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Staff/Users - User Account - Receiving Agency new user set up and editing

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        Created by <span class="author"> user-b1fcb</span>, last modified by <span class="editor"> Erik Graham</span> on Mar 03, 2022
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                **
Receiving Agency Related Guide (RARG)****


Summary:**-










    

  • This guide explains how to create new user accounts at your agency from an existing staff record.-
    • 

  • If the staff record is not been created yet, follow the directions on this knowledge base page first:&nbsp;[ Staff/Users - Staff Record - Create (or edit) a new staff record (non-user - no User ID)](https://kb.hspcanada.net/x/14Bz)-
    • 

  • You may copy an existing user access rights. Even when the access is copied from a local HSPnet administrator, all new user accounts will initially be at the regular level only, which is normal for destination coordinators (yellow user key).-
    • 
**
  • Users in the RC role need to attend additional training (webinar and/or classroom training) to obtain the level of Local Administrator, which is added by HSPnet support on completion of the additional training. The Local Administrator level provides additional editing icons to the user.&nbsp; <span
    • 
class="confluence-anchor-link"

id="Staff/UsersUserAccountReceivingAgencynewusersetupandediting-TopAnchor"></span>****[








Training for RC's and DC's](#Staff/UsersUserAccountReceivingAgencynewusersetupandediting-TrainingAnchor)s.****[

 

Step by Step instructions: 

Create A User Account: Receiving Agency Instructions for Receiving Coordinators.

 

Receiving Agency user roles are all compatible, so multiple roles of Receiving Coordinator, Destination Coordinator, and Supervisor are possible in one user account. There is a warning that Receiving and Destination coordinators are not normally combined, but you can still click: Okay and proceed.

Click: Maintenance/Staff/Users.

Search the database (including inactive staff) to locate the staff record. 

When you locate the staff record, use the Department drop down list or the go to goto individual worksheetgoto individual worksheet icon to filter to a single department and access the edit icon and user key icon for the staff record. If needed, edit the role (Receiving Coordinator, Destination Coordinator, Supervisor, Department Contact. Administrator). If the Staff member is not in the database, please add the staff record then return to the steps below.

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1. **
  1. Click the User Key**Key  ![non-user (create user)](attachments/thumbnails/22380726/22380795)non-user (create user)  of the staff record and the *User Maintenance*Maintenance screen will open. When you hover your cursor over a light grey key it says: "Create user Account."

If there is a user account already, the key can still be opened to edit the user account; the keys will be:-

  • dark grey  ![user created (waiting for eLearning module)](attachments/thumbnails/22380726/22380794)user created (waiting for eLearning module) (user account created, but user has not logged into HSPnet (but may have logged into the training mandatory training module) -
  • yellow yellow ![regular user](attachments/thumbnails/22380726/25723364)regular user(regular user account: normal level for Supervisors and Destination Coordinators; RC with this level does not have local administrator access and will be missing many edit icons - [see training link](#Staff/UsersUserAccountReceivingAgencynewusersetupandediting-TrainingAnchor)link).   -
  • blue blue ![local admin user](attachments/thumbnails/22380726/22380792)local admin userLocal Administrator/Receiving Coordinator-
  • a red icon ![accessaccess disabled disabled](attachments/thumbnails/22380726/24019001) over a yellow, blue or dark grey key is disabled.  Click any of these user keys to *edit*edit any of these user accounts or[or reactivate a disabled user account](https://kb.hspcanada.net/x/hYFz)account.)

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2. Create a user ID, normally first initial and last name. If that user ID is already in use you will be alerted and you can resolve this by adding a number to the standard format such as dcorgi2. User ID's are not case sensitive. An e-mail address could also work as a user ID, but "forgotten password help" gives the hint the user ID will be first initial and last name. Potentially, you may see your own user ID appear when you click on the blank field - this is your auto-fill from your browser - backspace/overwrite it - type in the user ID you plan to assign to this user.user.

