User & User Group Management: Quick Guide

Managing users in MediRecords is essential for keeping your practice organised and secure. Each user profile contains important details such as identifiers, security roles, and subscription settings, while preferences allow you to customise how individuals interact with the system. From creating new users and groups to deactivating, reactivating, or editing existing profiles, MediRecords gives you full control over who can access your practice and how they use the platform.

This article will walk you through the complete process of user management. You will learn how to create users and user groups, update profiles and preferences, reset passwords, and manage account status without losing important data. Whether you need to add a new provider, update a staff member’s details, or assign tasks across groups, this guide covers everything you need to know.

Contents:

1. Creating a User

2. Editing User Profiles

3. User Profile Field Explanations

   • Details

   • Subscription

   • Security

   • Resetting Paswords

   • Identifiers

   • Biography

4. Editing User Preferences

5. User Preference Field Explanations

   • General

   • Accounts

   • Appointments

   • Digital Payments

   • Investigations (Clinical & Integrated Subscriptions)

   • Invoices

   • Prescribing (Clinical & Integrated Subscriptions)

   • ECLIPSE

6. Deactivating /Reactivating a User

7. Deleting a User

8. Creating a User Group

9. Adding a User to a User Group

Creating a User

1. Click More on the MediRecords Navigation Menu located on the left-hand side panel.

2. Select Settings

3. Click on Subscription Details. 

   

    

4. Click Users. 

   

    

5. Click New User to open the new user form. 

   

    

6. Complete the Details section of the form with all the required details and click Next.  

   

    

7. Complete the three parts of the Subscription section of form and click Next. 

   

    

8. Remember to tick the I Agree tick-box to acknowledge and approve the additional charges to your monthly subscription. 

   

    

9. Complete the Security section of the form with all the required details and click Next. 

   

    

10. Complete the Identifiers section of the form with all the required details and click Next. 

    

    📌 Important: Remember to add the users Provider No. and Prescriber No. when required. Without a provider number, the user will not be visible on the appointment calendar. And without a prescriber number, the user will not be able write prescriptions.

     

11. Complete the Biography section of the form with all the required details and click Save. 

    

Editing User Profiles

1. Click More to reveal a drop-down list

2. Click Settings

3. Click Subscription Details

   

4. Click Users

   

5. Click the Tick-box to select the User being edited

6. Click Edit User

7. Make any changes and click Save.

User Profile Field Explanations

Details

When a Users Profile is opened for editing, it lands on the Details section by default. The Details section contains important information about the User's Profile, most of which can be edited or updated within this section.

To update user details, click on the relevant field, make the changes, and then click Save.

Subscription

The Subscription section allows users to edit their subscription plan in MediRecords. This includes upgrading or downgrading your plan, adding extra features, or adjusting the number of users in your account.

Making changes to your subscription can help you:

• Access more features: Upgrade to a plan that includes additional functionality your practice needs.

• Manage costs: Downgrade if certain features are no longer required to reduce monthly charges.

• Scale your practice: Adjust the number of users or licenses as your team grows or changes.

For more detailed instructions on managing your subscription, see the Features of Subscription Modules

Security

The Security section is used for assigning security roles, resetting a user's password, and updating secret questions and answers.

To make changes to a user's security role, click the drop-down list and select the new security role.

If you make any changes to the user's security role or secret questions and answers, remember to click Save to apply the changes.

Please see Security Role Configuration for more information on security roles.

 Resetting Passwords

1. To reset a password, click Reset Password in the Security tab.  
   
    
2. A notification will pop-up advising that an email has been sent to the user with a link to reset their password. Click OK to acknowledge that the email has been sent.

For further assistance with resetting passwords, please see this article: Password Administration: Quick Guide
 

Identifiers

This section is used for editing or updating a Users unique Healthcare Identification Numbers - like a Provider No. and Prescriber No.

For further information on what each of these fields are used for, please see the relevant configuration articles below:

• My Health Record (MHR): Practice & Provider Configuration

• eRx & Electronic Prescribing: Configuration

• Medicare Online Claiming: Configuration & Preferences

• Checklist: Creating & Configuring New Providers

If the doctor practices at multiple clinics that are all part of the same MediRecords Subscription, then the user will need a separate Provider No. for each clinic.

