Role-Based Security User Checklist
Security is an important component in safeguarding patient data and complying with HIPAA rules and regulations. OfficeMate requires that you set up security so that each user must log in to view or maintain patient information. OfficeMate leverages a role-based security system, which allows you to control how loosely or how tightly security is implemented in your practice.
Use the following checklists as a helpful reminder tool for staff members in your practice to help you successfully setup up role-based security.
For more detailed information on how to set up role-based security, see Setting Up Security, view the Home Office recorded video tutorials, and schedule additional training in the New-01 course with OMU.
Roles
A role is a job or a function within your practice. For example, front desk is a function within your practice that generally requires entering patient demographic data, scheduling appointments, receiving copayments, etc. You can easily think of a list of tasks within your own practice that the front desk role would need to perform as well as those of biller, office manager, and optician. OfficeMate allows you to establish which sections of the software each role can access.
It is not uncommon for one person in your practice to fill multiple roles. For example, a single person in your practice may work in the capacity of front desk, biller, and optician. OfficeMate allows you to assign multiple roles to each individual in your practice, thereby enabling users to access the various portions of the software that they need to perform their various job functions. OfficeMate makes setting up roles easy by including several sample roles that you can customize to your practice’s needs.
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OfficeMate comes preloaded with example roles. Eyefinity highly recommends that you modify or copy these roles according to the needs of your practice. You are not required to use the sample roles, but rather they are there to help you get started with role-based security. |
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If you need to create new roles, either edit existing roles or create new ones. To edit existing roles, copy the existing role that most closely suits the staff member’s needs and either add more security tasks to or remove security tasks from the role as necessary. |
Users
You can assign as many roles as desired to users.
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All users are initially assigned to a default administrator role, which allows them access to all products, modules, and tasks in all locations, until you modify their role assignments. Modify role assignments as soon as possible for optimal security! If your practice is not concerned with security, you do not need to modify role assignments, although Eyefinity does not recommend this course of action. |
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If your practice requires minimal security, assign all users to Administration Role. The Administration Role requires users to log in with a username and password and allows them to access all areas of the software. |
Preferences
Security preferences allow you to control, globally or by location, the amount of time a user may be inactive before being logged out of the software and establish which reports are secure.
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Set up the number of minutes the OfficeMate Suite can be idle before requiring the user to log back in. You can set up session inactivity by location. |
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Click the Secure Reports button and select the check box in the Secure column next to each report that you want to restrict access. Selected reports can only be accessed by users who are assigned roles with the Secured Report task. Any reports not selected can be accessed by any user. |