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DEFENSE HEALTH INFORMATION MANAGEMENT SYSTEM
Virtual Classroom (VC) Instructor Guide
For
Course 9.1:
Application Functionality V3.3
for User Accounts
Visit Us Online at:
http://dhims.health.mil
The DHIMS Program Office is a component of the Military Health System Office of the Chief Information Officer.
Course Notes
• Purpose of Course
• Target Audience
• Acronyms
February 2008 AHLTA v3.3 User Accounts, v1 2
Purpose of the Course:
This course provides a comprehensive overview of the AHLTA v3.3 User
Accounts. It covers how to create a local CHCS account and how to create
an AHLTA account (based on groups) via triggering and accrediting on the
VEAdmin web page and the user’s first logon. User groups and user account
troubleshooting scenarios are discussed in this course.
Target Audience:
System Administrators who are responsible for creating and maintaining
user accounts.
Acronyms:
A list of acronyms is provided on the following slide.
2
Acronyms
Acronym/Term Definition
ADM Ambulatory Data Module
CDR Clinical Data Repository (Located at DISA)
EMPI Enterprise Master Patient Index
EMSS Enterprise Master Security Server
FM1 Failure Mode 1 (Loss of CDR Connectivity)
HDD Healthcare Data Dictionary
HL7 Health-Level 7
ICD In-Line Cache Database (on the LCS )
IE Interface Engine (Also referred to as the E*Gate Server or Datagate)
IEN Internal Entry Number (CHCS Legacy)
LCS Local Cache Server (previously called Legacy Gateway Server)
MTAM Mid-Tier Application Monitor (on the LCS)
NCID Numeric Concept Identifier (AHLTA)
OSH Operator Shell / User Personal Preferences
February 2008 AHLTA v3.3 User Accounts, v1 3
Instructor Notes:
The acronyms listed here are for your reference. They are meant to be
reviewed on hard copy.
3
AHLTA Course 9.1:
Application Functionality v3.3
User Accounts
February 2008 AHLTA v3.3 User Accounts, v1 4
Instructor Notes:
Be sure to perform a sound check prior to beginning the class.
Text:
Hello and welcome to this presentation on AHLTA User Accounts. This presentation
will help you gain the knowledge and understanding of how to create and manage
user accounts.
Please keep in mind that this session is for Site personnel responsible for assisting
with maintaining the AHLTA Local Cache Server (LCS).
My name is _________________, and I will be your presenter today.
4
Table of Contents
Agenda 7
Course Objectives 9
AHLTA System Architecture Overview 10
Lesson 1: User Account Creation 11
Lesson 2: VEAdmin Account and DD2875 21
Lesson 3: Account Management Web Page 24
Lesson 4: Circuit Riders 63
Lesson 5: User’s First Logon to AHLTA 73
Lesson 6: AHLTA Troubleshooting Scenarios 78
Lesson 7: Account Management on the LCS via
the SnareWorks Console 90
February 2008 AHLTA v3.3 User Accounts, v1 5
Instructor Notes:
Skip this slide in the presentation; it is intended for the hardcopy reader.
5
Table of Contents (cont.)
Course Summary 105
Questions & Answers 106
References 107
February 2008 AHLTA v3.3 User Accounts, v1 6
Instructor Notes:
Skip this slide in the presentation; it is intended for the hardcopy reader.
6
Agenda
Course Objectives
AHLTA System Architecture Overview
Lesson 1: User Account Creation (CHCS)
Lesson 2: VEAdmin and DD2875
Lesson 3: Account Management Web Page
Lesson 4: Circuit Riders
Lesson 5: User’s First Logon to AHLTA
Lesson 6: AHLTA Troubleshooting Scenarios
February 2008 AHLTA v3.3 User Accounts, v1 7
Instructor Notes:
Read the text.
Text:
This course will cover the following topics [read the slide].
7
Agenda (cont.)
Lesson 7: Account Management on the LCS via
the SnareWorks Console
Course Summary
Questions & Answers
References
February 2008 AHLTA v3.3 User Accounts, v1 8
Instructor Notes:
Read the text.
Text:
This course will cover the following topics [read the slide].
8
Course Objectives
Upon completion of this course, you will be able to
create new user accounts in CHCS and AHLTA and to
manage the accounts through CHCS, VEAdmin, and
SnareWorks.
February 2008 AHLTA v3.3 User Accounts, v1 9
Instructor Notes:
Read the text.
