------------------------------------+

Mnemonic Enter the mnemonic of the user for whom you want to change colors. The name of the user appears in the Name field. Lookup: MIS User Dictionary

Select Identify the screen component for which you want to change colors. Following are the screen components: 1 - Menus 2 - Data Screens 3 - Lookups 4 - Reports and Documentation 5 - Word Processor To return this user to the default colors programmed by MEDITECH for all components, enter 10. The Edit Colors - Component Screen When you select screen component for which you want to edit colors, a newscreen appears. Following is an example of this screen. The top of the EditColors - Component Screen displays samples of the screen components in thecurrent color scheme (for example, the two MENU LABELS samples). Eachcomponent is identified by a letter of the alphabet. When you select acomponent by entering its letter (for example, [A]), the bottom of the EditColors - Component Screen displays the combination of colors that comprisesthis component.

[A] MENU LABELS [B] 1. LIST A TAPE


2. CREATE A REVERSING TAPE 3. VIEW A TRANSACTION

[C] MENU LABELS [D] 1. COMPUTE INDIVIDUAL EMPLOYEE 2. PRINT REGISTER SUMMARY 3. LIST WITHHOLDING NOT TAKEN 4. PRINT TAX REGISTERS 5. ENTER SPECIAL PAYMENT

EDIT COLORS - COMPONENT [A] BACKGROUND FOREGROUND RED - HI GREEN - MED BLUE - HI RED - LO GREEN - LO BLUE - MED Edit Colors - Component Screen Screen Components Use the Edit Colors - Component Screen to edit foreground and background colorsfor one or more of the screen components. To edit a screen component. enter itscorresponding letter. These screen components are described as follows. Menu Components The Menus Edit Colors - Component Screen, includes the following screencomponents: A) Primary menu B) Primary menu prompts C) Secondary menu D) Secondary menu prompts Data Screen Components The Data Screen Edit Colors - Component Screen, includes the following screencomponents: A) Data label (for example, frame around data entry screen and text screen)

B) Data field (for example, prompt response area and word processor screen)


C) Error message (for example, "This is a required field") D) Supplementary data (for example, pop-up windows and frame when viewing a file) E) Supplementary data field (for example , response area on pop-up windows and display of contents when viewing a file) F) Status information (for example, "Printing") G) Questions, that is prompts that appear in pop-up windows (for example, "Print on:") H) Question responses (for example, "WW100") Lookup Components The Lookup Edit Colors - Component Screen, includes the following components: A) Lookup screen B) Lookup screen prompts C) Listing of lookup items (foreground only) Note: Background defined in [A] Reports and Documentation Components The Reports and Documentation Edit Colors - Component Screen, includes thefollowing screen components: A) Normal text for on-screen reports and on-line documentation B) Bold text (foreground only) for on-screen reports Note: Background defined in [A] C) Italic text (foreground only) for on-screen reports Note: Background defined in [A] Word Processor Components The Word Processor Edit Colors - Component Screen, includes the followingscreen components: A) Bold text (foreground only) when editing or viewing text Note: Background defined in Data Field in Data Screen Components


B) Italic text (foreground only) when editing or viewing text Note: Background defined in [A] C) Bold-Italic text (foreground only) when editing or viewing text Note: Background defined in Data Field in Data Screen Components Color Combinations When you edit colors, you combine different intensities of red, blue, and greento define foreground and background colors. You can set each color to OFF, LOW,MED, or HI. If all colors are OFF, the resultant color is black. If all colorsare HI, the resultant color is white. There are 64 possible color combinations.The following table lists common color combinations. Common Color Combinations Color Red Green Blue------ --- ----- ----Black OFF OFF OFF White HI HI HI Red MED OFF OFF Orange HI LO OFF Yellow HI MED OFF Green OFF MED OFF Blue OFF OFF MED Violet MED OFF MED Using the Edit Colors - Component Screen To edit the colors for a screen component, follow these steps: 1) On the Edit Colors - Component Screen, enter the letter that corresponds to the screen component for which you want to edit colors. The box at the bottom of the screen displays the colors that comprise the selected screen component's background and foreground. 2) Use the following key commands on the table to edit the colors of the selected screen component. To Press --------------------------------- ----------------


Select a primary color <Left Arrow> for the foreground or background or <Right Arrow> Adjust intensity <Up Arrow> of the primary color or <Down Arrow> Exit the screen component <OK> and save the new color combination Exit the screen component <Exit> without saving the new color combination Restore the original color <Recall> combination of the screen and continue editing this screen component Note: As you adjust the intensity of the primary colors of a screen component,the display of the sample screen changes accordingly. You can then preview thecolor scheme before you save the changes. 3) After you edit the colors for the screen component, you can select another screen component by entering its corresponding letter. 4) When you finish editing colors for screen components of the current type, press <OK>. You return to the Enter/Edit MIS User's Colors Screen. You can now select another type of screen component by entering its corresponding number. 5) When you finish using the routine, press <Enter> at the Select prompt. Note: The changes that you make to a user's colors do not appear until afterthe user signs off and signs back onto the system.

Enter/Edit Clinical Preferences (2.4) Page 77

2.4: Enter/Edit Clinical Preferences

Use this routine to define, for a specific user, how patient informationappears at the top of Provider Order Management (POM), Provider WorkloadManagement (PWM), and Ambulatory Order Management (AOM) screens, as follows. For the selected user, you can define whether: * Generic or trade drug names appear in the POM Review Orders and Enter Orders routines * The user sees metric or non-metric measurements in patient headers * The patient date of birth appears on POM screens * The patient Body Surface Area (BSA) appears on POM screens * The patient Body Mass Index (BMI) appears on POM screens (for screens using METRIC standards of measure) * The user can use shortcut keys in PCM applications For users with the EPS (Clinical Review) database, you can define whether: * Clinical Review information appears on panels in chronological or reverse chronologicial order * A Clinical Review panel and subpanel exists for the user * Nursing notes and assessments appear on a combined screen You can also define: * The Web addresses that appear when the user clicks the Web Link button in PCM applications


+--------------------------------------------------------------------------------------------+| ||============================================================================================||User Mnemonic ||Provider || ||Show Generic/Trade Drug Names ||Standard of Measure for Height Weight Temperature || || || || ||-- Reference List -- || || || Title || || || Title || || || Title || ||-- Header Display -- -- PCM Shortcut Keys -- ||Include Date of Birth Use Shortcut Keys? ault: ||Include BSA ||Include BMI || || |+--------------------------------------------------------------------------------------------+

Show Generic/Trade Drug Names If you want generic drug names to appear at the top of the screen in the POM Review Orders and Enter Orders routines, choose GENERIC from the Lookup. If you want trade drug names to appear, choose TRADE.

Standard of Measure for Height To have measures of length such as height and head circumference appear in metric units, choose METRIC. Otherwise, choose NON-METRIC

Standard of Measure for Weight To have measures of weight appear in metric units, choose METRIC.


Otherwise, choose NON-METRIC

Standard of Measure for Temperature To have temperature appear in metric units, choose METRIC. Otherwise, choose NON-METRIC

Reference List Enter the Web addresses you want the system to automatically access when you click the Web Link button in Physician Order Management.

Reference List Enter the Web addresses you want the system to automatically access when you click the Web Link button in Physician Order Management.

Title Enter a title for this Web Link.

Include Date of Birth To include patient date of birth in POM screens, enter Y. Otherwise enter N or leave this field blank.

Include BSA To include patient Body Surface Area (BSA) in POM screens, enter Y. Otherwise, enter N or leave this field blank.

Include BMI To include patient Body Mass Index (BMI) in POM screens, enter Y. Note: The BMI appears only if the Standard of Measure for Height/Weight/Temp prompt is set to METRIC.

Use Shortcut Keys? To allow this user to use shortcut keys in the PCM applications, enter Y. Otherwise, enter N.


The value entered here overrides the Use PCM Shortcut Keys Default parameter (the value of which appears at the Default field to the right of this prompt).

Print Audit Trail (2.5) Page 81

2.5: Print Audit Trail

Use this routine to print a report of changes made to User Dictionary entries.You can enter a range users and dates. The report lists: * the user who made the edit * the date and time the edit was made * the field that was edited * the old and new values for the edited field Note: The system purges this data when the number of days defined by theUser Logs Purge Delay parameter is met or exceeded. +-------------------------------------------------------------------------------+| MIS User Dictionary Audit Trail ||===============================================================================|| ||From Date: || ||Thru Date: || ||Edited Users || || || |+-------------------------------------------------------------------------------+

From Date Enter the beginning date of the range from which you want the system to create the audit trail report. The report displays edits made to the MIS User Dicitonary. Note: This audit trail only displays edits made for as many days into the past as is defined by the MIS User Logs Purge Delay parameter.

Thru Date Enter the last date through which you want the system to create the audit trail report. The report displays edits made to the User Dictionary up to and including this date.

Print Audit Trail (2.5) Page 82

Edited Users Enter the mnemonics of users for whom you want to see any edits that have been made in the User Dictionary. Lookup: MIS User Dictionary To accept the default value of ALL, press <Enter>. Then, the report lists all User Dictionary edits that have been made within the specified date range.

Copy Access Dictionaries (2.6) Page 83

2.6: Copy Access Dictionaries

Use this routine to copy Access Dictionary information from one user toanother. +-------------------------------------------------------------------------------+| Copy Access Dictionaries ||===============================================================================||From User || To User || || Database Copy? || || || || || || || || || || |+-------------------------------------------------------------------------------+

From User Enter the user from whom you want to copy Access Dictionary information. You can copy information for the Access Dictionaries in the application databases that appear in the Database field. Lookup: MIS User Dictionary

To User Enter the user to whom you would like to copy Access Dictionary information. The system assigns this user the same access levels defined for the user you entered at the From User field. Lookup: MIS User Dictionary

The DATABASE (12) identifies the database.

Copy Access Dictionaries (2.6) Page 84

Copy? To copy Access Dictionary information in the application database that appears in the corresponding Database field, enter Y. If you enter N, the system does not copy the Access Dictionary information. Note: Application databases for which the user in the From User field is not assigned access does not appear in the Database field.

Update Database Access (2.7) Page 85

2.7: Update Database Access

Use this routine to assign or remove the access of users or user securitygroups to specific sign-on menus and procedures (that is, desktop menus andprocedures), and to specific MAGIC Key menus and procedures for an applicationdatabase. If a user or user security group is already assigned access to a specificdatabase, you cannot edit the menus. Note: You can also use this routine to print a report of the changes you makevia this routine. When you enter a value at the Print On prompt, the systemfiles the changes. +-------------------------------------------------------------------------------+| MIS Users - Update Database Access ||===============================================================================|| ||Add/Delete Database Access || ||Security ||Groups Users || || || || || || ||Database || || --- Sign On --- ||Menu ||Procedure ||Arguments || || --- Magic Key --- ||Menu ||Procedure ||Arguments |+-------------------------------------------------------------------------------+

Add/Delete Database Access To assign specific users or user security groups access to menus and procedures within a specific application database, enter A.


