SSMT: Users / Providers

Description

The User / Provider spreadsheet is used with the SSMT tool to load and manage user accounts in the TouchWorks application. This is based on version 11.0.1.

Stored Procedures used:

• Extracting data: ImpGetUsers
• Loading data: ImpSetUsers

Column Listing and Description

• Title - It allows you to store the persons title. This is optional, but can hold titles such as Dr., Mrs., Mr.

    Storage Location:  Works.dbo.Person_Other.TitleName 
    Data Type:  VarChar(20)
    Possible Values:  Free Text

• User_Provider - This allows you to specify the type of user you want to create. User means that you are creating a standard user account. User/Provider means that you are creating a User that is also a provider. This is typically defined as any user that is scheduable or billable. Provider allows you to establish a provider account that will not need to log into the system. This is typically a non-human resource such as a Lab Schedule.

    Possible Values - User, User/Provider, Provider

• LastName - This is where you would specify the provider or users last name.

    Storage Location:  Works.dbo.Person.LastName, IDXwf.dbo.Users.Name (combined with firstname and middle)
    Data Type:  VarChar(35)
    Possible Values:  Free Text

• FirstName - This is where you would specify the provider or users first name.

    Storage Location:  Works.dbo.Person.FirstName, IDXwf.dbo.Users.Name (combined with lastname and middle)
    Data Type:  VarChar(18)
    Possible Values:  Free Text

• Middle - This is where you would specify the provider or users middle name or initial.

    Storage Location:  Works.dbo.Person.MiddleName, IDXwf.dbo.Users.Name (combined with lastname and firstname)
    Data Type:  VarChar(18)
    Possible Values:  Free Text

• OrgName - This value should be the name of the Organization that your user or provider belongs to. In most cases, the system is setup as a single org system, so all Org Names will be the same. This value is being translated to the internal Organization ID.

    Storage Location:  Works.dbo.IDX_User.PrimaryIntOrgID  (ID that is gathered from translated Org Name)
    Data Type:  VarChar(255)
    Possible Values:  Free Text, but needs to match the Entry Name in the Organization Dictionary.

• Email - This is where you would specify the provider or users email address. If not added here, the user will be required to submit it upon their first login on the User Registration Screen.

    Storage Location:  Works.dbo.Person_Other.EmailAddress, IDXwf.dbo.Users.Email
    Data Type:  VarChar(60)
    Possible Values:  Free Text

• User_Inactive - This is a "Y/N" parameter that determines if the "Person" Entry is active or not. If set to 'Y', the Person entry is set to inactive. If set to 'N' the person entry will be Active. Basically, if you want the account to be usable, this should be 'N'

    Storage Location:  Works.dbo.Person.IsInactiveFLAG
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• Provider_Inactive - This is a "Y/N" parameter that determines if the Provider, User, and Resource entries are active or not.

    Only applicable to provider or user/provider account types
    Storage Location:  Works.dbo.IDX_User.IsInactiveFLAG, Works.dbo.Resource_DE.IsInactiveFLAG, Works.dbo.Provider.IsInactiveFLAG
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

--need to figure out where the IDXwf flag is set.

• Username - This is the username or login for the account.

    Storage Location:  Works.dbo.IDX_User.Ausername, IDXwf.dbo.users.ID
    

• Password - This is the users password that will be set in the system. When extracted, this will be encrypted if the user has logged in. You cannot update the password using SSMT. The password can only be set when creating a new user account. This is done for security purposes.

    Storage Location:  IDXwf.dbo.Users.Password
    Data Type:  VarChar(30)
    Possible Values:  Free Text

• DefaultSiteName - This is the Site name the user is associated with in the system. If the name in this column does not match the system site exactly, you will receive the following error in SSMT "No site Record Found".

    Storage Location:  Works.dbo.User_Preference.TextString  This is stored for the user in this table where the Section column is equal to 'SITE'
         The value is stored as text, but is equivalent to the ID in Site_DE
    Data Type:  VarChar(255)
    Possible Values:  Free Text but has to exist in the Site Dictionary

• Profession - This is the name from the Occupation dictionary that the user or provider needs to be assigned to. This value must exist prior to loading. The value is being translated to the internal ID for storage purposes.