Text:
Upon completion of this course, you will be able to create new user accounts
in CHCS and AHLTA and to manage the accounts through CHCS,
VEAdmin, and SnareWorks. This objective includes the ability to:
• Create local CHCS accounts
• Trigger and accredit the account via the VEAdmin web page
• Provide user support during the initial logon process
• Create user access to AHLTA application functionality based on user
roles rather than job titles
• Perform troubleshooting procedures.
9
AHLTA SnareWorks 6.3
CDR Server Interface Enterprise Master
(Super Dome) Engine Security
(EGATE) Server
DISA
Location
Local Cache Server
CHCS with Local Security Object
Legacy
HOST MTF
Primary Location
Communications
Client / Server
User Access Controls
Returned Sign On / SYNC
CLINIC
User Authenticates to Local Cache Server with Location
Local Security Object
AHLTA Military
Clinical Workstation
February 2008 AHLTA v3.3 User Accounts, v1 10
Instructor Notes:
Discuss the slide.
Text:
This image illustrates AHLTA’s system architecture.
1. The Clinical End-User signs on to the system by entering his or her
username and password.
2. The User authenticates to the Local Cache Server (LCS ) with the Local
Security Object.
3. The Object passes through SnareWorks 6.3 Enterprise Master Security
Server (EMSS) to ensure the correct access/privileges are granted.
4. The User Access Controls are returned and the Clinical End-User is able
to sign on to the AHLTA application.
10
User Account Creation
Lesson 1: User Account Creation
February 2008 AHLTA v3.3 User Accounts, v1 11
Instructor Notes:
Read the slide.
11
User Account Creation
AHLTA user account creation has been automated.
The automation process is now initiated with the creation
of the CHCS user account.
February 2008 AHLTA v3.3 User Accounts, v1 12
Instructor Notes:
Read the slide, then the text.
Text:
A CHCS User Account is created when the following fields are properly completed:
FIRST NAME
LAST NAME
DOB
SSN
GENDER
EMAIL ADDRESS
ACTIVE AHLTA ACCOUNT (last step)
12
User Account Creation (cont.)
Providers added to PPRO
February 2008 AHLTA v3.3 User Accounts, v1 13
Instructor Notes:
Read the text.
Text:
Add Providers to the Provider Profile (PPRO).
13
User Account Creation (cont.)
When the user has the role of “Coders,” the user does
not require an entry in the Provider profile (PPRO).
February 2008 AHLTA v3.3 User Accounts, v1 14
Instructor Notes:
Read the slide, then the text.
Text:
“Coders” do not need access to a patient’s open record; therefore, they do not need
to be added to the Provider profile (PPRO).
Notes:
Scheduling clerks do not have any access to a patient’s record. Anyone who needs
access MUST be added in the Provider profile.
The Provider profile is PPRO in CHCS.
You must add the provider to the Clinic list.
Cross-check both the user file and the clinic file.
14
User Account Creation (cont.)
When adding a new provider using the Add/Edit User
screen (UM>USAE) in the User File at the Provider field,
the following information will be populated from the user
record into the new provider record:
SSN
DOB
GENDER
February 2008 AHLTA v3.3 User Accounts, v1 15
Instructor Notes:
Read the slide, then the text.
Text:
The SSN, DOB, ACTIVE AHLTA ACCOUNT, and GENDER fields cannot be edited
in the input screen.
If the provider entry already exists, any data pre-existing in the Provider entry for
SSN, DOB and GENDER will not be overwritten with the data from the User file.
Notes:
Active AHLTA field
Cross-check the Provider file
15
User Account Creation (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 16
Instructor Notes:
Read the text.
Text:
Once all the fields are complete in the User profile, you may have to create an entry
in the Provider profile for the user.
After all the fields are complete in the User Profile and new Provider File entry, the
system returns to the User Profile.
16
User Account Creation (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 17
Instructor Notes:
Read the text.
Text:
Use the Provider’s Associated Clinics Report (PAC) option to ensure all the clinics
are listed for a specific provider.
Menu: CA->DAA->CFT->REP->PAC
17
User Account Creation (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 18
Instructor Notes:
Read the text.
Text:
This screen illustrates the clinics associated with a specific provider.
18
User Account Creation (cont.)
Account Creation Order: USAE, PRO, PPRO, flip Active
AHLTA Account flag to Yes in USAE
February 2008 AHLTA v3.3 User Accounts, v1 19
Instructor Notes:
Read the text.
Text:
Once all the proper fields are completed and verified in CHCS, we can “trigger” the
account by changing the ‘Active AHLTA Account’ field to “Yes” in USAE.