To remove the access of specific users or user security groups access to menus and procedures within a specific application database, enter D. Note: The values you enter change the entries in the MIS User Dictionary.

Security Groups Enter the User Security Groups for which you want to edit menu or procedure access for a specific database. The edits you make apply to all members of each User Security Group you enter. Lookup: MIS User Security Group Dictionary Note: You can edit security groups only if your security level is GROUP or ALL, as defined in the MIS User Dictionary.

Users Enter the users for whom you you want to edit menu or procedure acces for a specific database. Lookup: MIS User Dictionary Note: You can edit users only if your security level is GROUP or ALL, as defined in the MIS User Dictionary.

Database Enter the application database for which you want to assign menus and procedures to the desktop and MAGIC Keys of specific users and security groups. Lookup: Application Databases

Menu Enter the menu you want to add as the default sign-on menu for the users and security groups you entered. Lookup: Available menus for the selected application database Note: You can access this field only if you entered A in the Add/Delete Database Access field.


Procedure Enter the procedure you want to add as the default sign-on procedure for the users and security groups you entered. Lookup: Available procedures for the selected database Note: You can access this field only if you entered A in the Add/Delete Database Access field If the procedure includes arguments, a pop-up screen appears. Use this pop-up screen to enter the arguments you want to assign to the procedure. The arguments then appear in the view-only Arguments field.

MAGIC Key Menu Enter the Magic Key menu you want to add as the default MAGIC Key Menu. Lookup: Available Magic Key menus for the selected application database Note: You can access this field only if you entered A in the Add/Delete Database Access field.

Procedure Enter the MAGIC Key procedure you want to add for the specific security groups and users you entered. Lookup: Available MAGIC Key procedures Note: You can access this field only if you entered A in the Add/Delete Database Access field If the procedure includes arguments, a pop-up screen appears. Use this pop-up screen to enter the arguments you want to assign to the procedure. The arguments then appear in the view-only Arguments field.

Overview of User Password and Other Maintanence Routines (3) Page 88

Chapter 3: Overview of User Password and Other Maintanence Routines

The following table describes the routines and reports that edit and listpasswords, password activity, user activity and security groups. To Use----------------------------------- ---------------------------------------Change the password expiration Change Password Expiration Datesdate for members of specific Routinesecurity groups. Reactivate old passwords Reset Old Passwords Routinefor all users Print a list of password changes List Changes By User Routinesorted by the user whomade the change. Print a list of password changes List Changes By Device Routinesorted by the device onwhich the change was made. Print a list of password changes List Changes By Time Routinesorted by the date andtime of the password change. Print a list of users whose Password Auto-Expiration Listpasswords have been auto-expiredor will auto-expire within thegiven date range. Print a report of user activity Print User Activity Log By User Routinesorted by user mnemonic. Print a report of user activity Print User Activity Log By Devicesorted by device identification. Routine Print a report of user activity Print User Activity Log By Timesorted by time. Routine Create and edit security groups MIS User Security Group Dictionary Print a list of security group List MIS Security Group Dictionaryinformation sorted in alphabeticalorder by mnemonic. Create and edit locations, which User Location Dictionaryare used by the Employee Locatorroutines in MAGIC Office and withinthe MIS User Dictionary.

Overview of User Password and Other Maintanence Routines (3) Page 89

Print a list of user locations List MIS User Location Dictionarysorted in alphabetical order bymnemonic.

Change Expiration Dates (3.1) Page 90

3.1: Change Expiration Dates

Use this routine to change the expiration dates of passwords for the members ofsecurity groups or for entire security groups. To use this routine, yourorganization must assign you one of the following: * a security level of ALL * editing capability for the specific security groups you enter Note: You can use this routine only if your health care organization uses thepassword expiration feature (that is, your organization defines a value at thePW Change Interval parameter). For more information about access levels, see the section titled "Passwords andSecurity Management." Defining Expiration Dates You can use this routine to change the password expiration dates for members ofthe security groups you enter. Note: If you are a member of the security group for which you want to edit thepassword expiration date, the new expiration date you enter does not apply toyou. Editing the Number of Accesses Allowed Before Denying Access You can also use this routine to edit the number of times members of securitygroups can access the system after their old passwords expire. Members mustthen obtain new passwords. +-------------------------------------------------------------------------------+| Change User Password Expiration Dates ||===============================================================================|| ||Change primary user password expiration dates to: || ||User Group || || || || ||Number of accesses before password must be changed: || ||Note: This will not change Your expiration date. |+-------------------------------------------------------------------------------+


Change primary user password expiration dates to Enter the date on which you want the passwords of the members of the security groups you enter to expire. Note: You can use this routine only if your health care organization assigned you a security level of GROUP or ALL.

User Group Enter the security groups for whose members you want to edit the following: * password expiration dates * number of accesses before users must obtain new passwords Lookup: MIS Security Group Dictionary (security groups you can edit) If your security level is ALL, ALL appears as the default response. To change the password expiration date for members of all security groups, press <Enter>. Otherwise, delete ALL, and enter the appropriate security groups. Note: Changing the password expiration date for members of all security groups changes the expiration dates for all users only if all users are members of security groups. If your security level is not ALL, a default response does not appear. You can edit the primary password expiration date only for security groups that you are authorized to edit (as defined in the MIS User Dictionary).

Number of accesses before password must be changed Enter the number of times users can access the system after their passwords expire. Users must then obtain new passwords. The default value that appears is 3. You can edit this value. Note: Users can obtain new passwords upon expiration


only if the Extensions? prompt in the MIS User Dictionary is set to Y. For more information, see the section titled "Passwords and Security Management."

Reset `Old' Passwords (3.2) Page 93

3.2: Reset `Old' Passwords

Use this routine to reactivate passwords that were once assigned to otherusers. You can then allow users to reuse expired passwords. (Use the PW Re-useInterval parameter to allow only the original users to reuse old passwords.) Note: Your security level must be ALL to use this feature. +-------------------------------------------------------------------------------+| Reset Old Passwords ||===============================================================================|| ||Reset all old passwords which were deactivated on or before: || ||Note: These passwords may now be re-used by any user. |+-------------------------------------------------------------------------------+

Assign One Time User Password (3.3) Page 94

3.3: Assign One Time User Password

Use this routine to assign a one-time password to a user. When the user signson to the MEDITECH system with the new one-time password, the system requiresthe user to select a new confidential password. The user then enters the newconfidential password to sign onto the system for each subsequent sign-on. The length of the one-time password is based on the value defined in thePassword Minimum Length field in the MIS Toolbox parameters. Note: Whan you enter a new user in the MIS User Dictionary, this routineappears when you move the cursor to the Password field. This routine does not appear on a standard MIS menu. However, you can make thisroutine available to users in your organization by adding the routine(MIS.USER.assign.pw) to a custom menu. For example, your organization might want to add this routine to a custom menuso that users can access the routine to assign a new password to a user afterthe user's password expires. +-------------------------------------------------------------------------------+| Assign One Time Use Password ||===============================================================================|| ||Mnemonic || ||Password |+-------------------------------------------------------------------------------+

Mnemonic The value entered for this user in the Mnemonic field on the Enter/Edit User Dictionary screen appears. You cannot edit this value.

Password Enter a one-time password for this user. The next time this user signs on to the MEDITECH system, the user enters this one-time password. The system then requires the user to choose a new confidential permanent password and verify it. -- Password Guidelines -- Use the following guidelines when entering a new user

Assign One Time User Password (3.3) Page 95

password: * Use alphanumeric characters only (for example, a password cannot include the # character) * Maximum password length is 20 characters * Minimum password length must equal or exceed the value defined in the Password Minimum Length field in the MIS Toolbox parameters. * Do not use the user's mnemonic, first name, or last name Note: Each user mnemonic and password combination is unique. A user mnemonic is not confidential, because users with access to the MIS User Dictionary can view the user mnemonic. Passwords are confidential, but are not necessarily unique.

List Changes By User (3.4) Page 96

3.4: List Changes By User

Use this routine to print a list of password changes sorted by the user whomade the change. For each password change, the report includes the followinginformation: * User who changed the password * User whose password was changed * Date and time of change * Device used to make the change +-------------------------------------------------------------------------------+| Print Password Audit Trail By User ||===============================================================================||From Date: ||Thru Date: || ||From User: ||Thru User: |+-------------------------------------------------------------------------------+

From Date From/Thru Date prompts allow you to select a range of dates. At the From prompt, specify the first date in the range. At the Thru prompt, specify the last date in the range. If the From/Thru fields allow multiple entries, you can specify several ranges of dates. For example, to specify all records for the first seven days in the months of January and February, 2002, enter 01/01/02 and 01/07/02 at the first set of From/Thru prompts. Then enter the February dates at the next set of prompts. You can use a T combination when entering dates. For example, enter T for today's date, T-1 for yesterday's date, and T+1 for tomorrow's date.

Thru Date

List Changes By User (3.4) Page 97

Enter the last date in the range of interest. For more information, see the documentation for the previous prompt.

From User Enter the first user in the range of users for whom you want list password edits. Lookup: MIS User Dictionary The default response is BEGINNING. You can edit this value.

Thru User Enter the last user in the range of users for whom you want list password edits. Lookup: MIS User Dictionary The default response is END. You can edit this value.

List Changes by Device (3.5) Page 98

3.5: List Changes by Device

Use this routine to print a list of password changes sorted by the device onwhich the change was made. For each password change, the report includes thefollowing information: * Device used to make the password change * User for whom the password was changed * Date and time of change * User who made the change +-------------------------------------------------------------------------------+| Print Password Audit Trail By Device ||===============================================================================||From Date: ||Thru Date: || ||Device || || || |+-------------------------------------------------------------------------------+


List Changes by Device (3.5) Page 99

Thru Date Enter the last date in the range of interest. For more information, see the documentation for the previous prompt.

Device Enter the devices on which users made password edits that you want to include in the list. Lookup: MAGIC Operating System Devices Dictionary The default response ALL. You can edit this value.

List Changes by Time (3.6) Page 100

3.6: List Changes by Time

Use this routine to print a list of password changes sorted by the date andtime the user made the change. For each password change, the report includesthe following information: * Date and time of change * User whose password was changed * User who made the change * Device on which the user made the change +-------------------------------------------------------------------------------+| Print Password Audit Trail By Time ||===============================================================================||From Date: ||Thru Date: || ||From Time: ||Thru Time: |+-------------------------------------------------------------------------------+


Thru Date

List Changes by Time (3.6) Page 101


From Time Enter the beginning of the time range for which you want to list password edits that users made. You must enter the time in military format (for example, 1430).

Thru Time Enter the end of the time range for which you want to list password edits that users made. You must enter the time in military format (for example, 1430).

