Creating and Managing Users

Creating and Managing Users and User Permissions:

It is important that all individuals within an organization have their own user account created within their Tenant. Within the portal, users are able to perform actions based on their unique permissions. Creating users for each individual allows the practice the ability to control individual user access, have oversight over all user activities individually, and the ability to review user usage in the case of an audit.

Creating and editing users: 

Users can only be made by account administrators and should be made for any individual entities that will be utilizing the software.

Once logged into an administrative account or an account with Create/Edit User permissions, users will click the “Administration” tab in the navigation menu on the left of the screen and then choose “Users” from the resulting dropdown list. The following window is the “Users” page where administrators can view, edit, and create new users within a tenant. To add a new user into the system, click the blue “Create New User” button in the upper right to open the user creation window. A two tabbed window will be displayed with fields to enter user information and select user roles. The first tab is “User Information” and required fields include: Name, Email, Username and User Role (physician, non-physician provider, nurse, clinical staff, clerical/billing staff, other).

When the information is entered fully, users will click over to the “Roles” tab and select the role of the user. If none of the available roles are accurate, new roles can be created. Once all of the information has been entered, users will click “Save” in the bottom right corner to finish creating the account.

User roles and permissions: Tenant administrators can create and edit user roles and permissions. Under “Administration” in the navigation menu, users will choose “Roles” to view the Roles dashboard. From this dashboard, users can choose to edit existing roles or create new roles.

 To create a new role, users will find and click the blue “Create New Role” button in the upper right to open the “Create New Role” window. This two tabbed window consists of “Role Properties” where a user will title the new role, and “Permissions” where administrators will select the permissions available to this specific role. 

The “Permissions” tab displays all of the permissions available to any user within the portal. By selecting the box next to a category, all users assigned to a specific role will get those specific permissions. To edit a role, users will find the blue “Edit” button to the left of the appropriate role and follow the same guidelines as creating a new role.

Changing/unlocking user passwords:

If a user is already logged into their portal account and needs to change their password, they should click the “Tenant/Username” in the upper right of the portal screen and select “Profile”. From there users should selected the password tab. Users will then be asked to input their current password for verification as well as type the new desired password twice to ensure it is typed correctly. Once complete, users will click save and receive a notification that the password has been successfully reset. 

If a user is not logged in or is locked out of their account, users can click “Forgot Password” from the Prevounce Login Screen. Users will be asked to enter the Tenant/Practice Name as well as the Email Address registered to the specific user. Once the form is submitted successfully, a password reset link will be sent to the email on file.

Administrators can both unlock and reset user passwords from their administrative accounts. To do this, users will go to “Administration” and then “Users” in the navigation menu. After finding the appropriate user, locate the teal “Actions” button to the right of the name.

From the “Actions” menu, administrators can choose to “Unlock” a user who has been locked out of their account. To change a user’s password, administrators will click “Edit” under the actions tab and either enter the new password or choose to set a random password.