Be sure the Account Creation steps are performed in order:
1. USAE (User Add/Edit)
2. PRO (Provider File)
3. PPRO (Provider Profile)
4. Flip ‘Active AHLTA Account’ flag from No to YES in USAE
19
User Account Creation (cont.)
Setting this field
to “Yes” triggers
this account
information to be
sent to AHLTA.
February 2008 AHLTA v3.3 User Accounts, v1 20
Instructor Notes:
Read the slide, then the text.
Text:
Do not set this field to “Yes” until all of the other fields are entered and verified.
Setting this field to “Yes” triggers this account information to be sent to AHLTA.
Notes:
This is a screen shot of the User File. Once the user clinic profiles (PPRO) are
complete, flip the flag in the Users File (USAE).
To retrigger the account, the pager field and phone number field may be changed.
Ensure that an MHS Helpdesk ticket is submitted if any issues occur with
account creation – Priority 1.
20
VEAdmin Account and DD2875
Lesson 2: VEAdmin Account and
DD2875
February 2008 AHLTA v3.3 User Accounts, v1 21
Instructor Notes:
Read the slide.
21
VEAdmin Account and DD2875
AHLTA Systems Administrator
• Your Host MTF site needs to designate a person as the
AHLTA Systems Administrator (SA).
• The SA needs to be granted usage of the account and
password, by DISA after completing a DD2875.
• The SA will be responsible for accrediting and managing
your Host MTF AHLTA User Accounts on the AHLTA
Account Management Web Page hosted on your Local
Cache Server (LCS).
February 2008 AHLTA v3.3 User Accounts, v1 22
Instructor Notes:
Read the slide, then the text.
Notes:
When designating an AHLTA Systems Administrator, keep in mind any Satellite
offices.
22
VEAdmin and DD2875 (cont.)
DISA Form DD2875
February 2008 AHLTA v3.3 User Accounts, v1 23
Instructor Notes:
Read the text.
Notes:
The Local Cache Server belongs to DISA; anyone who needs access to it must
have DADS approval. That approval is granted by completing and submitting DISA
Form DD2875.
23
Account Management Web Page
Lesson 3: Account Management Web
Page
February 2008 AHLTA v3.3 User Accounts, v1 24
Instructor Notes:
Read the slide.
24
Account Management Web Page
Accredit MTF Accounts
The site System Administrator needs to accredit the local
account.
Start by opening your web browser and access the
associated SnareWorks web server for your site (i.e.,
https://<FQDN>:8443/ahlta)
February 2008 AHLTA v3.3 User Accounts, v1 25
Instructor Notes:
Read the text.
Text:
The site System Administrator needs to accredit the local account using the
following process:
1. Open your web browser and access the associated SnareWorks web server
for your site (i.e., https://<FQDN>:8443/ahlta)
2. Create the account, and then accredit account on the VEAdmin web page
through Internet Explorer.
3. Open your web browser and access the associated SnareWorks web
server for your site (i.e., https://<FQDN>:8443/ahlta) using your own
account that has the “System Administrator” key.
25
Account Management Web Page (cont.)
• Once a CHCS Account is triggered, it displays on the
AHLTA Account Management web page and can be
accredited.
• An administrator is notified by email of accounts to be
accredited. The email notification can be triggered by
performing the steps outlined in the following slides.
February 2008 AHLTA v3.3 User Accounts, v1 26
Instructor Notes:
Read the slide, then the text.
Text:
Upon e-mail notification from the EMSS, the site Security Administrator needs to
accredit the local account using the following process in the next few slides.
26
Account Management Web page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 27
Instructor Notes:
Read the text.
Text:
Fully Qualified Domain Name (FQDN)
Open your web browser and go to the associated SnareWorks web server for your
site (i.e., https://<FQDN>:8443/ahlta)
Enter your User Id (not VEAdminuser id) in the ‘User Name’ field.
Enter your password (not VEAdmin password) in the ‘Password’ field.
MTF – will default to your site’s MTF.
Click the ‘Login’ button.
Notes:
We are no longer using the VEAdmin username and password. The System
Administrator will have the appropriate group (e.g., Portsmouth = mar.med.navy.mil-
ADMIN) to perform these account functions.
27
Account Management Web Page (cont.)
List Applicant
February 2008 AHLTA v3.3 User Accounts, v1 28
Instructor Notes:
Read the text.
Text:
Click the “List Applicant” option on the left panel to access the list of users within
your MTF/Satellite.
28
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 29
Instructor Notes:
Read the text.
Text:
Scroll to the bottom of the list to find your newly created user. Select the user’s
appropriate group by selecting the box. Additional keys and groups can be added
to the user by using the CTRL key on your keyboard, per local site guidelines.