Auto-Expire Report (3.7) Page 102

3.7: Auto-Expire Report

Use this routine to list users whose passwords automatically expired or willautomatically expire with the date range you enter. If users do not sign onto the system within the number of days defined at theAuto-Expire Interval parameter, the password for that user automaticallyexpires. Users for whom passwords automatically expire within the date rangeyou enter appear on this report. If the end date you enter is in the future, this report includes users whosepasswords will expire if they do not sign on within the number of days definedat the Auto-Expire Interval parameter for the date range you enter. Note: You can use this routine only if your health care organization defined avalue at the Auto-Expire Interval parameter. +-------------------------------------------------------------------------------+| Password Auto-Expiration List ||===============================================================================|| ||Begin Date || ||End Date || ||This Report will list users with passwords ||that have auto-expired for dates prior to ||today and it will list users whose password ||will auto-expire for dates later than today. |+-------------------------------------------------------------------------------+

Begin Date Begin/End Date prompts allow you to select a range of dates. At the Begin prompt, specify the first date in the range. At the End prompt, specify the last date in the range. If the Begin/End fields allow multiple entries, you can specify several ranges of dates. For example, to specify all records for the first seven days in the months of January and February, 2002, enter 01/01/02 and 01/07/02 at the first set of Begin/End prompts. Then enter the February dates at the next set

Auto-Expire Report (3.7) Page 103

of prompts. You can use a T combination when entering dates. For example, enter T for today's date, T-1 for yesterday's date, and T+1 for tomorrow's date.

End Date Enter the last date in the range of interest. For more information, see the documentation for the previous prompt.

Print Activity Log By User (3.8) Page 104

3.8: Print Activity Log By User

Use this routine to print a report of user activity (that is, which usersaccessed which routines and for how long) sorted by user mnemonic. Youcan select all users on your system, a selected range of users, or oneuser. Also, you can select a range of application databases and dates thatappear on the report. For each selected user, the following information appears on the report: * date of activity * application database * user mnemonic * device through which this user accessed the application * beginning and ending times of each activity * duration of activity (in minutes) * name of the routine accessed Also, you have the option to list detail audit information (that is recordaccessed and record identification data) on this report. You can use this report to monitor system usage and track user activity. Youcan also print reports that are sorted by time and device. Admission Active Account Searches: When the user performs an ADM active account search from any application, thesearch criteria entered appears on the audit trail report. If the user enters Yin the Include Detail field, the Query Account Search notation appears on thereport under the database and routine from which the user initiated the search.


+-------------------------------------------------------------------------------+| Print User Activity Log By User ||===============================================================================|| From Database || Thru Database || || From Date || Thru Date || || From User || Thru User || ||Include Detail |+-------------------------------------------------------------------------------+

From Database Enter the first database at the beginning of the range for which you want to print a list of all user activity. Lookup: Application Databases To print a report listing all application databases on your system, enter BEGINNING (automatically appears as the default response) at the From Database prompt and enter END at the Thru Database prompt. Otherwise, enter the mnemonic of the first application database you want the system to start this report.

Thru Database Enter the database at the end of the range for which you want to print a report of all user acitivity. Lookup: Application Databases To print a report listing all application databases on your system, enter BEGINNING at the From Database prompt and enter END (automatically appears as the default response) at the Thru Database prompt. Otherwise, enter the mnemonic of the first application database you want the system to start this report.

From Date Enter the beginning date for which you want to print a report of user activity.

Thru Date Enter the ending date through which you want to print a


report of user activity.

From User Enter the first user mnemonic at the beginning of the range for which you want to print a report of user activity. Lookup: MIS User Dictionary To print a report listing all users on your system, enter BEGINNING (automatically appears as the default response) at the From User prompt and enter END at the Thru User prompt. Otherwise, enter the mnemonic of the first user you want the system to start this report.

Thru User Enter the user mnemonic at the end of the range for which you want to print a report of user activity. Lookup: MIS User Dictionary To print a report listing all users on your system, enter BEGINNING at the From User prompt and enter END (automatically appears as the default response) at the Thru User prompt. Otherwise, enter the mnemonic of the first user you want the system to start this report.

Include Detail To print the detail audit information on the report, enter Y. Otherwise, enter N. The detail audit information includes the: * record accessed * record identification (that is, patient name, Master Patient Number or the medical record number, account number) Note: This prompt appears only if your MEDITECH Applications Specialist entered Y at the Keep User Log Detail parameter.

Print Activity Log by Device (3.9) Page 107

3.9: Print Activity Log by Device

Use this routine to print a report of user activity (that is, which usersaccessed which routines and for how long) sorted by device identification. Youcan select all devices on your system, a selected range of devices, or onedevice. Also, you can select a range of application databases and dates thatappears on the report. For each selected device, the following information appears on the report: * date of the activity * application database * device through which this user accessed the application * user mnemonic * begin and end times of each activity * duration of activity (in minutes) * name of the routine accessed Also, you have the option to list detail audit information (that is recordaccessed and record identification data) on this report. You can use this report to monitor system usage and track user activity. Youcan also print reports that are sorted by user and time. Admission Active Account Searches: When the user performs an ADM active account search from any application, thesearch criteria entered appears on the audit trail report. If the user enters Yin the Include Detail field, the Query Account Search notation appears on thereport under the database and routine from which the user initiated the search.


+-------------------------------------------------------------------------------+| Print User Activity Log By Device ||===============================================================================|| From Database || Thru Database || || From Date || Thru Date || ||Device || || || || ||Include Detail |+-------------------------------------------------------------------------------+

From Database Enter the database at the beginning of the range for which you want to print a report of all user activity. Lookup: Application Databases To print a report listing all application databases on your system, enter BEGINNING (automatically appears as the default response) at the From Database prompt and enter END at the Thru Database prompt. Otherwise, enter the mnemonic of the first application database you want the system to start this report.

Thru Database Enter the database at the end of the range for which you want to see a list of all user acitivity. Lookup: Application Databases To print a report listing all application databases on your system, enter BEGINNING at the From Database prompt and enter END (automatically appears as the default response) at the Thru Database prompt. Otherwise, enter the mnemonic of the first application database you want the system to start this report.



Thru Date Enter the ending date through which you want to print a report of user activity.

Device Enter the devices for which you want to print a report of all user activity. Lookup: MAGIC Operating System Devices Dictionary To print a report listing all devices on your system, enter ALL (automatically appears as the default response). Otherwise, enter the mnemonics of the specific devices for which you want to appear on this report.


Print Activity Logs by Time (3.10) Page 110

3.10: Print Activity Logs by Time

Use this routine to print a report of user activity (that is, which usersaccessed which routines and for how long) sorted by time. You can select arange of dates, just one day, a selected time range, or a specific time. Also,you can select a range of application databases that appears on the report. For each selected time range, the following information appears on the report: * date of activity * application database * device through which this user accessed the application * user mnemonic * beginning and ending times of each transaction * duration of activity (in minutes) * name of the routine accessed Also, you have the option to list detail audit information (that is recordaccessed and record identification data) on this report. You can use this report to monitor system usage and track user activity. Youcan also print reports that are sorted by user and device. Admission Active Account Searches: When the user performs an ADM active account search from any application, thesearch criteria entered appears on the audit trail report. If the user enters Yin the Include Detail field, the Query Account Search notation appears on thereport under the database and routine from which the user initiated the search.


+-------------------------------------------------------------------------------+| Print User Activity Log By Time ||===============================================================================|| From Database || Thru Database || || From Date || Thru Date || || From Time || Thru Time || ||Include Detail |+-------------------------------------------------------------------------------+

From Database Enter the first database at the beginning of the range for which you want to print a report of all user activity. Lookup: Application Databases To print a report listing all application databases on your system, enter BEGINNING at the From Database prompt and enter END (automatically appears as the default response) at the Thru Database prompt. Otherwise, enter the mnemonic of the first application database you want the system to start this report.

Thru Database Enter the last database at the end of the range for which you want to print a report of all user activity. Lookup: Application Databases To print a report listing all application databases on your system, enter BEGINNING at the From Database prompt and enter END (automatically appears as the default response) at the Thru Database prompt. Otherwise, enter the mnemonic of the first application database you want the system to start this report.


Thru Date


Enter the ending date through which you want to print a report of user activity.

From Time Enter the first time at the beginning of the range for which you want to print a report. You must enter a time based on the 24 hour clock (for example, 0900 or 1430). To print a report from midnight (0000 automatically appears as the default response) on the date entered at the From Date prompt, press <Enter>. Otherwise, enter a time from which you want to run the report.

Thru Time Enter the last time at the end of the range through which you want to print a report. You must enter a time based on the 24 hour clock (for example 0900 or 1430). To print a report through 11:59 p.m. (2359 automatically appears as the default response) on the date entered at the Thru Date prompt, press <Enter>. Otherwise, enter a time through which you want to print a report.


Print Patient Audit (3.11) Page 113

3.11: Print Patient Audit

Use this routine to print a report of the Patient Audit Log, which creates alog entry each time protected heath information (patient-centric) is created,exported, modified, printed or viewed. You can select a range of dates, justone day, a selected time range, or a specific time. The report can be sortedby date/time, user, device, description or action. For each selected time range, the following information appears on the report: * date and time of activity * MRI database * mnemonic of the user responsible for the action * action logged * description of the logged action * device through which the user performed the logged action * flag indicating whether the logged action was on a confidential patient * mnemonic of the user emulating the user performing the action, if applicable * output device/path field (for printed and exported events) * flag indicating whether an exported action was encrypted You can use this report to monitor actions performed on a patient's protectedhealth information. If a patient has been merged the report will first show the merged patientfollowed by the patient(s) that were merged into that patient. Note: A report cannot be pulled for a patient that has been merged intoanother patient. For example, if Patient A was merged into Patient B, youcannot run the Patient Audit for Patient A. If you attempt to do so a messagewill display stating that patient has been merged to another patient. At thatpoint you can continue the routine but the report will be run for the patientthat absorbed the merge.

Print Client Temp Audit (3.12) Page 114

3.12: Print Client Temp Audit

Use this routine to print a report of the Client Temp Audit Log, which createsa log entry each time an unencrypted temp file is created or deleted thatcontains protected health information (patient centric). The report may be selected by Begin Date/Time, End Date/Time, ALL records oronly OUTSTANDING, client, user, and patient (identified by a Medical RecordNumber). The patient selection is further broken down into ALL or a single MRIdatabase in the HCIS. If a single database, then ALL or specific patients maybe selected. For each selected time range, the following information appears on the report: * date created * date deleted * user * emulator (if applicable) * device * description * file path * identifiers for patient(s) (medical record number and name) Any records which are "Outstanding" (i.e. the file was logged as created buthas not yet been logged as deleted) for a particular client will be checkedwhen a user signs on to the HCIS on that client. If the file no longer exists,it will be recorded as deleted at that time. This should only occur if a usercrashed after a temp file was logged as created but before it was logged asdeleted. All temp files logged as created should be logged as deleted undernormal use of the software. Entries in the log will be purged x days after their recorded creation time,where x can be defined in the MIS Toolbox Parameters (default is 5 ifundefined). A record which is Outstanding (was logged as created but neverlogged as deleted) will never be purged until the delete is logged.


