How to Set Up Security In OrthoTrac

Document created by prcarter Employee on Apr 19, 2017
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Issue:
How to set up security in OrthoTrac.

 

Solution:
From the main menu of OrthoTrac select Functions, Maintenance/Setup, Security.

 

By Staff Type - This option allows the configuration of security for each staff type.  By configuring a security profile for each staff type, new staff members added to OrthoTrac will automatically receive the pre-defined security profile.

 

By Staff - This option allows the configuration of security for individual staff members.  Once security has been changed for an individual staff member, the security profile for their staff type will no longer apply to them.

 

If security has never been configured in OrthoTrac it is necessary to define a security administrator.

 

 

How to define a security administrator


There can be more than one security administrator but be careful in setting up a security administrator.  Normally the doctor (and possibly the office manager) are set up as security administrators.

1. Select FunctionsMaintenance/SetupSecurity from the main menu of OrthoTrac.  (If prompted for a password use jfer.)

2.  Select By Staff.

3.  Select the security administrator from the By Staff pull-down list.

4.  Select Maintenance from the Category list.

5.  Use the Security Maintenance pull-down list to select Yes.

6.  Click OK.

7.  Restart OrthoTrac.


How to set up security profiles By Staff Type

  1.  Select FunctionsMaintenance/SetupSecurity from the main menu of OrthoTrac.  (If prompted for a password use jfer.)
  2.  Select By Staff Type.
  3.  Use the By Staff Type pull-down list to select the Staff Type.

NOTE:  Staff Types are defined in System Maintenance.  From the main menu of OrthoTrac select Functions, Maintenance/Setup, System Maintenance.   Select Staff Titles.  Staff types can be added, modified, or removed from this window.

  1.  Select Financials in the Category list.
  2.  Use the pull-down lists for each item to select Yes or No to define if that Staff Type will be able to access that function.  Keep in mind that in order to have access to a function a user in most cases must also have access to the areas required to access that function.  For example:  In the illustration above the Assistant is defined as NOT being able to access Financial Functions yet they DO have access to Adjustments, Charge Adjustment, etc.  Because the user has to access Financial Functions in order to reach these other areas they will not be able to access them until Financial Functions is set to Yes.  The exceptions to this rule are shown below.
  3. Select the next item in the Category list and go through the same process as step 05.  Repeat this for each of the categories.
  4. Click OK.
    This process should be repeated for each Staff Type.


How to set up security profiles By Staff


Prior to setting up individual staff security profiles define the By Staff Type profiles.  This will save time in changing the individual profiles.  

 

NOTE:  Individual staff security profiles in By Staff will override whatever settings are used in By Staff Type, regardless of what staff type that staff member belongs to.

  1.  Select FunctionsMaintenance/SetupSecurity from the main menu of OrthoTrac.  (If prompted for a password use jfer.)
  2. Select By Staff.
  3. Use the By Staffpull-down list to select the staff member.
  4. Select Financialsin the Category list.
  5. Use the pull-down lists for each item to select Yes or No to define if that staff member will be able to access that function.  Keep in mind that in order to have access to a function a user in most cases must also have access to the areas required to access that function.  For example:  In the illustration in the By Staff Type section above, the Assistant is defined as NOT being able to access Financial Functions yet they DO have access to AdjustmentsCharge Adjustment, etc.  Because the user has to access Financial Functions in order to reach these other areas they will not be able to access them until Financial Functions is set to Yes.  The exceptions to this rule are shown below.
  6. Select the next item in the Category list and go through the same process as step 05.  Repeat this for each of the categories.
  7. Click OK.


How to Configure Overrides


Overrides allows OrthoTrac to be configured so that a user who encounters a message about not being able to access a part of the software can (with assistance) temporarily access that area.

1.  Select FunctionsMaintenance/SetupSecurity from the main menu of OrthoTrac. 

2.  Select Overrides.

3.  Select a category.

4.  Select the item for the override.

5.  Select either Password or Login.  

If Password is selected the user who is not allowed access to an area of the software must enter a password to get in.  If this option is used then when someone is prompted for the password the person who has the password should enter it themselves rather than telling the user what it is.

 

If Login is selected then when someone is unable to access a part of the software a login screen will be presented.  A user that DOES have security permissions to enter that area of the software must log in.  Transactions logged in the secured area will be logged under the name of the person who logged into it.

 

 

 

Security Recommendations

 

Please note that these are only that -- recommendations.  Individual decisions as to what options are and are not available to individual staff must be decided by doctors and office managers.

