Overview
This guide offers detailed, step-by-step instructions for managing user accounts in MediRecords. It outlines key processes including adding new users, resetting passwords, updating user profiles, setting preferences, and changing user status (active or inactive).
Table of Contents
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🎓 Accessing Users
- Navigating to the subscription users
- Navigating to the subscription users
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🎓 How to Add a New User
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Create a new user profile
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🎓 How to send the new user a link to reset their password
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Sending a password reset link
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🎓 How to Edit a User Profile
- Updating contact information, roles, and credentials
- Updating contact information, roles, and credentials
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🎓 How to Configure User Preferences
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Adjust settings to suit individual user needs.
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🎓 How to switch a User Profile between Active and Inactive status
- Deactivating or reactivating users
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🎓 How to Delete a User Profile
- Steps for removing a user
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🎓 How to restore a Deleted User Profile
- Restoring deleted user Profiles
🎓 Accessing Users
1. Access the submenu options by clicking on More in the Navigation Menu to expand the list.
2. Click on Settings.
3. Click on Subscription Details.
4. Click on Users.
🎓 How to Add a New User
5. Click on New User.
6. By default, you’ll land on the Details screen. Please complete all required fields relevant to the new user.
ℹ️ All mandatory fields are marked with a red asterisk and must be completed before proceeding to the next section. MediRecords does not permit the use of duplicate email addresses, so each email must be unique to the user. This email is used for login and password reset purposes.
If you haven’t created User Groups yet and would like more information, please refer to our User Guide: Accessing and Managing User Groups.
7. Select Next to continue.
8. Expand the dropdown menu to specify if the user is Full Time or Part Time, and select your choice from Clinical, Practice, or Integrated options.
ℹ️ Clinical: Provides access solely to Clinical Features within MediRecords.
Practice: Provides access solely to Practice Features within MediRecords.
Integrated: Enables access to both Clinical and Practice Features within MediRecords.
Clinical features: Home dashboard for accessing consultations, lab results, and overdue activities. Patients section for viewing patient grid and records, including dashboard, details, clinical, consent, activities, and audit tabs. More section for accessing additional resources, settings, reporting, audit, and utility features.
Practice: Provides access solely to Practice Features within MediRecords.
Integrated: Enables access to both Clinical and Practice Features within MediRecords.
Clinical features: Home dashboard for accessing consultations, lab results, and overdue activities. Patients section for viewing patient grid and records, including dashboard, details, clinical, consent, activities, and audit tabs. More section for accessing additional resources, settings, reporting, audit, and utility features.
Practice features: Home dashboard for accessing appointments, waiting room status, overdue activities, and services invoiced. Appointments section for managing the appointment calendar. Waiting room section for monitoring the waiting area. Patients section for viewing patient grid and records, including details, accounts, consent, activities, and audit tabs. Accounts section for managing sales, expenses, distributions, journal entries, reconciliation, AIR-claiming, and claiming. 'More' section for accessing additional resources, settings, reporting, audit, and utility features
9. Choose the Subscription Module that grants access to the specific features required for the new user.
ℹ️ For Administrative roles, ensure their subscription matches that of the Clinical Providers within your Practice.
10. To see the features enabled by the Subscription Module choices, click Review Features.
11. Examine the image in order to identify the features that the module subscription grants access to for the user you're setting up.
12. Please read through the terms, then mark the box to indicate your agreement.
ℹ️ Kindly confirm your agreement here; without this, you won't be able to proceed.
13. Tick the box beside the listed Practice/s that the user should have access to.
14. Click on Next.
15. Ensure to fill in the following fields according to the new user's designated role.
ℹ️ Security Role: Selecting the appropriate Security Role for the new user will align with the set privileges in the Security Role Feature, reflecting their access permissions accurately. For more details, please refer to our User Guide: Accessing and Managing Security Roles.
Password: You can set a default practice password for now. Refer to step 22 for instructions on sending a password reset link to the new user after their profile setup is completed.