+-------------------------------------------------------------------------------+| List Client Temp Audit Log ||===============================================================================|| From Date Thru Date || From Time Thru Time || || Show || || Device || || || || || User || || || || || MRI Database || Med Rec Num || || || |+-------------------------------------------------------------------------------+

From Date Enter the beginning date for which you want to print a report. The default is BEGINNING.

From Time This is only accessible if a date is entered into the From Date. Enter the first time at the beginning of the range for which you want to print a report. You must enter a time based on the 24 hour clock (for example, 0900 or 1430). To print a report from midnight (0000 automatically appears as the default response) on the date entered at the From Date prompt, press <Enter>. Otherwise, enter a time from which you want to run the report.

Thru Date Enter the ending date through which you want to print a report. The default is END.

Thru Time


This is only accessible if a date is entered into the Thru Date. Enter the last time at the end of the range through which you want to print a report. You must enter a time based on the 24 hour clock (for example 0900 or 1430). To print a report through 11:59 p.m. (2359 automatically appears as the default response) on the date entered at the Thru Date prompt, press <Enter>. Otherwise, enter a time through which you want to print a report.

Show Choices are ALL and OUTSTANDING. ALL means all client temp files, including client temp files that have not yet been deleted, will display on the report. OUTSTANDING means only client temp files that have not yet been deleted will display on the report.

Device Enter the device(s) for which you want to print a report of all user activity. Lookup: MAGIC Operating System Devices Dictionary To print a report listing all devices on your system, enter ALL (automatically appears as the default response). Otherwise, enter the mnemonics of the specific devices for which you want to appear on this report.

User Enter the user mnemonic(s) for which you want to print a report. Lookup: MIS User Dictionary To print a report listing all users on your system, enter ALL (automatically appears as the default response). Otherwise, enter the mnemonic of the users you want the system to start this report.

MRI Database Enter the MRI Database with which the patient(s)


is (are) associated. ALL automatically appears as the default response. Note: If ALL is entered then you cannot do a lookup in the Med Rec Num field. To utilize the lookup for the Med Rec Num field, you must enter an MRI database. Lookup: Application Database. Displays MRI databases.

Med Rec Num Enter Patient's Medical Record Number. You can omit leading zeros. If you do not know the Medical Record number, you can enter the patient's name (Last name, First Name). The system searches the Master Patient Index to identify the patient. NOTE: If you have more than one Facility, a pop-up screen will display prompting a Facility to be entered. Enter facility.

Download Client Temp Audit (3.13) Page 118

3.13: Download Client Temp Audit

Use this routine to download all entries of the Client Temp Audit within a date range in a tab delimited format (that is, each item is separated by a tab space) into a selected file on the client PC. It may not be printed to a device. +-------------------------------------------------------------------------------+| Download Tab Delimited Client Temp Audit Log ||===============================================================================||This routine will create a tab-delimited ||file of the Client Temp Audit Log on the ||client PC. || || From Date || Thru Date |+-------------------------------------------------------------------------------+

From Date Enter the beginning date for the entries to be downloaded. The default is BEGINNING.

Thru Date Enter the ending date for the entries to be downloaded. The default is END.

Print Archived Patient Audit (3.14) Page 119

3.14: Print Archived Patient Audit

When this routine is run the user enters in the MRI Database and selects apatient. Use the Archive Number lookup to see the archived patient audit logs for that patient. These will be listed by their Archive Number, MAM Urn, and the First and Last Event Dates for that file. The archived patient audit log will print on the default printer for the devicethe user is on.

Security Group Dictionary (3.15) Page 120

3.15: Security Group Dictionary

Use the MIS Security Group Dictionary to organize users into groups. You canuse security groups to facilitate password management and to provide restrictedaccess to the MIS User Dictionary. For example, you might want to organizegroups according to the departments in your health care organization. How Security Groups Facilitate Password Management When you assign users to security groups, you can use the MIS Change ExpirationDates Routine to change the password expiration date of all members of asecurity group at one time (that is, you do not have to access each userindividually). For example, you may want to expire the passwords of each member of a specificsecurity group on the same date (for example, in response to a breach ofsecurity). For more information, see the section titled "Passwords and SecurityManagement." How Security Groups Provide Restricted Access to the MIS User Dictionary You can also use security groups to allow specific users to edit information inthe MIS User Dictionary for all members of a specific security group. However,the users who can edit the information cannot edit information for users whoare not members of other security groups. For example, assume your hospital organizes security groups by department. Youmay want to allow the head of the department to view and edit information inthe MIS User Dictionary for members of a specific security group only. For more information, see the section titled "Enter/Edit User Dictionary:Screen 1". +-------------------------------------------------------------------------------+| Enter/Edit MIS User Security Group Dictionary ||===============================================================================|| ||Mnemonic: Last Edited by on || ||Active? || ||Description: |+-------------------------------------------------------------------------------+


Mnemonic Identify the entry you want to edit, or enter a unique mnemonic to create a new entry. Lookup: Entries in the selected dictionary To include only active entries in the Lookup, press <Lookup>. To see both active and inactive entries in the Lookup, type /B and press <Lookup>. You can begin the list of Lookup items part way down the alphabetical list. For example, to begin your list with items that begin with G, type G and press <Lookup>. You can also use a combination of the above commands. For example, assume you want to view both active and inactive entries and you want to start the list with entries that begin with G. Type G/B and press <Lookup>. No matter where you start the Lookup, you can scroll up and down the entire list using the <Page Up> and <Page Down> keys. -- Editing an Existing Entry -- If you identify an existing entry, the system displays all previously entered information for the entry. You can then edit the information. -- Creating a New Entry -- If you enter a mnemonic that the system does not recognize, you are asked if you want to create a new entry. If you create a new entry, many routines allow you to copy (or initialize from) an existing entry and then edit the new entry to suit your needs.

Active If you want this entry to be active, enter Y. Active entries are eligible responses at prompts that refer to this dictionary. Users identify an active entry by typing its mnemonic or by using the Lookup. If you want this entry to be inactive, enter N. Inactive entries can be viewed in enter/edit


dictionaries and listed in some list dictionaries.

Description Use up to 30 characters of free text to enter a description of the entry.

User Location Dictionary (3.16) Page 123

3.16: User Location Dictionary

Use this dictionary to define temporary and permanent employee locations. TheEmployee Locator routines in MAGIC Office and the MIS User Dictionary use theselocations on Lookup screens for employee locations. These locations aredifferent from the entries in the Location Dictionary on the MIS ClinicalDictionaries menu, which are patient locations found within your health careorganization. Enter the following information for each employee location: * mnemonic, active status, and name * optional text that appears as a prompt when a user signs into a specified location (for example, "When will you be back?" when a user signs into a meeting) * whether to display a user's itinerary when checking that user's location in MAGIC Office. For example, if an employee is on vacation, you may want to display travel plans when you check that employee's location. * whether to allow users to be permanently assigned to this location in the MIS User Dictionary. For example, you may want to specify that an employee works in the Johnson Building, but you may not want to permanently assign an employee to a meeting. * a distribution group made up of users who have been permanently assigned to this location in the MIS User Dictionary. You can, for example, use such a distribution group to send mail to all employees who work in a selected building. * whether providers at this location should be considered to be 'in-house.' You can then use the List 'In-House' Doctors Routine in MAGIC Office to list all providers currently at 'in-house' locations.


+-------------------------------------------------------------------------------+| Enter/Edit User Location Dictionary ||===============================================================================|| ||Mnemonic Last Edited by on || ||Active? || ||Name || ||'Comment' Text || ||Show itinerary? || ||Allow in User Dictionary? ribution Group || ||'In-house' for physicians? || ||Default Printer |+-------------------------------------------------------------------------------+

Mnemonic Identify the entry you want to edit, or enter a unique mnemonic to create a new entry. Lookup: Entries in the selected dictionary To include only active entries in the Lookup, press <Lookup>. To see both active and inactive entries in the Lookup, type /B and press <Lookup>. You can begin the list of Lookup items part way down the alphabetical list. For example, to begin your list with items that begin with G, type G and press <Lookup>. You can also use a combination of the above commands. For example, assume you want to view both active and inactive entries and you want to start the list with entries that begin with G. Type G/B and press <Lookup>. No matter where you start the Lookup, you can scroll up and down the entire list using the <Page Up> and <Page Down> keys. -- Editing an Existing Entry -- If you identify an existing entry, the system displays all previously entered information for the entry. You can then edit the information.


-- Creating a New Entry -- If you enter a mnemonic that the system does not recognize, you are asked if you want to create a new entry. If you create a new entry, many routines allow you to copy (or initialize from) an existing entry and then edit the new entry to suit your needs.

Active If you want this entry to be active, enter Y. Active entries are eligible responses at prompts that refer to this dictionary. Users identify an active entry by typing its mnemonic or by using the Lookup. If you want this entry to be inactive, enter N. Inactive entries can be viewed in enter/edit dictionaries and listed in some list dictionaries.

Name Enter a name for the entry. This name appears in some Lookups and on some reports to further define this dictionary entry.

'Comment' Text Enter the text of the question that you want to appear that prompts the user for additional information. When the user signs into this location in MAGIC Office, the system requires the user to enter additional information. For example, if a user signs into a meeting, the routine can ask this user "When will you be back?" You can use this question to get users to give more information about their location. If you do not want the users who sign into this location to give additional information, leave this field blank. Users can enter additional information when they sign into this location, but the system does not require it.

Show Itinerary? To display a user's itinerary in the employee locator


routines in MAGIC Office, enter Y. When someone checks the location of a user who is signed into this location, the user's itinerary is displayed. To prevent the display of a user's itinerary, enter N.

Allow In User Dictionary? To designate this location as a permanent location (for example, the building or facility in which a provider has their office) and allow entry of this location at the Location prompt in the MIS User Dictionary, enter Y. Also, you can use the Distribution Group prompt to include in a distribution group all users who are permanently assigned to this location. To designate this location as a temporary location and prevent entry of this location at the Location prompt in the MIS User Dictionary, enter N. Also, you cannot use this location to when creating distribution groups. Note: Users can sign into both permanent and temporary locations using the MAGIC Office sign-in routines.

Distribution Group Enter the mnemonic of a distribution group. All users who are subsequently assigned to this location in the MIS User Dictionary will be included in this distribution group. If the location already has a distribution group, that distribution group's mnemonic appears. Lookup: MIS Distribution Group Dictionary Notes: You must set up a distribution group for a location before users are permanently assigned to the location. Otherwise, any users assigned to the location before the distribution group is set up will not be included in the distribution group until after you have refiled each of them. Also note that the cursor stops at this prompt only if Y is entered at the Allow in User Dictionary? prompt.

'In-House' For Physicians? To label this location as an "in-house" location, enter


Y. Otherwise, enter N to label this location as outside your facility or health care organization. An "in-house" location is a location where a provider is considered to be available in an emergency. The List 'In-House' Doctors routine in MAGIC Office lists on the screen all providers who are available at the current time. You can use this field to define at what locations providers should be considered available. For example, providers signed into a meeting might be considered available in an emergency, while providers who are at another facility might not.