 

Security - (In the Maintenance Category) Most staff should NOT have access to security.  It is recommended that ALL Staff Types have no access to Security.  Instead, set up access to security under individual security profiles.

Staff Maintenance - (In the Maintenance Category) Most staff should NOT have access to Staff Maintenance.  It is recommended that ALL Staff Types have no access to Staff Maintenance.  Instead, set up access to security under individual security profiles.

Mail VS Clerk Login - From the main menu of OrthoTrac select Options, Environment.  From this window select the Miscellaneous tab.  In the Staff Login Settings select Clerk.  In order to set this to Clerk on ALL systems  turn on HIPAA Security Audit Logging.

Environment Options - (In the Main Menu Category) Access to to this window can enable a user to set the Staff Login Settings to Mail.

Turn on HIPAA Security Audit Logging - In addition to the issue already mentioned (Mail VS Clerk Login) enabling HIPAA Security Audit Logging allows tracking of what each user does in OrthoTrac.

System Configuration - (In the Maintenance Category) Turning off this item blocks users from accessing System Maintenance and more importantly it blocks them from accessing the System Options window where HIPAA Security Audit Logging can be turned off.  This change must be applied carefully since it also blocks access to the entire System Maintenance menu.  Consider using an override for this item.

Restrict Access to Adjust Time Cards - To restrict access to adjust Time Cards set Time Clock Maintenance (in the Maintenance category) to NO and set Adjust Time Cards (in the Other Category) to NO.

Restrict Access to Purge HIPAA Security Audit Log -   In the Reports Category set Purge HIPAA Security Audit Log to NO.

Web Updates - Access to this feature should be restricted to one person.  When web updates are available, accessing this feature will stop OrthoTrac on all systems until the update is complete.  To restrict access set Check for Updates (in the Main Menu Category) to NO.

 

 

Individual categories and some additional notes are listed below. 

 

Category

Function

Notes

Financials

 

Financials

Financial Functions

 

Financials

Charges and Payments

** Pass Through Access is allowed to this function if Patient Check Out is set to Yes

Financials

Adjustments

 

Financials

Charge Adjustment

Must have access to Financials and Adjustments

Financials

Payment Adjustment

Financials

Contract/Plan Adjustment

Financials

Refund/Over-payment

Financials

Late Charge Adjustments

Financials

Adjust Aging

Financials

Transfers

Financials

Discounts

Financials

Write-Offs

Financials

Location Change

Financials

Balance Adjustment

Financials

View Totals

Must have access to Financials

Financials

View Ledger

Financials

Contracts

Financials

Promises

Financials

Auto Payments

Must have access to Financials.      May be needed for Office Expert

 Financials

QuickBooks Export 

 

 Financials       

Zuelke Automated Credit Coach 

 

  

 

Category

Function

Notes

Maintenance


        

 

Maintenance

Unlock Financial Roll

 

Maintenance

Carrier Maintenance

**Allows Pass Through access to Employer Maintenance

Maintenance

Database Field Maintenance

 

Maintenance

Daysheet Setup

 

Maintenance

Employer Maintenance

**  Pass Through access allowed to this function if Carrier Maintenance is set to Yes

Maintenance

Form Editor

 

Maintenance

Insurance Claim Options

 

Maintenance

Office Expert Maintenance

 

Maintenance

Other Referral Source Maintenance

 

Maintenance

Outside Doctor Maintenance

 

Maintenance

Patient Flow Options

 

Maintenance

Procedure Maintenance

 

Maintenance

Schedule Maintenance

 

Maintenance

Security Maintenance

***Security critical - If a staff member can get to this feature they can change their own security profile enabling them to get to any features of the software.

Maintenance

Staff Maintenance

*** Security critical - If a staff member can get to this feature they can change their Staff Type and therefore their security profile.