    Storage Location:  Works.dbo.Person_Other.OccupationDE(ID that is gathered from translated Profession)
    Data Type:  VarChar(255)
    Possible Values:  Free Text, but needs to match the Entry Name in the Occupation Dictionary.

• EmployeeNumber - This is not used by TouchWorks, but can house informational data for a provider or user.

    Storage Location:  Works.dbo.IDX_User.EmployeeNumber
    Data Type:  VarChar(20)
    Possible Values:  Free Text

• OwnershipAuthority - This specifies the level of ownership authority that a user or provider would have for notes or documents. If for example, this were set to Level 7, the user or provider would be able to own a document or note that has a level of 7 or lower. This entryname value is translated to the ID from Signature_Authority_DE.

    Storage Location:  Works.dbo.User_Signature_Authority.OwnershipAuthorityDE
    Data Type:  VarChar(255)
    Possible Values:  Level 1, Level 2, Level 3, Level 4, Level 5, Level 6, Level 7, Level 8, Level 9, Level 10

• Force_PW_Change - This specified whether the user will be forced to change their password upon login or not. In most cases you would want to set this to 'Y' the first time you create users so they are forced to establish their own password. If set to 'N', it will not force them to change their password.

    Storage Location:  Master.dbo.IDX_Login.ForcePasswordChangeFLAG
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• PHB - This specifies whether a provider or user should have access to Physician Homebase (PHB).

    Storage Location:  IDXwf.dbo.UserRight  - This adds a row with the rightproductid = 'Works' and rightapplicationid = 0 and rightid = 'HomeBaseUser' if
                        set to 'Y'.  
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• System - This is the Framework system that the user is going to be assigned to.

    Storage Location:  IDXwf.dbo.Users.DefaultSystemID
    Data Type:  VarChar(255)
    Possible Values:  Free Text, but the system must exist in the Framework.

• Reg_System - This is the Registration System that the user is tied to. This is typically the System ID and the type of scheduling product in use. This is found easiest by extracting data first and reviewing the current entries. An example of what it looks like is <System ID>^IDXM, or <System ID>^GPMS, or <System ID>^Other. This value is used to determine the organization ID that the provider or user belongs to.

    Data Type:  VarChar(80)
    Possible Values:  Free Text, but the value must exist in Reg_System_Map

• Framework_DB - This needs to be set to the name of the IDXwf database. This tells the filing routine what database name to use when adding information to the framework database.

    Data Type:  VarChar(255)
    Possible Values:  Free Text, but the database name must exist.

• Finalization Authority - This specifies the level of finalization authority that a user or provider would have for notes or documents. If for example, this were set to Level 7, the user or provider would be able to finalize a document or note that has a level of 7 or lower. This entryname value is translated to the ID from Signature_Authority_DE.

    Storage Location:  Works.dbo.User_Signature_Authority.SignatureAuthorityDE
    Data Type:  VarChar(255)
    Possible Values:  Level 1, Level 2, Level 3, Level 4, Level 5, Level 6, Level 7, Level 8, Level 9, Level 10

• Electronic_Workflow - This value specifies whether a provider is setup as electronic workflow or not. This is used in conjunction with the electronic workflow setting within the document type dictionary. If this value is set to 'Y' and the document type is setup as electronic signature or electronic verification, the provide would receive tasks when a document is filed through the interface.

    Storage Location:  Works.dbo.User_Signature_Authority.IsElectronicWorkflowFLAG
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• Provider_Code - This value should be set to the provider code from the practice management system. This is usually know as their scheduling code and can be used for various matching purposes.

    Storage Location:  Works.dbo.Provider.EntryCode
    Data Type:  varchar(32)
    Possible Values:  Free text

• Provider_Mnemonic - This value should be set to the provider's mnemonic from the practice management system. This can be used for other identification purposes if the entry mnemonic from the PMS system is the same as the entrycode or if there is another identifier that needs to be stored.

    Storage Location:  Works.dbo.Provider.EntryMnemonic
    Data Type:  varchar(10)
    Possible Values:  Free text

• CME_Pilot_Number - This was meant to store the provider's CME number, but it is for informational purposes only. This is rarely used, but can be used to house other identifiers if needed.

