User Guide — athenaCoordinator User Administration

1. Display the Users page: On the Main Menu, click Settings > User. In the left menu, under Practice Links — Users, click Users.
2. Click Add user.
   The Profile tab appears.
   
3. Last name — Enter the staff member's last name.
4. First name — Enter the staff member's first name.
5. Organization — Select the user's organization.
6. Practice — Select the practice. This field defaults to your practice if you have access to one practice only.
7. Training department — Click in the text box to display the list of departments in your practice. Select the user's department.
   Note: If the user has access to multiple practices, the department names are preceded by the practice ID.
8. Department name — Enter the staff member's department.
   If this field was previously blank, it is automatically populated with the selected Training department. If this field was already populated, the information does not change.
9. Position — Select the user's position.
10. Other (Specify) — This field appears only if you select Other (Please Specify) from the Position menu. Enter the user's position in this field.
11. Portal display name — Select Display full name or select Display custom name. By default, your full name is displayed on the Patient Portal or Patient Information Center.
    Note: If the role in the Position field is Provider, the Portal display name field does not appear.
12. Date of birth — Enter or select the user's date of birth.
13. Other ID — You can enter additional identifying information in this field. athenahealth recommends that you not enter the user's social security number in this field, but instead enter the user's employee ID numbers or some other identifying number.
14. Phone — Enter the staff member's phone number.
15. Email — Enter the staff member's email address.
16. Notes — Enter any notes about this user.
17. Click Save.
    A HIPAA confirmation message appears.
18. Click OK.
    The Security tab appears with a system-generated username and password.

1. Display the Users page: On the Main Menu, click Settings > User. In the left menu, under Practice Links — Users, click Users.
2. Enter the user search criteria.
3. Click Search.
   A list of usernames that match your search criteria appears below.
4. Click the update link for the user account that you want to update.
   The user profile details appear in the fields at the top of the page.
5. Click the Security tab.
6. New password — Enter a new password (optional).
7. Confirm password — Re-enter the new password.

8. Require change — Select this option to require this user to create a new password at the next login; the new password will replace the password set on this page.

9. Block account — The default is No.
   You would select Yes when editing the account of an existing user who should no longer access the system, such as a former employee. 
10. Block password reset — The default is No. Select Yes if you want to prevent this user from using his or her security questions to reset the password.
11. Account expiration — Enter an expiration date for the account for a temporary user (optional).
12. Session timeout — Enter a number of minutes from 1 to 120, or leave this field blank to keep the default 30-minute timeout.

13. Account access — Defaults to all days selected and times blank. You can specify the days and times during which the user can log in to athenaOne. Leave the time of day fields blank to allow this user to log in at any time.

14. Time Zone — Select the appropriate time zone.
15. Click Save.

1. Display the Users page: On the Main Menu, click Settings > User. In the left menu, under Practice Links — Users, click Users.
2. Enter search criteria to find the user.
3. Click Search.
   A list of usernames that match your search criteria appears below.
4. Click the update link for the user account that you want to update.
   The user profile details appear in the fields at the top of the page.
5. Click the Roles tab.
6. Click the Edit link.
7. Select the appropriate roles.
   Note: You can assign a local role to a user account just as you would any other role (see Local Roles).
8. Click Save.

Rather than pick user roles one by one, you can copy one user's roles to another user.

1. Display the Users page: On the Main Menu, click Settings > User. In the left menu, under Practice Links — Users, click Users.
2. Enter search criteria to find the user.
3. Click Search.
   A list of usernames that match your search criteria appears below.
4. Click the update link for the user account that you want to update.
   The user profile details appear in the fields at the top of the page.
5. Click the Roles tab.
6. Click the Edit link.
7. Enter a username in the Copy user box.
8. Click Copy.
   The user's roles appear in the Selected list.
9. Edit the list of roles as needed.
10. Click Save.

If the user you need to delete is a provider, please complete all the provider deletion steps described on the Providers page.

Warning: After you delete a user account, you cannot run reports on that user. athenahealth recommends that instead of deleting the user account, you remove the user's security access and block the user account to ensure that he or she has no access to athenaOne.

1. Display the Users page: On the Main Menu, click Settings > User. In the left menu, under Practice Links — Users, click Users.
2. Search for the user that you want to delete.
3. Click update next to the user that you want to delete.
4. Click the Roles tab.
5. Click Remove for every practice to which the user has access.
   This action will delete the user from the practice.

You must have User Admin (or Practice Superuser) access to block a user account.

When you block a user account, athenaOne ends the user's session immediately and prevents the user from logging back in.

1. Display the Users page: On the Main Menu, click Settings > User. In the left menu, under Practice Links — Users, click Users.
2. Enter search criteria to find the user.
3. Click Search.
4. Click update next to the username in the list of search results.
5. Click the Security tab.
6. Block account — Select Yes.
7. Click Save.

You can assign a role to an existing user on a temporary basis, from increments of one hour to one week.

1. Display the Emergency Access page: On the Main Menu, click Settings > User. In the left menu, under Practice Links — Users, click Emergency Access.
2. Use the fields provided and click Search to find the user you need.
   A list of users matching your search criteria appears.
3. Click update for the user you need.
   The Roles view appears, showing user access information for the selected user.
4. Click the Grant emergency access link at the upper left.
   The Assign Emergency Roles view appears.
5. Scroll through the list of roles on the left, or enter the first few characters of the role that you need in the text box, and then select the role you need to grant to the user.
   The role appears in the list on the right.
6. Select additional roles from the list on the left, if needed.
7. Expire emergency roles in — Select a time period from the menu.
8. Click Save. The confirmation message appears.