Notes:
Additional keys can be added to, or removed from, the user after the accreditation
process.
29
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 30
Instructor Notes:
Read the text.
Text:
Click on the box next to the user’s name.
Assign a user Group (Role) by highlighting the group.
Click on the ‘Accredit Applicants’ button.
The user is now accredited.
30
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 31
Instructor Notes:
Read the text.
Text:
The “successfully accredited” message displays when the account has been
accredited.
31
Account Management Web Page (cont.)
List User
February 2008 AHLTA v3.3 User Accounts, v1 32
Instructor Notes:
Read the text.
Text:
Click “List User.” This option allows you to view a list of all the users at your MTF
(including Satellite MTFs). You can see who has been accredited successfully and
who has logged into AHLTA. .
32
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 33
Instructor Notes:
Read the text.
Text:
This screen illustrates the List User options. Enter the search criteria, then click the
‘List Users’ button to display the results of your search.
33
Account Management Web Page (cont.)
Users who have signed
on to AHLTA for the
first time.
Users who have never
signed on to AHLTA.
February 2008 AHLTA v3.3 User Accounts, v1 34
Instructor Notes:
Read the text.
Text:
This screen displays the list of accredited users based on the search criteria from
the previous slide.
Notes:
Users who have signed on to AHLTA for the first time (e.g., Username: abdullas).
Users who have never signed on to AHLTA (e.g., Username: 42259_1049621).
42259: User’s IEN
1049621: User’s NCID
34
Account Management Web Page (cont.)
List User
February 2008 AHLTA v3.3 User Accounts, v1 35
Instructor Notes:
Read the text.
Text:
You can edit an individual user’s account (e.g., changing username and password,
unlocking and disabling accounts) by clicking “List User” from the left panel.
Notes:
You can also delete a user’s account. Warning! Do not delete a user’s account
unless directed by DISA or your management!
35
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 36
Instructor Notes:
Read the text.
Text:
Select the user by clicking on the radio button, then click the ‘Edit User’ button.
36
Account Management Web Page (cont.)
AHLTA
CHCS or 3M
February 2008 AHLTA v3.3 User Accounts, v1 37
Instructor Notes:
Read the text.
Text:
To update AHLTA password:
Enter the new password in the ’New Password’ and ‘Confirm Password’ fields.
Click the ‘Update User’ button.
To update CHCS or 3M passwords:
Click on the ‘Manage Password’ button.
Warning: Do not update the 3M password unless directed by DISA!
37
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 38
Text:
Click the radio button to the left of ‘chcs’ application, then click the ‘Replace’ button.
To update CHCS or 3M passwords:
Click the “Manage Password” button.
Warning: Do not update the 3M password unless directed by DISA!
38
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 39
Text:
Enter the new password and then verify the password. Click the ‘Update Application
Password’ button.
39
Account Management Web Page (cont.)
This is for Local
disabling only
This disable follows the user
throughout the Enterprise
Uncheck to unlock
account
February 2008 AHLTA v3.3 User Accounts, v1 40
Instructor Notes:
Read the text.
Text:
To unlock an account, uncheck the box at the ‘Account is locked out’ field.
Click on the box at the ‘Account Global Disable Request’ field to disable the account
enterprise wide (i.e., when a user is retiring).
Click on the box at the ‘Account is Disabled Locally’ field to disable the account for
the local MTF only.
After each step listed above, click the “Update User” button.
40
Account Management Web Page (cont.)
Transition from Roles to Groups in AHLTA
(SnareWorks and the VEAdmin web page):
Previous builds: Security in CHCS is based on
Keys. Keys are individual commands a user could
access. In AHLTA (SnareWorks and VEAdmin) this
translated to Roles. Roles granted privileges to users.
v3.3: We have Groups, which are used only for
AHLTA (in SnareWorks and VEAdmin). Groups are
still based on Keys and the concept of Roles.
February 2008 AHLTA v3.3 User Accounts, v1 41
Instructor Notes:
Read the slide, then the text.
Text:
Now let’s discuss the transition from Keys to Roles to Groups. Groups are used
only for AHLTA (in SnareWorks and the VEAdmin web page).
Previous builds: Security in CHCS is based on Keys. Keys are individual
commands a user could access. In AHLTA (SnareWorks and VEAdmin,) this
translated to Roles. Roles are also based on individual items a user could access
based on his or her credentials/privileges; however, the items were listed together
under a single heading called a Role.
v3.3: We have Groups, which are only used for AHLTA in SnareWorks and
VEAdmin (nothing changed in CHCS.) Groups are still based on Keys and concept
of Roles.