    Storage Location:  Works.dbo.Provider.CMEPilotNumber
    Data Type:  varchar(10)
    Possible Values:  Free text

• Ordering_Authority - This establishes the ordering authority for the user or provider. This is primarily used for non-medication orders. Based on the required ordering authority on an item in the Order Item Dictionary it will specify whether an order needs to be authorized by a provider or not. This should be entered as the number of the authority that you desire.

    Storage Location:  Works.dbo.Provider.OrderingAuthorityDE  (the input value is translated to the actual ID)
    Data Type:  varchar(1)
    Possible Values:  1, 2, 3, 4, 5, 6, 7, 8, 9, 10

• Credentials - This column allows you to specify the credentials for the user or provider. It is based on the Credentials dictionary and must contain the Entrycode from that dictionary.

    Storage Location:  Works.dbo.Provider_Credentials.CredentialDE (Entrycode gets translated to ID)
    Data Type:  code
    Possible Values:  free text, but must exist in the credentials dictionary

• PrimSpecialty - This allows you to specify the provider's primary specialty. This will tell the system which specialty favorites to default to. This must be set to an entry name that exists in the specialty dictionary. The value is translated to an internal ID for storage purposes.

    Storage Location:  Works.dbo.Provider.SpecialtyDE (Entryname gets translated to ID)
    Data Type:  varchar(255)
    Possible Values:  free text, but must exist in the specialty dictionary

• SecSpecialty - This allows you to specify the provider's secondary specialty. This will tell the system which specialty favorites to default to. This must be set to an entry name that exists in the specialty dictionary. The value is translated to an internal ID for storage purposes.

    Storage Location:  Works.dbo.Provider.Specialty2DE (Entryname gets translated to ID)
    Data Type:  varchar(255)
    Possible Values:  free text, but must exist in the specialty dictionary

• DEA_Number - This believe it or not houses the provider's DEA number.

    Storage Location:  Works.dbo.Provider.DEANumber
    Data Type:  varchar(30)
    Possible Values:  free text

• DEA_Exp_Date - This allows you to set the DEA expiration date for the provider. It must be provided in a valid date format.

    Storage Location:  Works.dbo.Provider.ExpirationDT
    Data Type:  DateTime
    Possible Values:  Date format

• Billing_Provider - This specifies whether or not the provider is a billing provider. If set to 'Y' it will allow the provider to be chosen on the encounter form. If this is set to 'N' the provider will not be selectable from within the encounter form drop down.

    Storage Location:  Works.dbo.Provider.IsBillingProviderFLAG
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• Scheduling_Provider - This specifies whether a provider has a schedule or not. If set to Y it tells the system that they will receive schedule data within the system. This created an entry in the Resource_DE table within TouchWorks and links the provider to their assigned resource code.

    Storage Location:  Works.dbo.Provider.ResourceDE (stored created Resource Entry ID if filed as a Y)
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• Secure_Schedule - This sepcifies whether or not the provider schedule should be secure. If set to Y, it will hide the schedule from users that don't have the appropriate security code assigned to them. When this files as a Y, the system creates a new entry in the security code dictionary that is named based on the provider name and entrycode.

    Storage Location:  Works.dbo.Provider.SecurityCodeDE (set to the ID of the created security code if this is set to Y)
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• PCP - This specifies whether or not the provider can be set as a Primary Care Provider for a patient.

    Storage Location:  Works.dbo.Provider.IsPCPFLAG
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• DontGenerate_SendChargeTasks - This field specifies whehter the physicain will receive send charge tasks. If this is set to Y, the feature is disabled for the user. If this is set to N, the feature is turned on. If on everytime a provider has a scheduled appointment arrived on their shcedule, a task will be created reminding them that they need to create a task for the encounter. The task is automatically removed if the provider submits an encounter form. This is a great way to create a reminder or worklist for the provider, although it is typically not used. Most people will use the indicator on the schedule screen to tell them what's left for the day.

    Storage Location:  Works.dbo.Provider.DisableSendChargeFLAG
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• Show_Optional_Clinical_Msgs - This is not used at this time.