Default Printer Enter the mnemonic of a the printer that you want to associate with this user location. Lookup: MAGIC Operating System Device Table When a physician signs into this location via the Swipe Card routine, physician reports are generated on this printer (depending upon the response to the Ignore Loc Default prompts in the User Dictionary.) When a physician signs into this location via the Physician Sign-In routine, this printer defaults at the Print On prompts on the Print Reports screen (depending upon the response to the Ignore Loc Default prompts in the User Dictionary.)

Distribution Groups Dictionary: Overview (4) Page 128

Chapter 4: Distribution Groups Dictionary: Overview

A distribution group is a predefined set of users and/or terminals,identified by a single name (e.g., ACCOUNTING, a distribution group made up ofusers in the Accounting Department). You can use a distribution group to referto multiple users by citing the group name, instead of naming each individualmember of the group. A distribution group may include the following, in anycombination: * individuals * members of other distribution groups * users of selected devices (terminals) * users of selected application databases Using Distribution Groups You can use distribution groups to perform the following functions: * send mail * assign access to a library cabinet (in MAGIC Office) * list locations (in MAGIC Office) * list location log (in MAGIC Office) * limit users' ability to read and process other users' mail (via the MIS User Dictionary) * limit users' ability to edit other users' locations (via the MIS User Dictionary) Creating and Maintaining Distribution Groups Three separate dictionaries allow you to set up and maintain distributiongroups. See the table, at the top of the next page, for a list of the threemethods for setting up and maintaining distribution groups. _______________________________________________________________________________ Three Ways to Set Up Distribution Groups_______________________________________________________________________________ Dictionary: Use to:


MIS Distribution Group Dictionary * manually assign individual users to a distribution group * include members of other distribution groups in a distribution group * include users of selected devices (terminals) in a distribution group * include users of selected application databases in a distribution group MIS User Dictionary * automatically include individual users who are supervised by a selected supervisor in a distribution group * assign a selected user to one or more distribution groups MIS User Location Dictionary * automatically include in a distribution group all users who work at a selected location_______________________________________________________________________________ The MIS User and User Location Dictionaries are typically used to set updistribution groups before your hospital's system goes LIVE. See thedocumentation for these dictionaries for more information. The Distribution Group Dictionary is typically used for maintenance ofdistribution groups after your hospital's system has gone LIVE. See thefollowing sections for instructions on using this dictionary. Access to Distribution Groups As a security measure, you can restrict access to a distribution group to aparticular set of users. This way, only a limited number of users can edit ordelete that distribution group. For each distribution group, you must specifyone responsible user. This user has primary responsibility for editing anddeleting the distribution group. In addition, you can specify an unlimited number of other users who may alsoedit or delete the distribution group. These users have the same distributiongroup maintenance privileges as the responsible user. Users who are not so authorized cannot edit or delete a distribution group.


+-------------------------------------------------------------------------------+| MIS User Distribution Group Menu [ ] |+-------------------------------------------------------------------------------+| ||11. Enter/Edit ||12. List ||13. Change User Responsibility ||14. Copy ||15. Delete ||16. List User's Distribution Groups ||17. List Responsible User's Distribution Groups ||18. Enter/Edit Subscriptions |+-------------------------------------------------------------------------------+

Enter/Edit Distribution Groups Dictionary (4.1) Page 131

4.1: Enter/Edit Distribution Groups Dictionary

Use this routine to create new distribution groups, or edit existing ones. A distribution group can include any combination of: * individuals * members of other distribution groups * users of selected applications * users of selected terminals When creating a new distribution group, specify a responsible user and otherusers who are authorized to edit the group. Any users authorized to edit thedistribution group have the same access privileges as the responsible user.These privileges include editing any information about the distribution group,and deleting it. Expand for Mail When using a distribution group to send mail, the routine displaysall users and terminals in the distribution group. You have the optionof removing individual users from the list if you do not want them to receivethis piece of mail. However, the deleted users do remain in the distributiongroup. Request the expanded mail listing of a distribution group by enteringY at the Expand for MAIL prompt in this dictionary. Moving Around Prompts with Multiple Responses Several prompts in this routine allow multiple responses. For example, theUSERS prompt can have a long list of users. See the NPR System ConventionsUser Manual for information about using prompts with multiple responses.


+--------------------------------------------------------------------------------------------+| Enter/Edit MIS Distribution Group Dictionary ||============================================================================================|| ||Mnemonic Last Edited by on ||Active iption || ||Responsible User Expand For Mail ||Other Edit Users Allow Subscriptions || || ||Appl DBs Users || || || || || ||Groups || || || || || ||Devices || || || || |+--------------------------------------------------------------------------------------------+

MNEMONIC Enter the mnemonic that uniquely identifies this dictionary entry, using up to 15 characters. Lookup: Distribution Group Dictionary To view ACTIVE entries only, press <Lookup>. To view ACTIVE and INACTIVE entries, type /B and press <Lookup>. Partial Lookups are available. For example, to display a Lookup of ACTIVE and INACTIVE dictionary entries whose mnemonics begin with G, type G/B and press <Lookup>. If you are making a new entry in the dictionary: The following prompt appears:


Not found. New? Y To enter this new mnemonic in the dictionary, press <Enter>. The cursor moves to the ACTIVE prompt. If this is not a new entry (i.e., you meant to identify a previously defined entry), change the Y to N. The cursor returns to the MNEMONIC prompt to allow you to edit the entry. If you are editing a previously defined entry: The system displays all previously entered information, and the cursor moves to the ACTIVE prompt.

ACTIVE? If this is a new entry or an existing entry with a status of ACTIVE: Y appears. If you want this entry to appear in Lookups that refer to this dictionary, press <Enter>. To prevent this entry from appearing in Lookups (outside of the dictionary itself), change the Y to N. Note: To view inactive entries at a MNEMONIC prompt in a dictionary routine, type /B or MNEMONIC/B (e.g., SIG/B) and press <Lookup>. If this entry is INACTIVE: N appears. To leave this entry INACTIVE and prevent it from appearing in Lookups, press <Enter>. To make this entry ACTIVE and have it appear in Lookups referring to this dictionary, change the N to Y.


DESCRIPTION Enter a description of the entry, using up to 40 characters of free text.

RESPONSIBLE USER Identify the user who has primary access to this distribution group. Only this user and any others that you designate at the prompt CAN ALSO BE EDITED BY USERS can edit or delete this distribution group. Lookup: MIS User Dictionary If this is a new distribution group, your user name appears here. To make yourself the responsible user, press <Enter>. To make some other user the responsible user, delete your name and enter the name of that user. If this is an existing distribution group, the name of the responsible user appears. To keep the responsible user unchanged, press <Enter>. To change the responsible user, delete the default and enter a new user name.

EXPAND FOR MAIL? Enter Y to list the users in this distribution group when users send mail to this group. Enter N to suppress the listing of users in this group when mail is sent.

Allow Subscription? "Y" response, individual users can add/delete themselves from this Distribution Group using Enter/Edit Subscriptions Routine.

CAN ALSO BE Identify all users who, in addition to the EDITED BY USERS responsible user, are authorized to edit or delete this distribution group. These users are able to make any changes to the distribution group that the responsible user can. The routine lists users alphabetically after you file your changes. Although the routine only displays two users at one time, you can enter an unlimited number of users at this prompt. Lookup: MIS User Dictionary To remove a user from this list, move down to that user's line and delete the name. To add a user to the list, move down to the bottom of


the list and enter the user's name.

APPL DBS Enter the mnemonics of the application databases whose users you want to include in the distribution group. All users who have access to these application databases (as defined in the MIS User Dictionary) are included in the distribution group. For example, if you have a Pharmacy distribution group, you may want to include in it all users who have access to the pharmacy database. Lookup: Application Database Dictionary To remove an application database from this list, move down to that application database and delete the mnemonic. To add an application database to the list, move to the bottom of the list and enter the application database mnemonic.

USERS Identify the users in the distribution group. Each individual user whom you specify here is included in activities performed with this distribution group. For example, each user receives mail sent to this distribution group. The routine alphabetizes user names after you file changes. Lookup: MIS User Dictionary To remove a user from the list, move to that user and delete the name. To add a user to the list, move to the bottom of the list and enter the user's name.

GROUPS Enter the mnemonics of other distribution groups whose members you want to include in this distribution group. Each of the individual users and terminals in the group receives mail that you send to this distribution group. The routine alphabetizes group names after you file changes. Lookup: MIS Distribution Group Dictionary To remove a group from this list, move down to that group and delete the name.


To add a group to the list, move to the bottom of the list and enter the group's mnemonic.

DEVICES Enter the mnemonics of the devices that you want to include in the distribution group. This way, you can send mail to a particular terminal instead of to a particular user or group. This feature can be used as a security measure (e.g., sending a message to a terminal in a locked room), because only a user at that terminal can read mail for a selected terminal. The routine alphabetizes device names after you file changes. Lookup: MAGIC Operating System Device Dictionary To remove a device from the list, move to that device and delete its name. To add a device to the list, move to the bottom of the list and enter the device's mnemonic into the blank line.

List Distribution Groups Dictionary (4.2) Page 137

4.2: List Distribution Groups Dictionary

Use this routine to print a list of distribution groups. This routine is usefulfor verifying that entries in the Distribution Group Dictionary have been setup correctly, or for identifying the members and responsible users ofdistribution groups. You can list: * one, all, or a range of distribution groups * only distribution groups that have a selected responsible user * only active or inactive distribution groups This routine also provides flexibility in the amount of detail in the printedlists. A simple list consists only of the mnemonic, active status, description,and responsible user for each distribution group. A detailed list also includesthe users that can edit the distribution groups, and the users, groups, anddevices assigned to each group. +-------------------------------------------------------------------------------+| List MIS Distribution Group Dictionary ||===============================================================================|| ||From Mnemonic Thru Mnemonic || || || || || ||Responsible User: || ||Active: || ||Include Detail? |+-------------------------------------------------------------------------------+

FROM MNEMONIC Enter the mnemonic of the first distribution group in the range that you want to list. Lookup: MIS Distribution Group Dictionary To list only one distribution group, enter that group's mnemonic here and at the THRU MNEMONIC prompt. After you have specified one or a range of distribution


groups, the routine allows you to specify additional groups or ranges. To specify an additional range, enter additional FROM MNEMONIC and THRU MNEMONIC responses. To move to the next prompt without specifying an additional range, press <Enter> at the FROM MNEMONIC prompt.