The box in front of "User ID enabled," is checked by default and so is "Email Alerts Accepted." "Email Alerts Accepted" MUST be checked if you are assigning this record/user account on the service or destination maintenance pages and if it is not checked, the person will be shown on HSPnet as a NON USER.

You can also restrict access on this screen to view only (no edit icons will be available in the account; and/or you can hide student names.

Click: Next

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  1. 3. Indicate who authorized the access (normally a department contact from the department drop down list) or you can add a text entry when you select "other," from the drop down list. If your department contacts are out of date HSPnet support can remove the outdated names for you.

    2. 4.

  2. A 

    A reason for issuing this user account must also be selected from the drop down list.

Click: Next. 

image.png

  • Skip this screen if there is no user to copy from (someone with the exact same access you wish to provide to this new user) and go to step 5.
  • Copy from an Existing User if possible and save with the green check mark    - an automated message sends the new User ID and temporary password and you are informed of this by a green background message. Click close window. An account with the same site, service, destination and discipline access is issue at the regular level. 

Copying access from a local administrator to a new user will provide the same agency access (Sites, Services, Destinations and Disciplines) but as a regular user only; additional training is required for local administrator level access, which HSPnet support will add when RC training is complete.

Local Administrator level includes the edit icons a regular user would not have. If copy user is not an option, click "Next" to skip this step and move to the next. 

If you have copied a user access, this is your final step; please continue if you are not copying a user to set up a new user correctly.

image.png

 

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5. The department where the user record is located becomes the user's home department. If the user requires access to other departments click to highlight and select those departments in the not allowed box: then click arrow key  to move the department over to the allowed box.

Departments on HSPnet are collections of staff records/names. Access to these departments is required for anyone assigning staff names on HSPnet from that department. A Receiving Coordinator may have access to all or most departments. Most Destination coordinators would only need (and should only get) access to their home department. Departments that show in light grey lettering only, are departments you do not have access to. Another RC with access could provide access to you or edit this account afterward to add it to this user's access.

An example of someone who would need more than one department would be a nurse that may coordinate maternity placements at two different hospitals. In the screen capture sample, Doberman's home department is at Mitchel Hospital Nursing; NylintnNylint Hospital Nursing could also be added if required.   

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6. User access is on a need to know basis. Receiving Coordinators may need "all disciplines," but a Destination Coordinator's access is normally restricted. Only the disciplines coordinated by the user should be included, and these should correspond to the sub-disciplines identified on the capacity tab of the Destination Coordinator's destination profile in the services the DC is assigned to. You need to check individual and group capacity to identify all of the disciplines/sub-disciplines required, and on all of the destination profiles the destination coordinator is assigned to on destination maintenance (these can be assigned by service, so it is possible for example to have one destination coordinator assigned to the services of administration and nursing on one destination profile, while another destination coordinator may be assigned to the same destination profile, but to the service of Physiotherapy).  

To assign access to disciplines, click to highlight and select them in the**the not allowed**allowed box, and click the arrow to move them to the allowed box.












The second screen capture shows the Destination Profile Capacity tab for the above coordinator. Doberman does not have access to Nursing/Practical Nursing, as the unit does not consider this type of student, as they have no LPN's on the unit that could supervise LPN students.


Click: next

image.png

 

 

 

 The destination profile capacity matches the access given above. 

 

image.png

 

 


 

7. Determine the sites the destination coordinator needs access to. Select them from the "not allowed" box by clicking to highlight them, and then lick the right facing arrow to move them to the "allowed" box. 

When ready, click: Next

image.png

8. The services needed by the destination coordinator should only be those the destination coordinator will be coordinating. In this model Doberman coordinates Unit Clerk students, so needs the service of Administration; Doberman also coordinates all of the nursing students, and the main nursing service at this destination is Pediatrics, so Peds/IP needs to be included. Doberman also coordinates the Health Care Assistants, which at this destination are under the service of "Other Health."