Maintenance

Statement Options

 

Maintenance

System Configuration

 

Maintenance

Ticket Message Maintenance

 

Maintenance

Time clock Maintenance

 Also allows access to Edit Time Cards

Maintenance

Charting Options

 

Maintenance

Treatment Plan Maintenance

 

Maintenance

Unlock Locked Out User

 

Maintenance

eService Setup

 

Maintenance

Patient Ed Integration Setup

 

Maintenance

QuickBooks Export Maintenance

 

Maintenance

Pearl Call List Options

 

 

 

Category

Function

Notes

Main Menu

Quick Add 

** Allows Pass Through Access to Schedule Appointments

Main Menu

Patient Check Out 

* Needed to check patients out            ** Allows Pass Through Access to Post Charges & Payments and Schedule Appointments

Main Menu

Collections 

May be needed for Office Expert

Main Menu

Contact Experts 

** Allows Pass Through Access to Post Letters and Post Cards

Main Menu

Referrals 

 

Main Menu

Patient Flow 

 

Main Menu

Roladdress 

 

Main Menu

Checklist 

 

Main Menu

Environment Options (From Main Menu select Options > Environment )

***Security critical – If a user can access the environment the Staff Login Settings can be changed to Mail, disabling security

Main Menu

TeleVox T.Link 

 

Main Menu

Office Expert 

 ** Allows Pass Through Access to all functions in Office Expert (Does NOT allow access to Office Expert setup)

Main Menu

Check for Updates

 

 

 

Category

Function

Notes

Insurance

 

 

Insurance

Claim Processing

May be needed for Office Expert

Insurance

Claim Reports

Insurance

Continuation of Treatment

Insurance

eClaims

Insurance

Post Bulk Payment

 

Insurance

Individual Claims

 

Insurance

Add Claims

 

Insurance

Change Claims

 

Insurance

Delete Claims

 

Insurance

Print Claims

 

 

 

Category

Function

Notes

AWPS

 

 

Word Processing

Letter Setup

 

Word Processing

Post and Print Letters

 

Word Processing

Post Letters

 

Word Processing

Print Letters

 

Word Processing

Remove Letters

 

Word Processing

Confirm Letters

 

Word Processing

Communications Setup

 

Word Processing

Display Questionnaires

 

Word Processing

Execute Questionnaires

 

 

 

Category

Function

Notes

Scheduling

 

 

Scheduling

Schedule Appointments or Recalls

**  Pass Through access is allowed if Quick Add or Patient Check Out is set to Yes

Scheduling

Change/Cancel Appointments or Recalls

 

Scheduling

Change Existing Schedule Days

 

Scheduling

Confirm Appointments

 

Scheduling

Add/Change Schedule Messages

 

Scheduling

Override Block Outs

 

Scheduling

Override Dr. Time

 

Scheduling

Override Dr. Cross Reference

 

Scheduling

Override Pre-Block

 

Scheduling

Change Existing Schedule Doctor

 

Scheduling

Change Existing Schedule Defaults

 

 

 

Category

Function

Notes

Patient Chart

 

* Needed to check patients out

Patient Chart

Edit Patient Information

Must have access to Patient Chart

Patient Chart

Comment Only Charting

Patient Chart

Edit Charting

Patient Chart

Patient Tracking

Patient Chart

Add Tracking/HIPAA Comments

Patient Chart

Remove Tracking Items

Patient Chart

Print Tracking History

Patient Chart

Add Database Fields

Patient Chart

Add Database Field Answers

Patient Chart

Remove Database Fields

Patient Chart

Access Ortho Imaging

Patient Chart

Move Scanned Documents

 

 

Category

Function

Notes

Other

Adjust Timecards

 

Other

Remove Patients

 

Other

Remove Carriers

 

Other

Remove Employers

 

Other

Remove Other Referral Sources

 

Other

Remove Outside Doctors

 

Other

Point of Care

 

Other

Prepare Backup Files

 

Other

Satellite Extraction

 

Other

eForms

 

 

 

Category

Function

Notes

Reports

Patient Information Form

 

Reports

Patients Added In a Specific Month

 

Reports

Patients Added Since Specific Date

 

Reports

Patient Listing

 

Reports

Patients by..

May also be needed for Office Expert

Reports

Patients with..

 

Reports

Patients without..

 

Reports

Patient Procedure History

 

Reports

Patient Birthdays

 

Reports

Chart Labels

 

Reports

Patient Statistical Profile

 

Reports

Patient Completion Report

 

Reports

Patient Progress Review

 

Reports

Missing Patient Data

 

Reports

Removed Patients

 

Reports

Missing Responsible Party Data

 

Reports

Responsible Parties Without..

 

Reports

Unlinked Siblings Report

 

Reports

Available Appointments

 

Reports

Scheduled Appointments

 

Reports

Daily Schedule

 

Reports

Daily Collections

 

Reports

No Show Report

 

Reports

Future Procedures

 

Reports

Recall Labels

 

Reports

Recall Cards

 

Reports

Balancing Worksheet

 

Reports

Selected Billing Types

 

Reports

Statement Code/Late Charge

 

Reports

Ledger Scan

 

Reports

Coupon Books

 

Reports

Contract Summary

 

Reports

Revenue Projection

 

Reports

Aged Receivables by..

