Confirming User Accounts

During the migration, the user information from your OfficeMate database is copied over to Encompass EHR. Users are assigned the same username in Eyefinity EHR that they currently use to log into OfficeMate, but passwords are not transferred.

Before your practice begins using Encompass, you must assign a password and user role to each active user. Inform your users of the eyefinityehr.com URL and their usernames and passwords. You must also verify that accounts for former employees are deactivated.

Not only is confirming your user accounts a good security practice, it has financial implications as well. Your practice is charged for each doctor account, so it's important that you deactivate former providers and assign office staff roles other than "Doctor".

This topic covers how

  1. Log in to the Encompass web application as an administrator.

    For instructions on logging in as an administrator, see Logging in to Encompass as an Administrator.

  2. In the Practice Accounts section, click a user's name.
  3. Assign a password by entering it into the Password field.

  4. Enter that same password again into the Confirm Password field.

    The password must conform to your practice’s password policy. To review the password policy, expand the Password Policy section by clicking the blue minus sign on the right side of the bar. The Practice Settings tab and scroll down to Password Policy. The default requirements are at least seven characters, at least one upper and one lowercase letter, and at least one number.

    Do not change your administrator password until you have successfully migrated all of your practice locations.

    Do not change the passwords of helpdesk accounts.

  5. For users other than providers, select the user’s role in the practice from the Role in the Practice drop-down list. In most cases, select Ophthalmic Technician.

    The role controls which sections of Encompass EHR the user can access and what actions they can perform. For a description of each role’s access, see 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. Providers migrated to Encompass EHR are assigned the Doctor role by default.

  6. Select the Staff Sticky Preferences.

    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.
  7. To force the user to change passwords after their next login, select Yes from the Must Reset Password upon Next Login radio buttons.
  8. Select the user's Time Zone.
  9. Click Save.

  1. Log in to the Encompass web application as an administrator.

    For instructions on logging in as an administrator, see Logging in to Encompass as an Administrator.

  2. In the Practice Accounts section, select a user's name.
  3. Click the Settings tab.

  4. Leave the Billing Information fields empty.

    Billing information is saved in your practice management system and is not required in the EHR.

  5. Select Yes from the Patient Handout radio buttons to include prescription education on patient handouts.

  6. Select the appropriate Drug Interaction warning levels for Drug-to-Drug, Drug-Allergen, and Duplicate Therapy. Set the Drug Interaction warnings according to the needs of your practice. Eyefinity recommends the following settings:

    For this warning... Choose this recommended setting...
    Drug-to-Drug Contraindicated
    Drug-Allergen In/active Ingredients
    Duplicate Therapy On
  7. Enter the following information for users who will require ePrescribing:

    1. Type the doctor's DEA number in the DEA ID box.

      The DEA number is required for ePrescribing.

    2. If the user has a state license for prescribing medications, type that number in the License Number box and select the state that issued the license from the License State drop-down list.

  8. Select Yes to allow Patients to Send Intramail.

  9. Select the user’s location from the Primary Facility drop-down list as needed.

  10. Click Save.

Follow these steps if the provider is new to ePrescribing. If the provider already has an account with another vendor, like DrFirst, see how To transfer from another ePrescribing vendor.

  1. Log in to the Encompass web application as an administrator..

    For instructions on logging in as an administrator, see Logging in to Encompass as an Administrator.

  2. In the Practice Accounts section of administration, select a provider’s name.
  3. Click the ePrescribe tab.
  4. Click Request New SPI.

  5. Under Service Level, select the following check boxes for permissions you want to enable:

    - New Rx. The user will be able to create new medication prescriptions.

    - Rx Refill. The user will be able to receive refill requests from pharmacies.

    - Cancel. The user will be able to cancel medication prescriptions.

  6. Select the Fill form with account data check box to populate the Prescriber Detail fields with the user’s account information.

  7. Select the user’s location from the Location drop-down list to populate the Location fields with the location address.

    Ensure all fields with an asterisk (*) are completed.

  8. Click Register with Surescripts.

    The user's ePrescribing registration is sent. The user is able to begin ePrescribing immediately.

    If the provider is registered with another ePrescribing vendor, you may receive an error indicating the SPI number is already used. This error occurs because a provider can only be registered with one vendor for refills. You will need to transfer the provider's ePrescribing record to Encompass (see below).

A provider can only be registered with one ePrescribing vendor for refills. Follow these steps if the provider is already registered with another ePrescribing vendor, such as DrFirst.

  1. Log in to the Encompass web application as an administrator.

    For instructions on logging in as an administrator, see Logging in to Encompass as an Administrator.

  2. In the Practice Accounts section of administration, select a provider's name.
  3. Click the ePrescribe tab.
  4. Under Service Level, deselect the Rx Refill check box.
  5. Select the Fill form with account data check box to populate the Prescriber Detail fields with the user's account information.

  6. Select the user's location from the Location drop-down list to populate the Location fields with the location address.

    Ensure all fields with an asterisk (*) are completed.

  7. Click Register with Surescripts.

    The user is able to begin ePrescribing, but will not be able to receive refill requests yet.

  8. Send an email to eprescribing@eyefinity.com to request an update to the provider record. Include the following information in the email:

    - Practice name

    - Street address

    - City

    - State

    - ZIP

    - Provider name

    - NPI

    - DEA

    Eyefinity will notify Surescripts of the change. The provider will begin receiving refill requests in 7-14 days.