• A group allows the Administrator to combine the individual user keys into
set packages.
• By assigning a user to a group, that user will be assigned all of the keys
included in that group.
41
Account Management Web Page (cont.)
An “attending provider” is assigned to the Group of
“Provider, Attending” on the Security Matrix. The
provider thereby receives the access designated for
that group.
The access designated for a given role is specified at
the Enterprise level; can be customized locally.
Multiple groups provides flexibility.
February 2008 AHLTA v3.3 User Accounts, v1 42
Instructor Notes:
Read the slide, then the text.
Text:
FAQ: If a Resident changes MTF’s and is now a Physician, do we have to go back
to the old MTF and change them first?
If they were at a lower signature class, they needed to get the SA from the old MTF
to change it.
FAQ: We had CDM depending on what type of account they had would depend on
what kind of role we gave them. Is there a 1:1 role to group ratio?
There are some default groups.
42
Account Management Web Page (cont.)
One benefit of changing from a Role-based to a Group-
based Model (Key-based) is that an individual user is
assigned the keys that are appropriate to the job they
actually perform (not dependent the individual’s title).
Group Categories:
Core Access Level (standard access)
Sensitive Data Access Level
February 2008 AHLTA v3.3 User Accounts, v1 43
Instructor Notes:
Read the slide, then the text.
Text:
There are two group categories:
Core Access Level – Standard Access. This is given to all users and defines their
base level access (i.e., View patient charts [Read Only], Limited documentation).
Sensitive Data Access Level – Defines what, if any, sensitive data is viewable
(and whether they have to have “Break the Glass “ privileges to view the data).
43
Account Management Web Page (cont.)
Keys are defined at the Enterprise level.
Each user is given one key from several categories
(locally determined by each MTF).
Administrators are allowed to manage and customize the
keys associated with the users at their facilities.
During the accreditation process, the Administrator can
assign the new AHLTA user to a group (with only one
step).
February 2008 AHLTA v3.3 User Accounts, v1 44
Instructor Notes:
Read the slide.
44
Account Management Web Page (cont.)
AHLTA – Security Matrix
User Groups / Privileges
An object/action sets the rights for a user group (key) for
each action.
Rights Hierarchy:
Rights: User NCID
R - Read
W - Write B
D - Delete
C - Cosign R
N – Needs Cosign
B - Break Glass W,D
C,N
February 2008 AHLTA v3.3 User Accounts, v1 45
Text: Another way of looking at this is that for each object/action there is a rule (rights)
that it follows. The types of rights that are executed are Read, Write, Delete.
• Cosign is basically the right for the user to legally sign an encounter. This is different
than the cosign privileges in the CHCS.
• Needs Cosign will be assigned to users who legally are not allowed to sign a
encounter.
• Break Glass is a specific security level that allows the user to access sensitive data. If
the given object/action has the Break Glass right, that user will be prompted to accept
the Break Glass right terms.
The system applies the rights in the following order:
• It looks first at the NCID of the person signed in relative to the person created/ordered
that data. If it is the same person (NCID number), then that user goes directly into that
data.
• If the NCID does not match, then the system looks to see the level of access rights. If
that object has the Break Glass right, then the system will flag the user.
• If the user agrees to the Break Glass terms, then the system looks to see if the user
has the appropriate privileges to access that object which is READ. The system then
looks to see if you have additional rights to alter the document with the write and
delete rights.
• For some objects/actions, it is appropriate for the system to look further such as
(Cosign and Needs Cosign).
45
Account Management Web Page (cont.)
AHLTA - Security Matrix Definitions
OBJECT/
ACTION
Actions
RIGHTS
February 2008 AHLTA v3.3 User Accounts, v1 46
Instructor Notes:
Discuss the slide.
46
Account Management Web Page (cont.)
List Group
February 2008 AHLTA v3.3 User Accounts, v1 47
Instructor Notes:
Read the text.
Text:
The “List Group” option allows access to the available user group options.
Administrators can create, manage, and/or delete user groups.
Note:
If a group is deleted, all the users in that group will be deleted.
47
Account Management Web Page (cont.)
Create a New User Group
Click the ‘New User Group’ button
and the window displays.
Enter the name of the user group in the ‘Name’ field.
Enter a description of the user group in the
‘Description’ field.
Click on ‘Create User Group.’
February 2008 AHLTA v3.3 User Accounts, v1 48
Instructor Notes:
Read the slide.
48
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 49
Instructor Notes:
Read the text.