If you make changes to, or update any Identifiers, remember to click Save to apply the changes.

Biography

This section is used for editing or updating the users Biography. A Biography is historical information about the user that is relevant to both their position at the clinic, to their patients and to the MediRecords Community.

The Biography is used for storing details of Medical Qualifications, Specialties, Languages Spoken and the Age/Gender of the User. In this section you can also share the user's profile with MediRecords Community.

Medical Qualifications must be updated if the User is a provider that prescribes. To update, click the Medical Qualifications field and enter in the details. 

To share the user's profile with the MediRecords Community, tick the Add my user profile check-box and click Save.

Editing User Preferences

To edit your personal user preferences, you can follow the steps below. If you are looking to edit another user's profile, scroll down to the next section.

1. Click on the Person Icon on the MediRecords menu ribbon.

   

2.  Click Preferences.

   

To edit another user's preferences:

1. Click More in the side navigation to reveal a drop-down list and click Settings.

2. Click Subscription Details 

3. Click Users 

4. Click the Tick-box next to the name of the user that is being configured, then click Configure. 

5. This will bring up the User Configuration Form, which is split into 8 sections. When configuring each of the sections, click Save to finalize the changes you have made. 

User Preference Field Explanations

General

1. Set Default Practice on Login -Determines which practice MediRecords automatically logs you into when you sign in. If you work across multiple practices, setting a default saves time by opening your most frequently used practice first.  Setting a Default Practice on Login

2. Start Up From - Selects the page MediRecords opens after you first login (e.g., Dashboard, Appointments, or Patient Search). Helps you get to the part of MediRecords you use most, immediately after logging in. 

3. Grid Count - Controls how many records (e.g., patients, appointments) are displayed per page in lists and grids. Adjusting the grid count can make navigating large lists faster or easier to read. 

4. Home Page Provider Filter - Filters the dashboard widgets to display information specific to a selected provider (e.g., appointments, stats). Ensures you see only the information relevant to the provider you are logged in as.

5. Default Patient View - Sets which patient record page opens by default when accessing a patient (e.g., Summary, Clinical, History).  Speeds up workflow by showing the page you use most often first.  

6. Default Patient Clinical View - Determines which clinical tab (e.g., Consultations, Allergies, Medications) opens by default when viewing a patient’s clinical record. Saves time by taking you directly to the clinical information you access most frequently. 

7. Start Consultation Timer - Turns the consultation timer on or off automatically when accessing a patient’s clinical record. Helps track consultation duration for billing, reporting, or workflow purposes.

8. Chat Notifications - Enables or disables pop-up notifications for MediRecords chat messages. Keeps you informed of important messages from colleagues without needing to constantly check the chat.

9. Default Medical Certificate - Lets you select a template that will be automatically used as the default medical certificate when required. Saves time by preselecting the most commonly used template for patient certificates.

10. Default Specialist Referral - Lets you select a template that will automatically be used as the default specialist referral letter when required. Streamlines the referral process by preselecting the template you use most often.

Accounts

1.  Practice - the practice the accounts listed are associated with

2.  Employment Model - the mode of employment the user has with the practice

3. Payee Provider Number - if the user will use the practice's provider number

4. Accounts - the General Ledger accounts associated with the user. 

   • Income - any income paid to the doctor

   • Expense - any expenses the user has incurred for the practice

   • Accounts Receivable - the unpaid invoiced amount

   • Distribution Account - the uncleared income the doctor has earned

   • Bank Account - their associated bank account 

Appointments

1. Default Appointment Type - the default appointment type set when making appointments for this user

2. Show Providers with Active Sessions - the Appointments Calendar shows only providers with bookable timeslots available by default

3. Appointment Provider Filter - which doctors can be seen by default when accessing the Appointments Calendar (does not work with Show Providers with Active Sessions)

4. Default Appointment View - the default view for the Appointments Calendar

5. SMS Template - the SMS template used for reminders to patients about appointments with this user

6. Default Send Reminder - the default type of reminder method for patients that have an appointment with this user

7. Check Referral Validity on Appointment - whether MediRecords checks if there is an associated referral with an appointment made with this user

8. Practice List - practices that this provider is available to have an appointment at 

Digital Payments

Users can be configured to use Stripe Online Payments in this tab. For more information on configuring Stripe, please see Stripe Payments - Practice & Provider Configuration.