 

Reports

Auto-Payment Reports

 

Reports

Post Auto-Payments

** Pass Through Access is allowed to this function if Roll Accounts or Daysheeet (Daily) is set to Yes

Reports

Auto-Payments Receipts

 

Reports

Statement Exception Report

 

Reports

Generate Statements

May also be needed for Office Expert

Reports

Print/View Statements

 

Reports

Individual Statement

 

Reports

Integrity Check

 

Reports

Process Daysheet (Daily)

** Allows Pass Through access to Post Auto Payments and Roll Accounts

Reports

Quick View Daysheet

 

Reports

MTD Daysheet Reports

 

Reports

Roll Accounts

** Allows Pass Through access to Post Auto Payments**

Pass through access allowed to this function if Daysheet (Daily) is set to Yes  May be needed for Office Expert

Reports

Print Roll Report

 

Reports

All Questions for a Questionnaire

 

Reports

Bucksheet

 

Reports

Carriers and Associated Patients

 

Reports

Carrier/Employer Listing

 

Reports

Doctor Listing

 

Reports

Mailing Labels

 

Reports

Patient/Responsible Part Xref

 

Reports

Procedures

 

Reports

Status Code Listing

 

Reports

Staff Listing

 

Reports

Type Code Listing

 

Reports

Bracket Tray Covers

 

Reports

Patients with Appt on Specific Date

 

Reports

Patients Scheduled with No History

 

Reports

History for Range of Dates

 

Reports

History for Rage of Patients

 

Reports

Patient Tracking

May also be needed for Office Expert

Reports

Patient Flow

 

Reports

Time Clock Reports

 

Reports

Time Clock View Errors

 

Reports

View HIPAA Security Audit Log

 

Reports

Purge HIPAA Security Audit Log

 

Reports

Settle Credit Card Authorizations

 

Reports

Treatment Plan Reports

 

Reports

Future Patients Report

 

Reports

Suspicious Balances

 

Reports

Financial Analysis

 

Reports

Online Payments

 

Reports

OrthoMetrics

 

Reports

ACH Return Report

 

Reports

Print Prior settlement

 

Reports

Smart Call Summary

 

 

 

Category

Function

Notes

Office Expert

 

Office Expert

Past Due Patient Accounts

Must also set Aged Receivables by.. To Yes

Office Expert

Past Due Insurance Accounts

Office Expert

Patient Credit Balance Accounts

Office Expert

Insurance Credit Balance Accounts

Office Expert

Statements Generated

Must also set Generate Statements to Yes

Office Expert

Apply Contract Charges

Must also set Roll Accounts to Yes

Office Expert

Apply Late Charges

Office Expert

Daysheet Closed

 

Office Expert

Unposted Auto Payments

Must also set Auto Payments to Yes

Office Expert

Payment Promises Due

Must also set Collections to Yes

Office Expert

Continuation of TX Generated

Must also set Continuation of Treatment to Yes

Office Expert

Unprinted Paper Claims

Must also set Claim Processing to Yes

Office Expert

Unprocessed eClaims

Must also set Claim Reports to Yes

Office Expert

eClaims Transmitted

 

Office Expert

Patients Due for Progress Review

Must also set Patient Progress Review to Yes

Office Expert

Patients Past Est. Completion Date

 

Office Expert

Patients Near Completion w/Balance

Must also set Contact Expert to Yes

Office Expert

Active Patients w/o Contract

 

Office Expert

Treatment Futures Due

 

Office Expert

Patients w/o Appt or Recall

Must also set Patient Tracking Reports to Yes

Office Expert

Patients with Alpha Recall

Must also set Contact Expert to Yes

Office Expert

Patients with Open Recall

Must also set Recall List to Yes

Office Expert

No Show Report

Must also set No Show Report to Yes

Office Expert

Scheduled Patients with Balance

Must also set Daily Collections to Yes

Office Expert

Unscheduled Appointments

 

Office Expert

Unprinted Letters

Must also set AWPS Print Letters to Yes

Office Expert

Unconfirmed Letters

Must also set AWPS Confirm Letters to Yes

 

 

 

[[Article ID:  10326CTL85]]

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