Text:
Click the ‘New User Group’ button.
49
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 50
Instructor Notes:
Read the text.
Text:
Complete the ‘Name’ and ‘Description’ fields.
50
Account Management Web Page (cont.)
Manage Keys for User Groups
Groups
Keys
February 2008 AHLTA v3.3 User Accounts, v1 51
Instructor Notes:
Read the text.
Notes:
From the List Group screen, select the group from the available list of groups and
click on the “Manage Keys” button. The Manage Keys for the User Group screen
displays.
From the Manage Keys for User Group screen, select the keys from the Available
Categories/Keys on the left. Click on the right-pointing arrow button to add them to
the newly created group.
Keys can be removed from the user group by selecting them from the list of Existing
Keys and clicking on the left-pointing arrow button.
51
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 52
Instructor Notes:
Read the text.
Text:
To manage users, on the List Group screen, select the group from the available list
of user groups. Click the ‘Manage Users’ button. The “Manage User Membership for
User Group” screen displays.
52
Search Field
February 2008 AHLTA v3.3 User Accounts, v1 53
Instructor Notes:
Read the text.
Text:
In the “Manage User Membership for User Group” screen, type the user’s account
name in the ‘Available Users’ search field. Click the ‘Get User List’ button.
53
Account Management Web Page (cont.)
Username
February 2008 AHLTA v3.3 User Accounts, v1 54
Instructor Notes:
Read the text.
Text:
To add a user to the group, select the name from the ‘Available Users’ box. Click
on the right arrow button to move the name into the ‘Existing Members’ field to be
added to the group.
To remove a user from a group, select the user from the list of existing members.
Click the left arrow to remove the name from the group.
54
Account Management Web Page (cont.)
Delete a User Group
From the List Group screen, select the group from
the available list of groups and click the “Delete
User Group” button. A pop-up dialog warning box
displays.
Click “OK” to delete the group. The user group is
deleted and removed from the list.
February 2008 AHLTA v3.3 User Accounts, v1 55
Instructor Notes:
Read the slide, then the text.
Text:
Before a user group can be deleted, you must first remove all the users from the
group.
Note: A Group may be deleted if it no longer applies or is now obsolete.
55
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 56
Instructor Notes:
Read the text.
Text:
A message displays if there are users still assigned to the group: “There are still
users assigned to this user group. Please unassign those users first.”
56
Account Management Web Page (cont.)
Set the Email Address for the
Primary Security Officer
Log into the Account Management web page with a local
SnareWorks administrator account.
Click the “Primary Officer” link under “Email
Management” from the left panel.
Type the email address (group) in the box and then click
‘Update MTF Email.’
To add multiple addresses, each address should be
separated by a semi-colon (;).
February 2008 AHLTA v3.3 User Accounts, v1 57
Instructor Notes:
Read the slide.
57
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 58
Instructor Notes:
Read the text.
Text:
The “Email Management” option on the left panel allows you to access “Primary
Officer,” “Defined Clinic,” and “Search Clinic.”
58
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 59
Instructor Notes:
Read the text.
Text:
Enter the email address, then click the ‘Update MTF Email’ button.
Note:
We recommend that an email group be created instead of entering individual email
addresses.
59
Account Management Web Page (cont.)
Define the Email Addresses of Security Officer(s)
Associated with Specific Clinic(s)
Log into the Account Management web page with a
local SnareWorks administrator account.
Click the “Defined Clinics” link.
February 2008 AHLTA v3.3 User Accounts, v1 60
Instructor Notes:
Read the slide.
60
Account Management Web Page (cont.)
If the clinic is present, select the checkbox next to it and
then type the email address under the ‘Email Account’ field.
Click ‘Update Email.’ To add multiple addresses, each
address should be separated by a semi-colon (;).
If the clinic is not present, the clinic must be added.
February 2008 AHLTA v3.3 User Accounts, v1 61
Instructor Notes:
Read the slide, then the text.
Text:
If the clinic is not present, follow the steps below to add it:
Click the “Search Clinic” link.
Type the clinic name or clinic Internal Entry Number (IEN) to search for the clinic.
Click the ‘Search Clinic’ button. The Define Clinic Email page displays.
In the ‘Email Account’ field, type the email address of the security officer who should
receive an email when an account is associated with that clinic.
Click the ‘Add Email button.’ The message, “Successfully Added the Clinic for Email
Notification,” should display.
Click the “Defined Clinics” link. The clinic you added displays.
61
Account Management Web Page (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 62
Instructor Notes:
Read the text.