Investigations (Clinical & Integrated Subscriptions)

1. Default Pathology Provider - the default pathology provider for pathology requests made with this user

2. Default Radiology Provider - the default pathology provider for radiology requests made with this user

3. Default Billing Status - the default requested billing status for investigation requests made by this user to the provider. 

Invoices

1. Precedence Rule - defines whether MediRecords takes this user's preferences, or the patient being billed

2. Default Payor- usually determined by the billing configuration of the patient and the invoice type.

3. Default Schedule - the default schedule used for billing

4. Default Item - the default item that will be auto-inserted when using the Default Schedule

5. Default Fee Type - the default fee type used when using the Default Schedule

6. Invoice Default Term - the default payment terms set on an invoice.

7.  Quote Templates- Standardised template used to generate patient quotes.

8. Invoice Templates - default templates used when billing

9. Payment Receipt Template - the default template used when generating a receipt

10. Include Referral for Medicare Billing - whether MediRecords requires a referral when billing services to Medicare 

11.  Deposit Receipt Template- Template used for receipts issued for patient deposit payments.

12.  Enable Consultation Billing- Enables billing to be created and applied directly during consultations.

13.  Medicare Provider Type - the type of Medicare provider the user is

14.  Derive attendance item for Consultation Billing- works by automatically picking the most appropriate consultation billing item based on what happened during the appointment.

Prescribing (Clinical & Integrated Subscriptions)

1. Default Product View - the default way MediRecords allows the user to search for medications when prescribing 

2. Prescription Print Type - the template used when printing prescriptions

For more details visit- Prescribing: Provider Preferences

ECLIPSE

For more information on ECLIPSE configuration, please see ECLIPSE & Inpatient Medical Claims (IMC): Configuration.
 

Deactivating / Reactivating a User

In MediRecords, deactivating a user temporarily removes their access without deleting their account or data, while reactivating restores their access. This is useful when staff are on leave, leaving the clinic temporarily, or returning later. Deactivation preserves all appointments, notes, and history, avoiding data loss.

1. Click on More to display a drop-down list, then select Settings.

2. In the settings menu, click on Subscription Details.

   

    

3. Under Subscription Details, select Users. 

   

    

4. Click the Tick-box to select the user(s) being deactivated

5. Click Status to reveal a drop-down list

6. Click Inactive from the drop-down menu

   

    

7. To reactivate a user, click on Filter, and tick Inactive

   

    

8. Tick the box beside the user in the list and open the Status menu.

9. Select Active

10. The user will then be active and able to log in again. You may need to reset their password if they have forgotten.

Deleting a User

In MediRecords, deleting a user is a soft delete, meaning the user loses access but their data is not permanently removed.

Appointments are hidden from the UI (not deleted), while clinical history and audit records are fully retained for compliance and traceability.

All data remains recoverable, and reactivating the user restores access and visibility.

To delete a user:

1. Click More to reveal a drop-down list

2. Click Settings

3. Click Subscription Details

   

4. Click Users

   

5. Click the tick-box to select the user and click Delete.

   

6. A confirmation message will pop up click Yes to confirm.

   

Creating a User Group

User Groups let you assign Tasks, Clinical Actions, or Work Lists to a group instead of an individual. When a member of the group marks a Task or Clinical action in a Work List as Complete, this will update the Status of that activity to Complete for all other members of the group too. This allows you to assign activities to groups of users without risk of double-handling. 

1. Go to More > Settings and select User Groups.

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2. Select User Groups again.

3. Select New User Group.

5. In the dropdown, choose Activity Group.

6. Enter a desired name for the group, then click Save.

Adding a User to a User Group

1. Click More to reveal a drop-down list

2. Click Settings

3. Click Subscription Details

4. Click Users

5. This will open a list of all Users. Click on tick box and click on Edit or simply click the name of the user you wish to add to a User Group.

6. This will open the Details section of their Settings. If the user's name does not appear on the list, you will have to search for them.

7. In the User Groups field, type in the name of the User Group/s you wish to add this User to, then select the group name where it appears.

8. Click Save to save your changes.