    Storage Location:  Works.dbo.Provider.ClinicalMsgFLAG
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• DEA_II - This specifies whether the user can prescribe schedule II medications. They must also have the proper security codes assigned to their user account to create a new RX.

    Storage Location:  Works.dbo.Provider.SCHED_C_II_IND
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• DEA_III - This specifies whether the user can prescribe schedule III medications. They must also have the proper security codes assigned to their user account to create a new RX.

    Storage Location:  Works.dbo.Provider.SCHED_C_III_IND
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• DEA_IV - This specifies whether the user can prescribe schedule IV medications. They must also have the proper security codes assigned to their user account to create a new RX.

    Storage Location:  Works.dbo.Provider.SCHED_C_IV_IND
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• DEA_V - This specifies whether the user can prescribe schedule V medications. They must also have the proper security codes assigned to their user account to create a new RX.

    Storage Location:  Works.dbo.Provider.SCHED_C_V_IND
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• RX_Supervision - This defines whether the provider requires RX supervision of not. If set to Y, it will prompt the provider to select their supervising provider when prescribing a medicaiton.

    Storage Location:  Works.dbo.Provider.RxSupervisionRequired
    Data Type:  Bool
    Possible Values:  'Y' or 'N'

• StateLicense1 - This is where you would specify the state of the primary license for the provider. This is the two character code for the state.

    Storage Location:  Works.dbo.Prescriber_License.STATE_OF_LIC
    Data Type:  char(2)
    Possible Values:  any two character state code

• LicenseNumber1 - This is where you would specify the prescribing license number for the provider's primary license.

    Storage Location:  Works.dbo.Prescriber_License.LIC_NO
    Data Type:  varchar(14)
    Possible Values:  Free text license number

• LicExpDate1 - This is where you would specify the prescribing license expiration date for the provider's primary license. This needs to be a date in the future for the provider to have the ability to prescribe in the defined state.

    Storage Location:  Works.dbo.Prescriber_License.LIC_EXP_DT
    Data Type:  DateTime
    Possible Values:  Valid Date

• StateLicense2 - This is where you would specify the state of the secondary license for the provider. This is the two character code for the state.

    Storage Location:  Works.dbo.Prescriber_License.STATE_OF_LIC
    Data Type:  char(2)
    Possible Values:  any two character state code

• LicenseNumber2 - This is where you would specify the prescribing license number for the provider's secondary license.

    Storage Location:  Works.dbo.Prescriber_License.LIC_NO
    Data Type:  varchar(14)
    Possible Values:  Free text license number

• LicExpDate2 - This is where you would specify the prescribing license expiration date for the provider's secondary license. This needs to be a date in the future for the provider to have the ability to prescribe in the defined state.

    Storage Location:  Works.dbo.Prescriber_License.LIC_EXP_DT
    Data Type:  DateTime
    Possible Values:  Valid Date

• StateLicense3 - This is where you would specify the state of the tertiary license for the provider. This is the two character code for the state.

    Storage Location:  Works.dbo.Prescriber_License.STATE_OF_LIC
    Data Type:  char(2)
    Possible Values:  any two character state code

• LicenseNumber3 - This is where you would specify the prescribing license number for the provider's tertiary license.

    Storage Location:  Works.dbo.Prescriber_License.LIC_NO
    Data Type:  varchar(14)
    Possible Values:  Free text license number

• LicExpDate3 - This is where you would specify the prescribing license expiration date for the provider's tertiary license. This needs to be a date in the future for the provider to have the ability to prescribe in the defined state.

    Storage Location:  Works.dbo.Prescriber_License.LIC_EXP_DT
    Data Type:  DateTime
    Possible Values:  Valid Date

• Outbound_Dictate_ID - This is where you would define the outbound dictate id that is sent with dictations from the TouchWorks system. This can only be added if you have purchased dicatation licenses.

    Storage Location:  Works.dbo.Provider.OutboundDictateID
    Data Type:  varchar(12)
    Possible Values:  Free text dictate ID

• RecordingFormat - This will specify the recording format for the provider. This is typically best to leave blank since the default value is typically the best setting. If you have found that another format is needed for your organization you would specify that here.

