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manual:organisation_administration_users

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User Admin

User Management

On the Users tab of Org Centre, or from the Manage Users link of the Settings menu, you will see a list of all of the users from your organisation. They are listed with:

  • Full name - the name that is recorded in the user's profile in the fields Title, Given name and Surname.
  • Username - the username the user uses to log in to MMEx. There should be a consistent naming convention across your organisation.
  • Org Name - your organisation's name
  • User Type - the account type
    • Organisation - an organisation that accounts are linked to
    • Primary - a standard user with a login and password
    • Secondary - a user account that cannot be logged in as, but can be switched to from a primary user account
    • Service Account - an account for Secure Message endpoint
  • Disabled - the account's current state: False = Active, True = Inactive
  • Date registered - the date and time that the user was registered as an MMEx user
  • Last Login - the date and time that the user last logged in to MMEx

You can sort users by column. Click once sorts A-Z, second click sorts Z-A.

Search for a user

Enter part or all of the user's name in the Search For box.

You can narrow your search, or find a specific group of users by selecting a Role group. the role listing will display the roles that are currently assigned for your organisation. You can also search All, Active Only or Inactive Only users.
As an Organisation Admin with permission to create user accounts (this access is generally only available to Enterprise customers) you will have three methods for creating a new user account.

At the right side of your screen you will see an Action menu that includes a number of action options. The menu varies depending on the account type.
From left: Organisation, Primary, Secondary account action menus.


  • Modify
    • Manage the profile, role and permission settings or active status of an existing user account.
  • Use profile as template
    • Create a new user with the properties of the one you selected, but with blank title, name, email, phone, username and password fields. Role and settings as the original.
    • Use for creating a new user with the same characteristics as the original.
  • Create Secondary Account from the user Action menu.
    • Create a new user with the exact properties of the one you selected. Role and settings as the original, but with completed user details fields.
    • Use for creating secondary accounts from a user's primary account.
  • Make Primary
    • Change a secondary account to a Primary account
    • The existing primary account will become a secondary account and log in details will be switched to the new primary.
    • Nothing changes for the user logging in except the account that opens up.
  • Disable
    • Disable the account so it can no longer be used.

User Administration Fields

A summary of the fields that should be addressed / completed.

Administration Details

Administrator's notes You may see notes written here by an MMEx Administrator. Notes will usually relate to accessing the user's profile to check or update settings, roles, licences or in relation to a Helpdesk query.

Organisation Administrator's notes You may record relevant account/action details here.

Login Details and User Setup

Initially you will see the account and licencing details for this user account including organisation membership and username.

Link user Accounts Where a user has accounts across multiple sites, you can link and unlink those user profiles here. Click on Add New Linked User to open the User Access Details window.

NB: Primary and Secondary accounts are linked automatically at the time of creation.

When the user logs in, they will be able to switch between their accounts through a drop down menu that appears in the top right corner of MMEx.

User Role
You will see a list of the Roles that have been created for your organisation.
You can apply these roles to users at your organisation.
Check the box for the role you want to apply to the user.

Clicking on Alter User's Permissions will open a window that displays the user permissions that you are able to manage.

There are three columns:

  • Permission - grouped by permission / area type and with a small information pop-up accessible by clicking on the i icon.
  • Permission from Roles - the permission for this user as set by the roles that have been applied to them.
  • Level - a drop down box that provides options for allowing or denying permissions in addition to the base role.

Permission levels are as follows:

  • Deny - user is NOT allowed to view or interact with this content
  • Allow - user is allowed to fully use, view and interact with this content
  • Read - user can read the content, but not add to it.
  • Write - user can read and write information in this part of MMEx
  • unspecified - No change to the base role.

Permission levels override the base role permissions.

When assigning or removing permissions it is important to consider why the user needs to see/interact with that area/ function of MMEx and ensure they hold a role and qualifications that allow them to do so.

It is our recommendation that you have as many roles created as you need for all of the different access levels you require for your users. Applying roles to users, instead of tailoring individual profiles gives you greater confidence that access is controlled and consistent when staff join, leave or change positions in your organisation.
If you need a new role created contact MMEx helpdesk.

User Details

NB: Many of these details can be set by the Org Admin and also the user themselves. Where the User can set this themselves, (USER) appears at the end of the explanatory text.

These are the details that will display in any templates that automatically populate this data. Please ensure user's email address is correct. (USER)

A marked Check box for Send User Notification emails will mean the user gets emails (to their nominated email address) from MMEx advising them that there is a secure message waiting for them.