Password: You can set a default practice password for now. Refer to step 22 for instructions on sending a password reset link to the new user after their profile setup is completed.
Grant MediRecords Support Access: This can be left unticked, as the function is no longer in use.
16. Click on Next.
17. Ensure to complete the fields based on the new user's assigned role and necessary Provider identifiers.
ℹ️ Prescriber No.: This is required for the user to create a Prescription.
HPI-I No.: This is required for the user to generate an ePrescription and access a patient’s My Health Record.
ERX ID: This is required for the user to generate an ePrescription.
HPI-I No.: This is required for the user to generate an ePrescription and access a patient’s My Health Record.
ERX ID: This is required for the user to generate an ePrescription.
Provider No.: This is required if you are using MediRecords for Medicare billing, investigation requests, or secure messaging features.
To register your Provider and obtain an eRx ID, you can visit: eRx Script Exchange
Please ensure you've filled out the HW052 form to link the Provider's Number with your Practice Minor Site ID for Invoicing services. For more details, visit: Services Australia
For assistance with locating your Minor Site ID please refer to our User Guide: Accessing and Managing Configuration Settings > Enable Claiming-PRODA.
18. Click on Next.
19. Ensure to fill in the fields according to the new user's assigned role and add any necessary information as a biography.
ℹ️ Add my user profile to the MediRecords Community and Contact List: Enabling this option is intended for Providers within Practices utilising the Appointment Widget. It adds the Profile as a Contact to the Community Contacts list, visible to all MediRecords Users.
20. If needed, you have the option to upload a photo for the user.
ℹ️ Upon uploading a photo, it becomes visible on the Home Dashboard. If the User Profile sharing option is enabled, the photo will also appear in the Appointment Widget and Patient App.
21. Click Save to finalise the process and confirm the creation of the new user.
🎓 How to send the new user a link to reset their password.
For new Users: You must supply the new user with their login credentials, including the Email and Username you've created. Then, follow these steps to send them a link allowing them to reset their password when accessing the system for the first time.
22. Check the box next to the newly created user's name listed in the Users Grid.
23. Select More located above the User Grid list.
24. Click on Reset Password.
25. Press Ok to confirm and proceed with this action.
ℹ️ Please be aware that the link provided to reset your password remains valid for only 24 hours. Another option available is for the user to reset their password directly from the login page of MediRecords.
🎓 How to Edit a User Profile
26. Check the box next to the user's name listed in the Users Grid.
27. Click on Edit User
28. Select the appropriate option from the menu where modifications are needed and proceed to make the necessary changes.
29. Remember to click on Save to confirm the modifications and update the user profile accordingly.
🎓 How to Configure User Preferences
30. Check the box next to the user's name listed in the Users Grid.
31. Click on Configure located above the Users Gird.
32. The default view is General, allowing adjustments within the available options to match the user's workflow preferences.
33. Choose an option from the provided selections that best fits the user's workflow.
ℹ️ The selections made here determine the user's landing page in MediRecords and include default tabs displayed when accessing a patient's record.
For Providers, it allows setting a default Medical Certificate or Specialist letter accessed through the quick actions feature in the Patient Clinical Tab.
For Providers, it allows setting a default Medical Certificate or Specialist letter accessed through the quick actions feature in the Patient Clinical Tab.
34. Click on Accounts.
35. Choose an option from the provided selections that best fits the user's workflow.
ℹ️ If your practice uses the Distribution section for financials, please ensure the correct options are selected.
The Accounts section in User Preferences is automatically assigned by default, usually requiring no changes.
The Accounts section in User Preferences is automatically assigned by default, usually requiring no changes.
36. Click on Appointments.
37. Choose an option from the provided selections that best fits the user's workflow.
ℹ️ Calendar View Defaults & Appointment Settings
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Default Calendar View: New users will initially see only their own calendar.
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Non-Clinical Roles: To view all providers in the Appointment Calendar, ensure the option “Show Providers with Active Sessions” is enabled.
