Password Administration: Quick Guide

Password administration covers how MediRecords secures user accounts, including the practice-wide password policy and how login issues are resolved. Practices can set custom password requirements, enforce expiry, prevent password reuse, and lock accounts after repeated failed attempts, helping protect sensitive patient and practice data. This guide covers the password policy, recovering forgotten login details, resetting a password on someone's behalf, and troubleshooting a blank password reset screen.

Contents:

1. Password Policy
2. Forgotten Login Details
3. Resetting a User's Password on their Behalf
4. Troubleshooting
   • Password Reset Screen Lands on a Blank Page

Password Policy

The password policy allows the practice to control password specifications in the organisation for all users.

There are some key features which contribute to the password policy:

• Custom password requirements
• Automatic password expiration
• Prevent password reuse
• Password lock out after 5 attempts

The specifications are managed under System Configuration. To get here, click More > Settings > Configuration > System Configuration > Password Policy

Custom Password Requirements

There are mandatory requirements when a user creates their password. These are:

1) Minimum password length - can customise the minimum character length between 8 and 20.

2) Requires at least one number

The remaining settings on this page can be customised to suit your organisation, such as needing to include one capital letter and/or one special character.

Select the check box next to the specifications you want to create as a requirement for password creation.

Automatic Password Expiration

You can set up an automatic password expiration by selecting the check box and specifying the amount of days the password should expire after.

Prevent Password Reuse

You have the ability to prevent password reuse by selecting the check box and specifying the amount of days until a password can be used again.

Password Lock Out After 5 Attempts

After 5 attempts with an incorrect password, the user will be locked out and will need to complete a password reset by clicking on Reset Password and following the prompts through their email.

Forgotten Login Details

1. Talk to your Administrator

Your administrator will have privileges to check your user information and confirm or change user information if need be.

2. The first login screen

Enter your registered email address, in the first screen to validate the users email

If the user has 2FA or SSO (two-factor authentication) you will be asked to select your relevant Microsoft account. Once an account has been selected, user will be immediately logged into their MediRecords account.

If your account does not support the two factor authentication, user will be directed to the below login screen.

3. Reset your Password

If you don't have access to an administrator to confirm your login details, you can issue a password reset email yourself. From the 2nd Login Screen:

• Enter the Email Address associated with your account in the email field
• Click the (?) Icon in the password field.
• Click Reset My Password.

You will then be sent an email to reset your password to your email address.

If you are unable to remember your login email, you can then contact MediRecords Support on 1300 103 903 and confirm your login information using your secret questions.

Resetting a User's Password on their Behalf

To reset your password on MediRecords, you can either do it from the login page or through an administrator if you are an authorized user. If resetting the password from the login page doesn't work, you can follow these steps instead:

Contact your Administrator or Practice Owner and request them to reset your password on your behalf.

On your Administrator or Practice Owner screen.

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. Find the user you want to reset the password by checking the tick-box next to their name and click Edit User.

5. Click Security and Click Reset Password

A reset link will be sent to that user's email, enabling them to reset their password.

Troubleshooting

Password Reset Screen Lands on a Blank Page

You may experience a blank screen when attempting to reset your password from the email link.

Cause: This is typically caused by a logged in session for the user still being open.

Resolution: Navigate to the Person Icon and select Logout. Now you can try the Password Reset link again.

Escalate: If the blank screen persists after logging out and retrying the reset link, contact MediRecords Support on 1300 103 903.

Further Reading

• Multi-factor Authentication (MFA): Configuration
• Single Sign-On (SSO) Integration
• User Management, Profile, & Preferences
• Security Role Configuration