Important: This guide still shows how to set up a new user, but when you assign a destination coordinator on the destination maintenance screen (second screen capture): the assigned services and destinations will  automatically be added to the DC user access. However, should you ever move this destination coordinator from an old assigned destination to a new destination on the destination maintenance page, the new destination's site service(s) and destination is also automatically added to this DC' access - however the old site/service/destination is not automatically removed, this must be done manually in the reverse order to how it is shown adding them here: eg edit this profile again and use the left facing arrow to remove unneeded destinations, services and sites from this user access, or they will continue to see all of the placement requests and messages for their old destination.  Why does it work this way? HSPnet is not like a private e-mail account. You can assign the same access to back up destination coordinators and even though they are not listed as the destination contact, they also can have identical access to the person who is assigned as the contact. 

 

Click "Next."

image.png

9. When you set up Destination access, you also need to do this in conjunction with the drop down list on the left: Site: Service.

    10.

  1. When you select HME: Admin on the Site: Service drop down, you can select the destination Admin: FBU_ObsGen from the "Not allowed" box; when you select HME ObstGen on the Site: Service drop down, you can select: HME: ObstGenFBU_ObsGen;

Finally, select HME: OthHealth on the Site: Service drop down in order to select and move HME: OthHealth: MHComHME from the "Not Allowed" box to the "Allowed" box. Click "Next" when done.

 

image.png

11. Review the information; if everything is correct: use one of the save buttons (or click the *previous*previous button to go back and edit). An automated message sends the new user ID and temporary password. A message with a green background appears and confirms this for you. Click: Close Window.

image.png

  • The new user receives a link to HSPnet in the e-mailed message Behind the scenes, on first log in a new user will actually be be redirected into the short mandatory training for all new users.
  • The user key will still be grayed out but is a darker shade indicating an account has been set up. user created (waiting for eLearning module)user created (waiting for eLearning module) When you hover your cursor over this shade of grey key, the most common message you see is: "User Account is on hold pending completion of mandatory training. Last login: Never." This is normal as soon as you issue the new user account. The message may change to show a last login date and still be dark grey: this means the new user logged in once only and completed mandatory training; their key has not turned colour because they still need to log into their welcome page for the first time. (The new user needs to wait at least two minutes after the module is completed, and then log in again to fully activate their access and reach their welcome screen).
  • Once the user has completed the online module and has logged in again, the user key will be yellow regular userregular user (regular user). This will be the case even if you copy your access for a new RC/local administrator from a blue key user.

image.png

Receiving Coordinator Training:

  • For a new RC to obtain access to all of the edit icons/ local admin access local admin userlocal admin user (Blue Key), training is required. When logged into HSPnet the training video is at this link: RC Webinar (Full Training). Videos in total run approximately 6 hours and replace our classroom training day for new RC users.
  • Once viewed, please complete the RC quiz https://survey.sogosurvey.com/r/37LK5S and alert us when you have completed it (An email link is provided on the results page of the quiz). You can click the quiz link to reach the video also (if logged into HSPnet) as the video link is also at the top of the quiz. Once the quiz has been completed, please notify us and we will upgrade your account to the local administrator level, which will provide you with the additional editing icons.

Destination Coordinator Training:

HSPnet does not have a formal training program for Destination Coordinator users. User guides are linked into their account under online help, including training videos. Receiving Coordinators may choose to create their own training programs for destination coordinators that could cover their agency policies, responsibilities, etc, of which HSPnet is a portion of the training agenda.

Destination Coordinator Training Video Index: https://kb.hspcanada.net/x/6Bz9AQ

Supervisor Training:

Not required. On the welcome screen, the guide: HSPnet Overview for Preceptors shows Supervisors how to use HSPnet

Link to: [Receiving Coordinator Orientation](https://kb.hspcanada.net/x/mQD-/)Orientation to Data structure in HSPnet, including User Accounts. This link is for reference and reinforcement of training but is not part of the required training in the links above.

[

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