THRU MNEMONIC The group that you entered for FROM MNEMONIC appears here. To list only this one distribution group, press <Enter>. To list more than one distribution group, delete the default and enter the mnemonic of the last group in the range that you want to list. Lookup: MIS Distribution Group Dictionary

RESPONSIBLE USER Enter the responsible user for the distribution groups you want to list. ALL appears as the default; this includes all groups based on the values entered at the FROM and THRU prompts. To list all distribution groups in the range, regardless of who the responsible users are, press <Enter>. To list only distribution groups that have a particular responsible user, delete ALL and enter the name of that user. Lookup: MIS User Dictionary

ACTIVE This prompt allows you to specify the status of the entries on this list. Enter Y to list only the ACTIVE entries (in the specified range) of this dictionary. Enter N to list only the INACTIVE entries (in the specified range) of this dictionary. Enter ALL to list all of the entries for the specified range of this dictionary.


INCLUDE DETAIL? Use this prompt to indicate how much detail you want to include on the distribution group list. Enter N to include only the values for these prompts: - MNEMONIC - ACTIVE status - DESCRIPTION - RESPONSIBLE USER Enter Y to also include: - APPLICATION DATABASES - USERS - GROUPS - DEVICES - CAN ALSO BE EDITED BY USERS A sample detailed list appears below:

RUN DATE: 11/09/02 MEDITECH DEMO HOSPITAL PAGE 1RUN TIME: 1345 MIS DISTRIBUTION GROUP DICTIONARY LIST MNEMONIC ACT DESCRIPTION RESPONSIBLE ACCOUNTING Y Accounting Dept. Personnel Green,Sylvia USERS GROUPS DEVICES EDIT BY Carroll,Ralph FINANCIAL Rivers,James Dennis,Mary Green,Sylvia Martin,John Rivers,James List Distribution Groups

Change User Responsibility (4.3) Page 140

4.3: Change User Responsibility

Use this routine to transfer editing responsibility for distribution groupsfrom one responsible user to another. For example, you may want to use thisroutine if your health care organization experiences a change in managementresponsibilities. To change the responsible user for one distribution group only, use the MISDistribution Group Dictionary. Note: The responsible user is the user with primary responsibility for editingand deleting a distribution group. When you press <Enter>, the Change? prompt appears. Change? To transfer responsibility, enter Y. If you do not want to transfer responsibility, enter N. +-------------------------------------------------------------------------------+| Change Distribution Group Responsibility ||===============================================================================|| ||From Responsible User || ||To Responsible User |+-------------------------------------------------------------------------------+

From Responsible User Enter the name of the responsible user from whom you want to shift responsibility for the distribution groups. Lookup: MIS User Dictionary When you enter the name of the responsible user, the corresponding user mnemonic appears in the view-only field to the right.

To Responsible User Enter the name of the responsible user to whom you want to shift responsibility for the distribution groups. Lookup: MIS User Dictionary

Change User Responsibility (4.3) Page 141

When you enter the name of the responsible user, the corresponding user mnemonic appears in the view-only field to the right.

Copy Distribution Groups (4.4) Page 142

4.4: Copy Distribution Groups

Use this routine to copy the information from one distribution group to anexisting distribution group or to a new one. You can use this routine to savetime when you define new distribution groups. The routine copies the values defined in the following fields via the MISDistribution Group Dictionary: * Description * Users * Expand for Mail * Groups * Application Databases * Devices ------------------------------------------------------------------------ Caution When you copy information to an existing group, the system overwrites the original information defined for that group. You cannot recover the original information after you file the routine. ------------------------------------------------------------------------ +-------------------------------------------------------------------------------+| Copy MIS Distribution Group ||===============================================================================|| ||From Mnemonic Responsible || ||To Mnemonic Responsible |+-------------------------------------------------------------------------------+

From Mnemonic Enter the distribution group from which you want to copy information. Lookup: MIS Distribution Group Dictionary When you enter the mnemonic of the distribution group, the name and mnemonic of the responsible user appears in the view-only Responsible fields at the right.

To Mnemonic Enter the distribution group to which you want to copy information.

Copy Distribution Groups (4.4) Page 143

Lookup: MIS Distribution Group Dictionary If you enter a new distribution group, the following message appears: Not found. New? To copy the distribution group information to a new distribution group, press <Enter>. If you do not want to copy the information to a new distribution group, delete Y and enter N to return to the To Mnemonic field.

Responsible When you enter the mnemonic of an existing distribution group, the name and mnemonic of the responsible user appears in the view-only Responsible fields at the right. You can edit this value. Lookup: MIS User Dictionary When you file the routine, the Copy prompt appears. To copy the distribution group, enter Y. If you do not want to copy this distribution group, enter N.

Delete Distribution Groups (4.5) Page 144

4.5: Delete Distribution Groups

Use this routine to delete an existing distribution group. For example, youmight want to delete obsolete distribution groups. You can delete distribution groups only if you are the responsible user or youare authorized to edit the distribution group. In addition, you can delete onlyinactive distribution groups. (To inactivate distribution groups, use theEnter/Edit Distribution Group Routine.) +-------------------------------------------------------------------------------+| Delete Distribution Groups ||===============================================================================|| ||Mnemonic || ||Description || ||Responsible User |+-------------------------------------------------------------------------------+

Mnemonic Enter the distribution group that you want to delete. The description of the distribution group appears in the view-only Description field. The name and mnemonic of the responsible user appears in the view-only Responsible User field. Lookup: MIS Distribution Group Dictionary (inactive entries only) -- Delete? Prompt -- When you file the routine, the Delete? prompt appears. To delete the distribution group, enter Y. If you do not want to delete the group, enter N. Note: You can delete distribution groups only if you are the responsible user or you are authorized to edit the distribution group. In addition, you can delete only inactive distribution groups. (To inactivate distribution groups, use the MIS Enter/Edit Distribution Group Routine.)

List User's Distribution Groups (4.6) Page 145

4.6: List User's Distribution Groups

Use this routine to list all distribution groups that include a specific user.For example, you may want to use this routine to quickly check whether usersare assigned to the correct distribution group. Note: You can also use the MIS User Dictionary to view a list of distributiongroups or to add a user to a distribution group. +-------------------------------------------------------------------------------+| List User's Distribution Groups ||===============================================================================|| ||User Name |+-------------------------------------------------------------------------------+

User Name Enter the user for whom you want to list the distribution groups to which he or she belongs. Lookup: MIS User Dictionary When you enter the user, the user mnemonic appears in the view-only field at the right.

List Responsible User's Distribution Groups (4.7) Page 146

4.7: List Responsible User's Distribution Groups

Use this routine to list all distribution groups for which a specific user isresponsible. For example, you may want to use this routine when your healthcare organization terminates the employment of a responsible user. The distribution groups for which the user was the responsible user appear onthis list. +-------------------------------------------------------------------------------+| List Responsible User's Distribution Groups ||===============================================================================|| ||Responsible User Name |+-------------------------------------------------------------------------------+

Responsible User Name Enter the name of the responsible user for whom you want to list distribution groups. Lookup: MIS User Dictionary When you enter the user name, the corresponding mnemonic appears in the view-only field at the right.

Enter/Edit Group Subscription Routine (4.8) Page 147

4.8: Enter/Edit Group Subscription Routine

Use this routine to add or remove your user name from a distribution group. Youalso view the distribution groups to which your health care organizationassigned you access. Note: In the MIS Distribution Group Dictionary, if the Allow Subscriptionprompt is set to Y, you are assigned access to that group. +-------------------------------------------------------------------------------+| Enter/Edit Distribution Group Subscriptions ||===============================================================================||User || ||Group Name || || || || || || || |+-------------------------------------------------------------------------------+

User Your user name appears as the default response. You cannot edit this value.

Group Enter the distribution group to which you want to add or remove your user name. The description of the distribution group appears in the view-only Name field to the right of this prompt. Lookup: MIS Distribution Group Dictionary

Overview of Electronic Signature (5) Page 148

Chapter 5: Overview of Electronic Signature

The Electronic Signature feature eliminates the need for providers to signpaper documentation. Providers can use the feature to sign electronicaly storeddocuments, such as reports. The MIS Module includes parameters and routines that allow your organization tomaintain passwords and personal identification numbers (PINs) for use with theElectronic Signature feature. When providers want to electronically signdocuments, the system prompts the provider to enter a password and/or a PIN. After the provider enters his or her password and/or PIN, the system marks thedocument signed. Your organization can use the parameters to customize howproviders enter password and PIN information. Using Parameters To enable providers to use the Electronic Signature Feature, your MEDITECHApplications Specialist uses the parameters on Page 2 of the MIS SystemParameters. You can use the following Level 1 Check?, Level 2 Check?, andEnabling CRT parameters to customize the level of password and PIN security atyour health care organization. Level 1 Check? Parameter To require providers to enter their regular passwords to electronically signdocuments, enter Y. To require providers to enter additional information toelectronically sign documents, enter N. Level 2 Check? Parameter You can use the Level 2 parameter for increased security. To require providersto enter additional information to electronically sign documents, enter thefollowing. To Require the Provider to Enter-------------------------- -----Enter nothing (that is,neither re-enter a passwordnor enter a PersonalIdentification Number (PIN) N Re-enter his or herregular password PW Enter a user-defined PIN UDPIN Enter a system-generated PIN SGPIN To omit the second-level check, leave this parameter blank.


Note: If the Level 1 Check? parameter is set to N, the value defined at theLevel 2 Check? parameter becomes the only check. Enabling CRT Parameter To allow only authorized users to edit their PINs, identify the specificdevices (that is, PCs or terminals) from which providers can enter or deletePINs. Note: To edit the MIS system parameters, contact your MEDITECH ApplicationSpecialist.) Signature Label? Parameter Use free text to enter the message that you want to appear after the providerelectronically signs the document. You can enter up to 23 characters. Forexample, you can enter the following message: Electronically Signed Using the MIS Electronic Signature Feature If the MEDITECH Applications Specialist defines these parameters so that thesigner must enter a password, PIN, or both, the system displays pop-up screensthat request this information. The Password and PIN screens each include a cursor at the corresponding promptto indicate where the user can enter the appropriate value. The prompt in thePIN screen displays an asterisk for each character the user enters. After the provider enters the required password and/or PINs, the providerelectronically signs the report, and the system brings the report to SIGNEDstatus. Note: For more information about using this feature, see the Patient CareInquiry (PCI) Application. Maintaining the MIS Electronic Signature Feature Your health care organization can use the following routines to maintain theElectronic Signature Feature: To Use this Routine------------------------------------- -----------------------------------Assign providers access to theElectronic Signature Feature Enable/Disable Electronic Signature Print a list of providers who were


assigned or denied access to theElectronic Signature Feature Print ES Enable/Disable Log Routine Authorized alternate signersto sign for other authorized providers Enter/Edit Alternates Routine Note: Alternate signers can use their own PINs to sign the other physician'sdocuments. Print a list of the alternatesigners who are assigned toa specific range of signers List Alternates Routine Print a list of edits thatwere made to alternate signerswithin a specific range of dates List Alternates Log Routine

+-------------------------------------------------------------------------------+| MIS User Electronic Signature Menu [ ] |+-------------------------------------------------------------------------------+| ||11. Enable/Disable ||12. List Log ||13. Enter/Edit Alternates ||14. List Alternates ||15. List Alternates Log |+-------------------------------------------------------------------------------+