Text:
Enter the email address to get notifications, then click the ‘Update MTF Email’
button.
62
Circuit Riders
Lesson 4: Circuit Riders
February 2008 AHLTA v3.3 User Accounts, v1 63
Instructor Notes:
Read the slide.
63
Circuit Riders
Transfer AHLTA Accounts to a
New MTF for “Circuit Riders”
• Circuit Riders are providers who travel to different
Military Treatment Facilities (MTFs).
• Circuit Riders need the capability to document patient
care and enter orders at more than one CHCS host site.
February 2008 AHLTA v3.3 User Accounts, v1 64
Instructor Notes:
Read the slide, then the text.
Text:
Circuit Riders must have access to log on to AHLTA at each physical location where
the provider is credentialed, privileged, and has an active CHCS host account.
The MTF Security Administrator will have the ability to control and manage the
provider’s access through the AHLTA User Account Administration Website
component. This includes the ability to disable provider access and remove the
provider’s account.
Multi-site functionality does not need to have any site disable (terminate in CHCS)
any CHCS and/or AHLTA account. Each site should follow its designated business
rules when it comes to disabling/terminating user accounts.
The system will still allow access to the new MTF, even if the user account is
disabled at the originating MTF.
64
Circuit Riders (cont.)
Multi-Site Access occurs in four phases:
The user reports to the new host site and requests a
new AHLTA account.
New Host Site System Administrator creates a new
CHCS profile for the user at the new CHCS Host Site.
Host Site System Administrator accredits AHLTA
account.
The user logs on to AHLTA.
February 2008 AHLTA v3.3 User Accounts, v1 65
Instructor Notes:
Read the slide.
65
Circuit Riders (cont.)
Create the User Account in CHCS
USAE (Add/Edit User): The entries for the User Name,
SSN, DOB, and Sex must be entered exactly as they
appear in the system, or the system may not recognize
the user as an existing AHLTA user.
February 2008 AHLTA v3.3 User Accounts, v1 66
Instructor Notes:
Read the slide, then the text.
Text:
If the User Name, SSN, D.O.B. or Sex is entered incorrectly at the new MTF, the
user will not be associated with his or her existing account. The system will create
two different users in the CDR with identical data. The user can still access the
system, but the account will not be properly associated with the existing account. A
Provider Merge will be required to rectify the account.
66
Circuit Riders (cont.)
PPRO (Provider Profile Enter/Edit) Steps:
• Assign the provider to the appropriate clinic(s).
Adding Security Keys (ME):
• Allocate the appropriate security keys associated to
the user’s menu(s) as directed by site policy.
PRO (Provider File Enter/Edit) Steps:
• Verify or modify the Provider Specialty or HIPAA
Taxonomy codes for a provider.
February 2008 AHLTA v3.3 User Accounts, v1 67
Instructor Notes:
Read the slide.
67
Circuit Riders (cont.)
Activate the AHLTA Trigger:
• In USAE, set the user’s ‘Active AHLTA Account’ field to
“Yes.”
Accredit the AHLTA account
February 2008 AHLTA v3.3 User Accounts, v1 68
Instructor Notes:
Read the slide.
68
Circuit Riders (cont.)
End-User Steps
After transferring a Circuit Rider Account, the end-user
must activate his or her AHLTA account.
Open your AHLTA Workstation Client
February 2008 AHLTA v3.3 User Accounts, v1 69
Instructor Notes:
Read the slide.
69
Circuit Riders (cont.)
• Enter your current AHLTA User ID and Password in the
appropriate fields. (Use the same codes from the
previous site).
• At the AHLTA dialog box, click “Ok.”
February 2008 AHLTA v3.3 User Accounts, v1 70
Instructor Notes:
Read the slide.
70
Circuit Riders (cont.)
• The CHCS Login window displays.
• Enter your Access and Verify Codes from the new CHCS
Host Site. These are the Access and Verify Codes that
the Site System Administrator used to create the CHCS
account.
• Click “Ok.”
February 2008 AHLTA v3.3 User Accounts, v1 71
Instructor Notes:
Read the slide.
71
Circuit Riders (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 72
Instructor Notes:
Read the text.
Text:
Once the accounts have been synchronized, the following dialog box will display:
“Your CHCS verify code has been changed to match your AHLTA password.” Click
Ok.
The user’s CHCS verify code and AHLTA password are now synchronized. The
user’s verify code and the AHLTA password will remain synchronized at all of the
user’s sites.
Note: The user may have different CHCS Access codes at each CHCS Host Site,
but the AHLTA password and CHCS Verify code will be the same at all sites.