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Specialists: Enable “Check Referral Validity on Appointment” to trigger a pop-up during booking, prompting confirmation of a valid referral.
Appointment Email Notifications
The “Send email notification to patient” option uses a standard Appointment Reminder template and cannot be customised. Please note, this differs from the Email on Demand feature.
38. Click on Investigations.
39. Choose an option from the provided selections that best fits the user's workflow.
ℹ️ The options chosen here determine the default settings when a User generates Investigations for a Patient. These selections will appear as defaults, although users still retain the option to modify between Pathology and Radiology Service Providers within the Investigations Request Function.
40. Click on Invoices.
41. Choose an option from the provided selections that best fits the user's workflow.
ℹ️ Default recommended choices for Invoice Templates will be presented, featuring community-standard templates. If you've created customised templates, you can make alterations here.
Include Referral for Medicare Billing: This option is crucial for Clinical Specialists or Allied Health (where applicable) roles.
Medicare Provider Type: Determines the Claiming Channel for Clinical Staff when sending claims via Medicare or DVA.
General: for General Practitioners
Specialists: for Specialists
Allied Health (DVA): for Claims sent to DVA (Switch to Specialists for Medicare )
None: for non-clinical staff or when not using MediRecords' invoicing feature
Speech Pathology (DVA): for Claims sent to DVA (Switch to Specialists for Medicare)
Psychology (DVA): for Claims sent to DVA (Switch to Specialists for Medicare)
Include Referral for Medicare Billing: This option is crucial for Clinical Specialists or Allied Health (where applicable) roles.
Medicare Provider Type: Determines the Claiming Channel for Clinical Staff when sending claims via Medicare or DVA.
General: for General Practitioners
Specialists: for Specialists
Allied Health (DVA): for Claims sent to DVA (Switch to Specialists for Medicare )
None: for non-clinical staff or when not using MediRecords' invoicing feature
Speech Pathology (DVA): for Claims sent to DVA (Switch to Specialists for Medicare)
Psychology (DVA): for Claims sent to DVA (Switch to Specialists for Medicare)
42. Click on Prescribing.
43. Choose an option from the provided selections that best fits the user's workflow.
ℹ️ The options in this section establish defaults when a user prescribes medication for a patient. Enabling Real-time Prescription Monitoring integrates a feature that indicates concerns when prescribing S8 medications.
44. Click on Eclipse.
45. Choose an option from the provided selections that best fits the user's workflow.
ℹ️ This section requires information only if the user offers In-Patient Services and uses ECLIPSE to send claims. Payee ID is necessary only if the user has registered with the specific Health Fund. Typically, Health Funds accept the User's Provider No. For further details, please directly contact the User's Health Fund to acquire the required identifiers.
Note: Before invoicing, please ensure that the provider has been assigned the necessary Private Health Fund Schedules for billing.
Note: Before invoicing, please ensure that the provider has been assigned the necessary Private Health Fund Schedules for billing.
46. Please click on Save to finalise and save all the changes made.
🎓 How to switch a User Profile between Active and Inactive status
47. Check the box next to the user's name listed in the Users Grid.
48. Click on Status.
49. Select Inactive if you need to deactivate or inactivate this user's access.
50. To activate an inactive user, click on Filter.
51. Tick the box next to Inactive.
52. Enter the user's name into the search bar to find and locate their profile.
53. Check the box next to the user's name listed in the Users Grid.
54. Click on Status.
55. Click on Active.
🎓 How to Delete a User Profile
56. Check the box next to the user's name listed in the Users Grid.
57. Click on Delete.
58. Select Yes to confirm and proceed with this process.
🎓 How to restore a Deleted User Profile
59. Click on Filter.
60. Click on Deleted.
61. Access the Search Bar and input the user's name.
62. Check the box next to the user's name listed in the Users Grid.
63. Click on Status.
64. Select Active to finalise the process.
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