Enable/Disable Electronic Signature (5.1) Page 151

5.1: Enable/Disable Electronic Signature

Use this routine to enter or edit system-generated or user-defined PersonalIdentification Numbers (PINs). This screen also appears after you enter theone-time PIN the system assigns you during the network authentication process.You can access this routine only if you are an authenticated user. When you enter your user mnemonic and User Name, a pop-up screen appears thatrequires you to enter your system-generated PIN or enter and verify your user-defined PIN. Entering PINs If you enter Y, and the parameter defined by MEDITECH requires users to entersystem-generated PINs, a pop-up screen displays the system-generated PIN. Ifyou file this screen, you can enter only the system-generated PIN to log ontothe system. If the parameter requires users to enter user-defined PINs, a pop-up screenrequires you to enter and verify a new PIN for this user. You can use up toeight alphanumeric characters to enter a user-defined PIN. User-defined PINs are case insensitive. You can enter any combination ofuppercase and lowercase alpha characters. For example, assume you enter the following user-defined PIN: SDP1234 You can enter SDP1234, sdp1234, or SdP1234. You can also enter othercombinations of upper- and lowercase alpha characters in the PIN. Note: Users who are enabled for both electronic signature and networkauthentication enter the same PIN for both. +-------------------------------------------------------------------------------+| ||===============================================================================|| ||User Mnemonic || ||User Name || || |+-------------------------------------------------------------------------------+

List Electronic Signature Log (5.2) Page 152

5.2: List Electronic Signature Log

Use this routine to print the changes users at your health care organizationmade to Personal Identification Numbers (PINs) within a specified range ofdates. To maintain confidentiality, this list does not identify the original orthe newly assigned PINs. The list includes the following information about each change: * date and time the user made the change * terminal at which the user made the change * user who made the change * whether the user assigned or deleted the PIN * user for whom the PIN was changed Note: The system purges this information after the number of days yourorganization defines at the MIS User Logs Purge Delay parameter. +-------------------------------------------------------------------------------+| Print ES Enable/Disable Log ||===============================================================================|| ||From Date: || ||Thru Date: |+-------------------------------------------------------------------------------+

From Date From/Thru Date prompts allow you to select a range of dates. At the From prompt, specify the first date in the range. At the Thru prompt, specify the last date in the range. If the From/Thru fields allow multiple entries, you can specify several ranges of dates. For example, to specify all records for the first seven days in the months of January and February, 2002, enter 01/01/02 and 01/07/02 at the first set of From/Thru prompts. Then enter the February dates at the next set of prompts.

List Electronic Signature Log (5.2) Page 153

You can use a T combination when entering dates. For example, enter T for today's date, T-1 for yesterday's date, and T+1 for tomorrow's date.

Thru Date Enter the last date in the range of interest. For more information, see the documentation for the previous prompt.

Enter/Edit Electronic Signature Alternates (5.3) Page 154

5.3: Enter/Edit Electronic Signature Alternates

Use this routine to define alternate providers who can electronically signreports or orders for another provider. Alternate signers can perform allelectronic signing functions of the selected provider. +-------------------------------------------------------------------------------+| Alternate Electronic Signatures ||===============================================================================|| ||Provider Name Type || || ||-------------- Alternate Information --------------- ||Mnemonic Name Type || || || || || |+-------------------------------------------------------------------------------+

Provider Enter the provider for whom you want to define alternate signers. The name and type of the provider you enter appear in the view-only fields to the right. Alternate signers can electronically sign reports and orders filed for this provider.

Mnemonic Enter the alternate signers you want to define for this provider. The names and types of the providers you enter appear in the view-only fields to the right. Note: You can enter only providers who also have electronic signature capabilities.

Alternate Electronic Signature Signees Report (5.4) Page 155

5.4: Alternate Electronic Signature Signees Report

Use this routine to print a list of the alternate signers for a specific rangeof providers. +-------------------------------------------------------------------------------+| Alternate Electronic Signature Signees ||===============================================================================||From Provider || ||Thru Provider |+-------------------------------------------------------------------------------+

From Provider Specify the range of items in which you are interested. At the From prompt, specify the first item in the range. At the Thru prompt, specify the last item in the range. Lookups are usually available. -- Selecting All Items -- To select all items, enter the word BEGINNING at the From prompt and the word END at the Thru prompt. -- Selecting a Single Item -- To select a single item, enter the same item at both the From and Thru prompts.

Thru Provider Enter the last item in the range of interest. For more information, see the documentation for the previous prompt.

List Electronic Signature Alternates Log (5.5) Page 156

5.5: List Electronic Signature Alternates Log

Use this routine to list the edits users at your health care organization madeto alternate signers. The list includes the following information: * date and time the user made the edit * device on which the user made the edit * user who made the edit * provider for whom the user edited the alternate signers * alternate signers who were added or deleted +-------------------------------------------------------------------------------+| Print ES Alternate Signature Log ||===============================================================================|| ||From Date: || ||Thru Date: |+-------------------------------------------------------------------------------+


Thru Date

List Electronic Signature Alternates Log (5.5) Page 157


Dictionary Audit Trail and Miscellaneous Routines Overview (6) Page 158

Chapter 6: Dictionary Audit Trail and Miscellaneous Routines Overview

You can use the following miscellaneous routines to manage users. To Use this Routine------------------------------ ---------------------------------------List the edits users made to Print Dictionary Audit Trail Routinethe dictionaries in yourMEDITECH system. Note: Before the system tracks dictionary activity, your MEDITECH ApplicationsSpecialist enters the dictionaries into the system. View the reporting hierarchy List Reporting Hierarchy Routinefor a specific employee View the employees that report List Organization Routineto a specific supervisor Transfer the MAGIC Office Transfer MAGIC Office Files Routinefiles that belong to one userto the files of another user View the status of the Transfer Status RoutineTransfer MAGIC OfficeFields Routine background job Edit the value of a specific Dictionary Mass Edit Routinedictionary entry for a user-definable subset of entries Edit the value of a specific Dictionary Quick Edit Routinedictionary field for a user-definable subset of entries Print the contents of the Print Workstation Audit LogWorkstation Audit Log (tracksWorkstation versions used oneach machine in the system) Remove a range of one or more Purge Workstation Version Audit oflog entries from the Print Old DevicesWorkstation Audit Log Populate the Print Workstation Initialize Workstation Version AuditAudit Log with machine namesfrom the OPS (Operations) DeviceTable

Dictionary Audit Trail and Miscellaneous Routines Overview (6) Page 159

+-------------------------------------------------------------------------------+| MIS User Miscellaneous Menu [ ] |+-------------------------------------------------------------------------------+| ||11. Print Dictionary Audit Trail ||12. Print Encryption Setting Audit Trail ||13. List Reporting Hierarchy ||14. List Organization || ||20. Transfer MAGIC Office Files ||21. View Magic Office Files BKG Transfer Status || ||30. Dictionary Mass Edit ||31. Dictionary Quick Edit || ||40. View MIS Background Job Status || ||50. Print Workstation Version Audit ||51. Delete Workstation Version Audit Devices ||52. Initialize Workstation Version Audit || ||60. Copy Med Prob Favorites ||61. List Med Prob Favorites |+-------------------------------------------------------------------------------+

Print Dictionary Audit Trail (6.1) Page 160

6.1: Print Dictionary Audit Trail

Use the Print Dictionary Audit Trail Routine to print a report of changed andnew dictionary entries. Your MEDITECH system must be set up to monitorthe selected dictionary. This routine allows you to track the edit activity inthe dictionaries of the MEDITECH modules. After selecting the dictionary, you can select ranges of the dictionary entriesand dates to limit the audit information that appears on the report. Note: The report does not include purged information, even if the purgedinformation includes changes made during the specified date range. Monitoring Dictionary Information Before you use the Print Dictionary Audit Trail Routine, your MEDITECHApplications Specialist or an authorized user at your hospital must enter thelist of dictionaries that the system monitors. For each dictionary, yourMEDITECH Applications Specialist or authorized user enters the length of time(the purge delay) that the system retains the audit information. This timeperiod is different for each dictionary that your system monitors. To authorize a user to access the Enter/Edit Dictionaries For Audit TrailRoutine in the MIS Toolbox, create a custom menu that has MIS.DICT.AUDIT.ee onit. After the list of dictionaries is filed, the system records audit informationfor changed or new dictionaries entries. To view the audit information, use thePrint Dictionary Audit Trail Routine. When the purge delay time has beenexceeded, the system deletes that audit information. For dictionaries not on the toolbox list, the system does not record auditinformation for changed or new dictionary entries. Information on the Dictionary Audit Trail Report The Dictionary Audit Trail Log includes the following information about eachedit to a monitored dictionary: * application database of the changed dictionary * DPM of the changed dictionary * mnemonic of the changed dictionary entry * date and time of the change * mnemonic of the user who entered the change


* device on which the change was made * the reason for edit, if applicable * the edited screen fields * the original and new values in the changed dictionary Note: The audit trail does not include purged audit information or informationfor dictionaries that the system is not monitoring. +-------------------------------------------------------------------------------+| Print Dictionary Audit Trail ||===============================================================================||Database: || ||Dictionary: || ||From Mnemonic: ||Thru Mnemonic: || ||From Date: ||Thru Date: |+-------------------------------------------------------------------------------+

Database Enter the mnemonic of the application database that includes the dictionary you want to audit. Lookup: MIS Application Database Dictionary

Dictionary Enter the DPM of the dictionary you want to audit. Lookup: Dictionaries DPMs associated with the application database

From Mnemonic Enter the beginning of the range. Note: From Mnemonic and Thru Mnemonic prompts define a range of dictionary entries whose changes you want to audit. To list the changes made to all dictionary entries, enter BEGINNING at the From Mnemonic prompt and END at the Thru Mnemonic prompt.


To list dictionary changes made to dictionary entries whose mnemonics begin with a specific letter, enter that letter at both prompts.

Thru Mnemonic Enter the end of the range of dictionary entries you want to audit.

From Date Enter the beginning of the date range. Note: From Date and Thru Date prompt define the date range for which you to list dictionary changes. The list includes changes made during this range of dates.

Thru Date Enter the end of the date range for which you want to audit this dictionary.

