Editing User Demographics

Administrators have the ability to edit user demographic information in Encompass. The demographics settings include such personal information as name and date of birth and such login information as username, password, and user role.

Add the user to your practice management system before adding the user to Encompass.

  1. Log in to the Encompass web application as an administrator.
  2. Click Create New Account to create a new user.

    The Practice Account Demographics page opens.

  1. Log in to the Encompass web application as an administrator.
  2. In the Practice Accounts section, enter search criteria, as needed, and click Apply Filter.
  3. Click a user’s Username.

    The user's Practice Account Demographics page opens.

  1. Create a new user or open an existing user's account.
  2. Enter the user’s name in the appropriate fields.
    FieldNotes
    Last Name and First NameThese are required fields
    MiddleMiddle name or initial, if needed
    PrefixMr., Mrs., Dr., if needed
    SuffixOD or MD to appear on notes, if needed
    Nick NameAppears to other users internally, if needed
  3. Leave the Social Security Number field empty.
  4. Enter the user's Date of Birth.

    The date of birth is required for users to be able to reset forgotten passwords. If you don't enter the user's date of birth, the user will be prompted to enter it when they sign in.

  5. Continue to the next topic.
  1. Create a new user or open an existing user's account.
  2. Enter the user’s username in the Username (Login) field.

    The username cannot be changed later.

  3. Enter a password in the Password and Confirm Password fields.

    The password must conform to your practice’s password policy. To review the password policy, click the Practice Settings tab and scroll down to Password Policy.

  4. Locate the Must Reset Password upon Next Login setting and select Yes.
  5. Click Save.
  6. Inform the user of the temporary password that you created.

If the user is an active employee of the practice the Account Disabled and Account Locked radio buttons should be set to No. If either of these options is enabled, the user will not be able to access the account.

Account Disabled generally means that the user has left the practice. The account can be enabled again if the user returns.

Account Locked indicates that the user is still employed with the practice but cannot access the account. Locked accounts are usually due to too many failed login attempts. You will need to unlock the account before the user can log in again.

  1. Create a new user or open an existing user's account.
  2. Click the Role drop-down and select the user's role in the practice.

    The role controls which sections of Encompass the user can access and what actions they can perform. For a description of each role’s access, refer to Roles and Access

    The default role of Office Assistant is very limited. To grant a user wider access, set the role to Ophthalmic Technician.

    The role of Doctor is a billable role. If you need to set a user’s role to Doctor, call Eyefinity at 800.942.5353.

    If the user is an administrator of the system and also performs another role (for example, practice manager or doctor), then you must create two accounts for the user, one as an administrator and one as the other role. Give the administrator role a distinct name (for example, Jane Admin) so users won’t accidentally select the administrator account in visit notes.

  3. Set the Staff Sticky Preferences to False.

    Most practices leave the Staff Sticky Preferences set to False. Here are the exceptions:

    • Update Own. If true, a technician or scribe's sticky preferences will be based on the sticky preferences of the doctor set as the Primary Provider in the Visit Settings.
    • Update by Others. If true, the doctor's sticky preferences will be based on selections staff make in exams where the doctor is listed as the Primary Provider in the Visit Settings.
  4. To allow a user to view patient notes that are owned by other users, select Yes from the Allow Emergency Access radio buttons.

    Emergency accesses are recorded in the Audit Log.

  5. Click Save.
  1. Create a new user or open an existing user's account.
  2. Click the Time Zone drop-down menu.
  3. Enter the user's Email Address.

    The email address is required for users to be able to reset forgotten passwords. If you don't enter the user's email address, the user will be prompted to enter it when they sign in.

  4. Enter the user’s Phone Numbers as needed.
  5. Click Save.