Provider type: Only required for users who Bill for services through Medicare.
Should be set to General for all, but Specialist for all Clinicians where a patient requires a referral before services can be billed to Medicare. (USER)

Timezone Ensure timezone is set correctly - this impacts on the times the user will see events as taking place and is important for ensuring events are recorded correctly. Ensure the correct timezone is selected for the user's location. (USER)

Immunisation If user is to be administering immunisations the Send Immunisations to AIR box should be checked. If there is an internal immunisation notification process, enter the name of the recipient of these notifications here. The nominated recipient will receive a secure message every time this user completes an immunisation. (USER)

You can delete and add a new recipient if this changes. (USER)

Lookup categories

Lookup Categories control a number of display and reporting options in MMEx:

  1. The category a user may be searched by in the address book (Category)
  2. The location a user may be searched by in the address book (Region)
  3. The category a user may be listed in for a referral (Referral Specialty)
  4. Visibility of Organisation Forms to the user (Organisation name selected as a Category)
  5. The field that a user's name will display in if you use Patient Tracking (Patient Tracking type)
  6. The group that the user belongs to in Tasks (Action Type)
  7. The Role/Qualification field content in Progress Notes history (Primary Category)
  8. How the user is counted in OSR reporting (Primary Category)

It is recommended to have a Category (role/position type) and a Region (Location) is set for each user. Users can have multiple Categories and Regions.

Ensure the user is ticked as visible in Address Book if they want to be able to be searched for. Most users will need this box checked. However, some who might work in non-clinical roles (e.g. data and finance) and so may not require this visibility.

Select the required category from the list and click Add Category/Region. Ensure that the most relevant item is selected as the Primary.

Password You can reset the user's password here. If you do, please check the box User Must Change Password on Next Logon to ensure the password is confidential. (USER)

Default Pages You can modify:

  • Default start page - which page shows when user logs in or clicks on Home. (USER)
  • Default patient page - What tab shows when user opens a patient record (USER)
  • Default Specialty Page - the specialty that displays by default when the user opens the Speciality Window.

Messaging options

Forward Incoming messages You may want to forward messages for a user who has departed the organisation or is away on extended leave. Selecting forward Messages will reveal a user picker so you can select who these messages will be forwarded to.

Signature/Out of Office These can be set by the Org Admin and also the user themselves. (USER)

Security token Security token to send file to IF Portal is only required if this user is the person from the Organisation who will be submitting OCHRE Streams Reports for the organisation. Only one user can have this token assigned at a time.

Adding the HPII Number for the clinician

Go to your Organisation Centre on the Settings menu

Choose the user from the 'Users' tab, that you need to add the HPII number to. Click on Modify.
In the user profile, scroll down to the HPII field.


Add the HPII number.
Select 'Check/Update HPII' button - this step is required.


The HPIO number will be automatically used from the Organisational account.

Enable and Disable users from Organisation Centre.

This action is only available to organisations where this has been agreed with MMEx, as part of the licensing contract. Accounts can only be created for genuine MMEx users, only at your organisation.

Please ensure when swapping users and licenses, that you do so like for like. You can only swap a licence from one user to another user, selecting the same license type. For example: General Clinical License user for General Clinical License user.

  • You must disable the active user first, before you can enable the new user.
  • You can only work within the quantity of licenses for your organisation.
  • An error message will display when you have exceeded your license count.

Disabling a user

Select the Users tab in the Organisation Centre

Locate the user you wish to disable and select Disable from the action menu on the right hand side of the screen, in line with the user's name.

Create a new user.

Refer to this page for details on creating new user accounts.

To reactivate a previously inactive user click on Enable from the Action menu.

User naming

User details should be recorded with only the user's name in the Surname field because:

  • MMEx provides a location role in the organisation profile that will populate all user names when they display in MMEx
  • The category applied to the user profile populates the display in areas of the system such as Progress Notes so that the user can identify the role of the person who created a specific note. If no category is applied, the content of the role/qualification field will display.
  • When a user's role is changed, previous entries in patient records will retain the previous role for reasons of historical accuracy.

There is a separate organisation setting to control whether users are able to modify the following fields:

  • First Name
  • Surname
  • Role/Qualifications

User Privacy Level Display

There are currently 7 privacy levels available to be applied in MMEx:

  • Clinician Only
    • Can be applied to documents, forms, results, care plans, care plan activities and progress notes
  • Crisis Management
    • Can be applied to documents, forms, results, care plans, care plan activities and progress notes
  • Doctor Only
    • Can be applied to documents, forms, results care plans, care plan activities and progress notes
  • Mental Health
    • Gives access to the Mental Health Module
    • Can be applied to documents, forms, results care plans, care plan activities and progress notes
  • Sexual Health
    • Gives access to the Sexual Health Module
    • Can be applied to documents, forms, results care plans, care plan activities and progress notes
  • Social Health
    • Gives access to the comprehensive Social History assessment form
    • Can be applied to documents, forms, results care plans, care plan activities and progress notes
  • Women's Health
    • Gives access to the Women's Health Module
    • Can be applied to documents, forms, results care plans, care plan activities and progress notes

User can see the privacy level(s) applied to their account by opening My Profile on the Settings menu.

At the top of their profile the will see a Privacy Level information icon.
Clicking on this displays the privacy level(s) that have been assigned to their account.

Users are:

  • able to apply any privacy level to an item that they create or can currently see, that can have a privacy level applied
  • able to see items that they have created regardless of privacy level applied.
  • unable to see items created by others when a privacy level is applied that they do not have access to.
  • unable to see items created by others if they change a privacy level to one they do not have access to.

User Permissions

Refer to the Role Management screen for user and role permission information.

manual/organisation_administration_users.txt ยท Last modified: 2020/06/12 07:00 by jennyb