    Storage Location:  Works.dbo.Provider.RecordingFormatDE (The entryname entered is translated to the internal ID value)
    Data Type:  varchar(255)
    Possible Values:  Free text, must be a valid format, they are:
    GSM
    PCM, 16 Bit, 11025 Hz
    PCM, 16 Bit, 22050 Hz
    PCM, 16 Bit, 4000 Hz
    PCM, 16 Bit, 44100 Hz
    PCM, 16 Bit, 8000 Hz
    PCM, 8 Bit, 11025 Hz
    PCM, 8 Bit, 22050 Hz
    PCM, 8 Bit, 4000 Hz
    PCM, 8 Bit, 44100 Hz
    PCM, 8 Bit, 8000 Hz

• Transcribe Difficulty - This allows you to specify the transcribe difficulty within TouchWorks. This is usually used with the Winscribe application to define the level of difficulty to transcribe for the particular provider. This factor may be increased due items such as specialty difficulty or accents. This is used as a way to ensure that transcriptionists are being fairly reimbursed for more difficult dictations. This value must be set to 1.0 at the very least.

    Storage Location:  Works.dbo.Provider.DifficultyFactor
    Data Type:  float
    Possible Values:  must be 1.0 or greater.

• AlternateLicense - This is a placeholder for the provider's alternate license number.

    Storage Location:  Works.dbo.Provider.AlternateLicense
    Data Type:  varchar(30)
    Possible Values:  Free text

• UPIN - This is a placeholder for the provider's UPIN number

    Storage Location:  Works.dbo.Provider.UPINNumber
    Data Type:  varchar(20)
    Possible Values:  Free text

• Def CC Method - This is used to specify the providers default communication method when creating carbon copies for other providers. This defines whether it defaults to Printing, Faxing, or tasking.

    Storage Location:  Works.dbo.Provider.DistributionTypeDE (The name is translated to the internal ID)
    Data Type:  varchar(255)
    Possible Values:  Free text, the possible values are:
    
    Envelope
    Fax
    Print
    Review Task

• NPI - This is a placeholder for the provider's NPI number

    Storage Location:  Works.dbo.Provider.NPI
    Data Type:  varchar(20)
    Possible Values:  Free text

• WorkPlace - This allows you to establish the default workplace menu for the user or provider. This must be set as the ID of the menu from the framework database. This can be found within the Admin/menus section of the framework.

    Storage Location:  IDXwf.dbo.UserSystem.MenuID
    Data Type:  varchar(600)
    Possible Values:  Free text, must be a valid menu ID

• Def Clinical Desktop View - This allows you to specify the default clinical desktop view for the user or provider. This must be the name of a valid Clinical Desktop view. It is generally better to set a user's default clinical desktop view in the SSMT spreadsheet Clinical Desktop Views - Users. Setting it here can have unintended effects when trying to change it in the future.

    Storage Location:  Works.dbo.WorkspaceLayout_UserDefault.WorkspaceLayoutID (This ID is found by translating the provided name)
    Data Type:  varchar(255)
    Possible Values:  Free text, must be a valid clinical desktop name

• IDXMLogin - This is used for GE Groupcast or Flowcast users only. When specified it allows them to authenticate to the GE system and will provide metrics on the Physician Homebase page of TouchWorks. If desired, this would be the users login id for the GE application.

    Storage Location:  IDXwf.dbo.UserSystemApplication.Username
    Data Type:  varchar(255)
    Possible Values:  Free text

• IDXMPassword - This is used for GE Groupcast or Flowcast users only. When specified it allows them to authenticate to the GE system and will provide metrics on the Physician Homebase page of TouchWorks. If desired, this would be the users password for the GE application.

    Storage Location:  IDXwf.dbo.UserSystemApplication.Password
    Data Type:  varchar(255)
    Possible Values:  Free text

• Practice_Department - This is used for GE Groupcast or Flowcast users only. This specifies the department the user or provider belongs to.

• PaIPreferredCommMethod - This is currently not used

• LinkWithExistingProvider

    C = Create New Entry ie To upgrade an existing User or Provider to User/Provider
    Y = To Link an Existing User to existing Provider
    N = Make Updates to Entry.