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3.1 User Management

How to manage users in OSCAR 15

Add a New Provider

Step 1. Add a Provider Record for a New User

  1. The OSCAR database is built on relationships to any given user number.  It must be unique.  The easy way (for small practice) to get a new unique number is to press the suggest button and skip to step (8) below
  2. Larger practices will want to use a different series of numbers for different providers such as 100 series for MD's. 200 for locums, 300's for nurses and so on.  Before you can add a new provider, you must look through the existing providers to see what your last provider number was.
  3. Click the ‘Search / Edit / Delete Provider Records’ link under the User Management heading.
  4. Click the ‘Search’ button without typing any name in the box, to get the full list of providers in the database
    Search Provider
  5. Click on the ‘ID’ heading to put the ID numbers in numerical order (each heading allows you to sort the database by each of the heading titles when clicked)
    Provider List by ID
  6. After noting your last provider ID number, decide what the ID number will be for the new provider and write it down.
    eg If you keep nurses in the 300 series and your last Nurse is Jeanne Mance 301 the next Nurse should be 302 .
  7. Click the ‘Add Provider Record' link
  8. Enter the provider number you wrote down from the previous steps.
    11x Add a Provider
  9. Fill in all the appropriate information for the new user
  • Provider No: Example = 101.  Place a unique number to identify this user 
  • Type: Example = doctor. from the drop-down menu, select the user's role in the clinic.  This gives default access provisions to the user to different parts of the program
    TIP Set all users to "doctor" here regardless of status. Program access will be configured using a newer method.  NOTE: the "type" value is being phased out in future versions of Oscar.
  • Specialty: Example = FM for Family Medicine.  This and the Team show in the list when you search providers.
  • Team: Example = A, B or Docs.
  • 3rd Part Billing #: This field is used when an outside company does the billing for an office or clinic. This is usually the group number for the billing agency.
  • Billing #: Example = 123456. This field is used if the individual is a doctor and would be their Ministry of Health billing number. There are billing function implications with this field. (E.g.: If the individual is a doctor and a number is not put in here, they will not show up on the provider list in the billing form.)
  • Specialty Code #: Example = 00 (for General Practice).
  • Group Billing #: Example = B008, This field is used when the physicians are designated by the Ministry of Health as a group and are issued a group number.
  • CPSID #: Example = 57111, this is the number assigned by the College of Physicians and Surgeons to the physician.
  • Self Learning username & password: will be used for a self learning program in the future
  • Status: Example = 1 for active 0 for inactive.
  • Bill Center: The location of the closest OHIP billing office.

 11. Click the ‘Add Provider Record’ button when finished

Step 2. Add Login Information

A user’s password is their digital signature - they should choose it and use it with care and not allow unauthorized access to systems logged in to OSCAR. 

 Add Login User

  1. Click on the ‘Add Login Record’ link
  2. Type in a login and temporary password
  3. Click on the drop-down menu beside ‘Provider No.’ to select the user’s name
  4. Select the provider's expiry date from the calendar next to the Date text box.  It is usually best, if the user is planning to stay for a long time, to make the expiry date many years into the future.
  5. Type in a PIN number. Only assign a PIN number if you want the user to be able to access the program from outside of the office.
  6. Force Password reset will ensure that the provider will change the password when they login for the first time.
  7. Clicking on ‘Add Record’ will save the settings and take you back to the ‘Admin’ page

NOTE: you will need to write down the login, password and PIN number to give to the new user. If you leave default settings for force password reset inform the new user to change their password the first time they use the system.  As a deliberate security measure the administrator can only set, reset and delete passwords and cannot recover them.

Step 3. Assign Role(s) For the User

By default new users program access is severely restricted.  You must assign one or more of the assigned roles to the user so that they can access the parts of OSCAR that they need.

Provider Role

  1. Search for the provider you wish to modify using the search field in the upper right corner
  2. Choose a role from the drop down menu and click one of the three available actions: "Add", "Update", or "Delete"
  3. Each new role will appear as a new row.  Providers with multiple roles will have multiple rows in the chart.

NOTE: If you are shown a message "Role NOT added!!" you have already assigned this role to this provider.

In the example above the receptionist role for provider 910 has been deleted in the last operation (noted in the title bar) and a new role of Clinical Assistant is being added to them

Available Roles and their default settings:

doctor
access to every part of OSCAR except the administrative view
locum
access to every part of OSCAR except the administrative view
nurse
all of the same permissions as a doctor or locum EXCEPT the ability to "Verify and Sign" Encounter notes.
receptionist
no access to doctors notes (E-chart), oscarRx, labs or the administration functions
admin
access only to the administration functions (unless admin role is secondary to another role)
and many more...

Step 4.  Scheduling Users

Additional steps are necessary for scheduling users (see Schedule Management section for details).  Only complete this step if you want the user to have a schedule on the appointment screen (ex. practicing doctors, residents, nurses, not receptionists).
  • Set up a new group or add the user to an existing group
  • Setup their Schedule
 

 

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