Print Encryption Setting Audit Trail (6.2) Page 163

6.2: Print Encryption Setting Audit Trail

Use this routine to access and print (for a selected date range) an audit logof changes (for example, users and date/time) to the encryption mode ON/OFFsetting for a PC, machine,or network. The report prints in the following order: * Network * Machine * Device Each row on the printed report includes the following information: * Timestamp of the encryption change * Network/machine/device name * New encryption value * Previous encryption value * Operator who made the change * Device on which the change was made

List Reporting Hierarchy (6.3) Page 164

6.3: List Reporting Hierarchy

Use this routine to list the reporting hierarchy of a specific employee. Youcan use this routine to identify the supervisor of an employee, the supervisorof that supervisor and so on, up the reporting hierarchy. +-------------------------------------------------------------------------------+| List Reporting Hierarchy ||===============================================================================|| ||Employee |+-------------------------------------------------------------------------------+

Employee Enter the name or telephone extension of the employee whose reporting hierarchy you want to list. Lookup: MIS User Dictionary

List Organization (6.4) Page 165

6.4: List Organization

Use this routine to list the employees of a specific supervisor, theemployees supervised by those employees and so on, down the reportinghierarchy. Your health care organization uses the MIS system parameters to define thelabel of the first field that appears in the routine. For example, you may wantto replace Supervisor with a term that more accurately reflects the reportinghierarchy of your organization. The field label Manager may be moreappropriate. Contact your MEDITECH Application Specialist to change the fieldlabel. +-------------------------------------------------------------------------------+| List Organization ||===============================================================================|| ||Supervisor || ||Total only? |+-------------------------------------------------------------------------------+

Supervisor Enter the name or phone number of the supervisor for whom you want to list employees. Lookup: MIS User Dictionary

Total Only? To print only the total number of employees who report to this supervisor, enter Y. Enter N to include the names of these employees.

Transfer MAGIC Office Files (6.5) Page 166

6.5: Transfer MAGIC Office Files

Use this routine to transfer the MAGIC Office files from the file cabinet ofone user to the file cabinet of another user. The routine transfers files onlyif the target cabinets are empty. You can run this routine as a foreground job or as a background job. If you runthis routine as a foreground job, you run the routine during an MIS session.The device is busy until the file transfer is complete. If you run this routineas a background job, the routine runs in memory. You can then use the device toperform other tasks. If a user terminates his or her employment with your health care organization,and you move the files for that user, you can deactivate the account for thatuser via the MIS User Dictionary. Note: The system runs only one Transfer Routine at a time on a device. Foreground Data Transfer If you run this routine as a foreground job, MEDITECH recommends that you runit from a non-telnet device. Because the transfer of files can take a longtime, a telnet session can end prematurely. If the session ends, the transferroutine fails. If the transfer fails, you must restore the files from a backup medium. Duringfile restoration, you organization can lose access to critical files (forexample, on-call lists). After you restore the files, you must rerun thisroutine. Background Data Transfer If you run this routine as a this routine in the background lessens thefrequency of file restorescaused by telnet session time-outs and prevents the loss of access to criticalfiles. +-------------------------------------------------------------------------------+| Transfer MAGIC Office Files ||===============================================================================||From User || To User || ||Transfer in BKG? |+-------------------------------------------------------------------------------+

Transfer MAGIC Office Files (6.5) Page 167

From User Identify the user from whom you want to transfer MAGIC Office files. Lookup: MIS User Dictionary

To User Identify the user to whom you want to transfer MAGIC Office files. Note: The MAGIC Office cabinet for this user must be empty. Lookup: MIS User Dictionary

Transfer in BKG? To run this routine in the background, enter Y. To run this routine in the foreground, enter N.

Transfer Status Routine (6.6) Page 168

6.6: Transfer Status Routine

If you run the Transfer MAGIC Office Files Routine as a background job, usethis routine to view the job status. After you enter a device, the screen displays the following information: * status of the transfer job * start date and time * end date and time (if applicable) * original owner of the files and the new recipient of the files

Dictionary Mass Edit (6.7) Page 169

6.7: Dictionary Mass Edit

Use the Manage Application Mass Edit screen to identify the database for whichyou want to edit dictionary values. After you identify the database, theDictionary Mass Edit Routine appears. You can then use the Dictionary Mass EditRoutine to edit the values of dictionary fields in a specific dictionary. User access to the Dictionary Mass Edit Routine is defined via the AllowDictionary Mass/Quick Edit? prompt in the MIS User Dictionary. In addition, foreach dictionary you want to allow the user to edit, you must enter thecorresponding DPM at the Dictionaries prompt. Note: Use this routine with extreme caution. The system files your editsdirectly to the dictionary. Your edits permanently overwrite the originalvalues. To restore the original values, you must re-enter them via this routineor the corresponding Enter/Edit dictionary routine. +-------------------------------------------------------------------------------+| Manage Application Mass Edit ||===============================================================================||Application Database: |+-------------------------------------------------------------------------------+

Application Database Enter the application database that includes the dictionaries you want to edit. Lookup: Available application databases When you enter the application database, the Dictionary Mass Edit Routine appears. You can then select the dictionary you want to edit. Note: Access to specific application database dictionaries is defined via the MIS User Dictionary.

Dictionary Quick Edit (6.8) Page 170

6.8: Dictionary Quick Edit

This routine is available only if your health care organization has purchasedLarge Market Software. Please contact your MEDITECH Marketing Consultantfor more information. The Dictionary Quick Edit routine allows a user to edit the value to asingle dictionary field for a user-definable subset of entries within a specified dictionary. User access to this routine is controlled via the MIS User Dictionary. Toallow a user access to this routine, a response of Yes must be entered at the ALLOW DICTIONARY MASS/QUICK EDIT? prompt on the General Informationscreen of the MIS User Dictionary. In addition, the DPMs for all dictionariesthat the user is allowed to edit must be entered at the DICTIONARIESprompt, which is also found on the General Information screen. (TheDICTIONARIES prompt is a multiple.) Upon selecting the Dictionary Quick Edit routine, the user is prompted forthe application database in which the edits are to be made. Access to theapplication database is controlled from the MIS User Dictionary. That is, theuser only has access to those application databases that are assigned to theuser on the Applications Menu screen in the MIS User Dictionary. Once an application database is selected, the user is brought into theDictionary Quick Edit routine. The user will then: 1) select the dictionary that is to be edited. (Remember, access to all dictionaries that can be edited within the Dictionary Quick Edit routine is also controlled by the MIS User Dictionary.) 2) choose which element within the specified dictionary is to be edited 3) specify which entries in the dictionary will be edited 4) if desired, define other elements (up to a maximum of 3) to display additional information for the selected range of dictionary entries 5) if desired, further limit the entries which will be edited based on the criteria of existing dictionary data (for example, you may choose to capture only the entries that have the ACTIVE field set to Yes) 6) enter, individually, the new value that will replace the existing value for each dictionary entry Note: It is essential that users realize the impact of this routine. Edits made within this routine are filed directly into the dictionary. When an edit is filed, all of the old values for the edited field are gone. The only ways to restore previous values is to use this

Dictionary Quick Edit (6.8) Page 171

routine or the enter/edit routine for that dictionary. +-------------------------------------------------------------------------------+| Manage Application Quick Edit ||===============================================================================||Application Database: |+-------------------------------------------------------------------------------+

APPLICATION DATABASE Enter the mnemonic of the application database that contains the dictionaries you want to edit via the Dictionary Quick Edit routine. Lookup: Application databases to which you have access After selecting an application database, you will be brought into the Dictionary Quick Edit routine where you can select the dictionary that you want to edit. Note: Access to specific application database dictionaries is assigned in the User Dictionary.

Print Workstation Audit Log (6.9) Page 172

6.9: Print Workstation Audit Log

Use this routine to print the contents of the Workstation Audit Log, whichtracks Workstation versions used on each machine in the system. The systemautomatically records the following information for the last standard signon ofeach machine: * Version number * Date * Time The system tracks separate signon information for each machine and each majorWorkstation release (3.x and 4.x). You print this report for a range of devices and you can include all logentries or only entries with certain versions recorded.

Purge Workstation Version Audit of Old Devices (6.10) Page 173

6.10: Purge Workstation Version Audit of Old Devices

Use this purge routine to remove a range of one or more log entries from thePrint Workstation Audit Log. For example, you can remove entries for machinesthat have been either retired or replaced. After deleting all specified devices, the system prints a summary list ofdevice names that were actually purged.

Initialize Workstation Version Audit Routine (6.11) Page 174

6.11: Initialize Workstation Version Audit Routine

Use this routine to populate the Print Workstation Audit Log with machinenames from the OPS (Operations) Device Table. The system adds signon data only after signon occurs.

Users and Password Management INDEX Page 175

A E abstract tape codes Edit Colors - Component Screen assigning to a user 35 figure 72alternate providers editing defining 154 display of colors 71audit trails 163 electronic signature dictionary edits 160 monitoring PIN changes 152auto-expire passwords overview listing users 102 encryption 163 Enter/Edit User Colors Routine 71 expiration datesB password, changing by security group 90background colors 71 F C figuresclinical preferences Edit Colors - Component Screen defining for a user 77 72colors foreground colors 71 editing display of 71 resetting display of 71 Common Color Combinations I table 75 components Initialize Workstation Version screen 71 Audit Routine 174 D K dictionaries Key Commands on the Edit Colors Distribution Group 131 Screen mass editing 169 table 75 MIS User Dictionary 37 Security Group 120 User 13,28,51,61 L User Location 123 dictionary edits locations audit trails of 160 editing 123Distribution Group Dictionary enter/edit routine 131 list routine 137 N distribution groups changing responsibility 140 network PINs copying 142 entering 151 deleting 144 editing 131 listing 145 O listing responsible user's groups 146 organization overview listing 165


P Print User Activity Logs by Time 110parameters Print User Activity Logs by User security 1 104passwords Reset Old Passwords 93 assigning a one-time user password 94 changes, listing by device 98 S changes, listing by time 100 changes, listing by user 96 screen components expiration dates, changing by definition 71 security group 90 security 1 management, by security group Security Group Dictionary 120 enter/edit routine 120 overview 1 Sign Up function resetting old 93 defining available user options Print Workstation Audit Log 172 47Purge Workstation Version Audit of supervisor's employees Old Devices Routine 173 listing 165 supervisors listing 164R reporting hierarchy T listing 164 resetting tables users colors 71 Common Color Combinations 75routines Key Commands on the Edit Colors Change Distribution Group Screen 75 Responsibility 140 Types of Screen Components 71 Change Expiration Dates 90 terminals Copy Distribution Group 142 managing 9 Delete Distribution Groups 144 Types of Screen Components Download Client Temp Audit 118 table 71 Enter/Edit User Colors 71 List Distribution Group 137 List Organization 165 U List Reporting Hierarchy 164 List Responsible User's user Distribution Groups 146 defining clinical preferences List User by Security Group 69 for a 77 List User's Distribution Groups User Dictionary 145 enter/edit routine 13,28,51,61 Print Archived Patient Audit 119 list by security group routine Print Client Temp Audit 114 69 Print Dictionary Audit Trail 160 System single sign-on 68 Print ES Enable/Disable Log 152 User Location Dictionary Print Password Audit Trail By enter/edit routine 123 Device 98 User Miscellaneous Menu Routines Print Password Audit Trail By 172,173,174 Time 100 users Print Password Audit Trail By assigning a one-time user User 96 password 94 Print Patient Audit 113 copying existing information to Print User Activity Logs by create a new user 27 Device 107 creating 27 defining clinical information 37


users (continued) defining Sign Up function options 47 W Workstation Version Audit Routines 172,173,174

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