72
User’s First Logon to AHLTA
Lesson 5: User’s First Logon to AHLTA
February 2008 AHLTA v3.3 User Accounts, v1 73
Instructor Notes:
Read the slide.
73
User's First Logon to AHLTA
First-time users
click “here.”
Click on the blue “here”.
February 2008 AHLTA v3.3 User Accounts, v1 74
Instructor Notes:
Read the text.
Text:
Have the user logon to AHLTA using the CHCS Access/Verify codes.
First-time users must click on the word “here” to set up an AHLTA account. If they
do not click “here,” they will error out!
74
User's First Logon to AHLTA (cont.)
Access Code = AHLTA Username
Verify Code = AHLTA Password
February 2008 AHLTA v3.3 User Accounts, v1 75
Instructor Notes:
Read the slide, then the text.
Text:
If the user does not have current or valid access/verify codes, the user will not be
able to continue.
75
User's First Logon to AHLTA (cont.)
• Have the user log on to AHLTA using the CHCS
Access/Verify codes.
• The user is prompted to change his/her password and
to enter a new User ID.
• At this time, the CHCS Verify code changes to AHLTA
Password.
February 2008 AHLTA v3.3 User Accounts, v1 76
Instructor Notes:
Read the slide, then the text.
Text:
Adhere to MHS Security Guidelines when creating a password/verify code:
• Minimum of 8 characters and maximum of 20 characters
• Minimum of 2 numeric characters
• Minimum of 2 no-alphanumeric characters (use ! only)
• Mixture of upper and lower case
• Must not be previously used CHCS verify code
Notes:
One example for creating usernames is to use the first 4 letters of the last name and
first name initial and last 4 numbers of the SSN. This creates a unique account (too
many SMITHJ) .
When you trigger the account from No to Yes, the user may not make any more
changes to the CHCS account. Otherwise, you will have to re-sync the user’s
account.
76
User's First Logon to AHLTA (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 77
Instructor Notes:
Read the text.
Text:
The user is prompted to select a new AHLTA User ID and choose an AHLTA
Password meeting MHS Security Guidelines.
Notes:
After successfully logging in, we recommend you perform a quick functionality
check with each new user. Look for mapping/clinics, toggling to CHCS, and
availability of order entry.
77
AHLTA Troubleshooting Scenarios
Lesson 6: AHLTA Troubleshooting
Scenarios
February 2008 AHLTA v3.3 User Accounts, v1 78
Instructor Notes:
Read the slide, then the text.
Text:
Nothing has been removed from the original functionality; only enhancements were
made. You do not have to relearn AHLTA. Numerous changes were added in v3.3 to
enhance your AHLTA experience.
78
AHLTA Troubleshooting Scenarios
Problems Encountered Prior to First
Logon Attempt
Example 1: Account does not show on accreditation
page
If all accounts triggered do not display:
A. Verify the CHCS II transmitter is operational.
B. Perform a TS (transaction search) in CHCS to verify the
transaction was sent as an HL7 message.
C. Contact DISA and have them verify the site’s e*Gate
application is operational.
February 2008 AHLTA v3.3 User Accounts, v1 79
Instructor Notes:
Read the slide, then the notes.
Notes:
• B. Perform a transaction search to make sure it makes it over to the HL7
middleman.
• C. If DISA responds to you in less than 45 seconds, ask them to physically go
and check the server. DISA has two ways to see if e*Gate is up – they look at a
chart or they go to look at the server. The Chart has been known to be wrong.
79
AHLTA Troubleshooting Scenarios (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 80
Instructor Notes:
Read the text.
Text:
This screen shot illustrates an HL7 message search.
Notes:
You may search by name or SSN.
80
AHLTA Troubleshooting Scenarios (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 81
Instructor Notes:
Read the text.
Text:
This screen shot illustrates an HL7 message search result.
81
AHLTA Troubleshooting Scenarios (cont.)
Problems Encountered Prior to First
Logon Attempt (cont.)
Example 2: Account does not show on accreditation page
If a problem was detected during the verification of A-C, then
retrigger the accounts upon resolution. If no problem was
discovered, log individual tickets to include the following
information:
Time the account was triggered
USER IEN
USER PIEN
February 2008 AHLTA v3.3 User Accounts, v1 82
Instructor Notes:
Read the slide, then the notes.
Notes:
Once a ticket has been logged, do not trigger the account again because it creates
multiple NCID.
Another reason not to trigger again is if the user and provider files are not linked.
Change user flag from Yes to No and change pager x 0001 for 1st trigger, x 0002
for 2nd trigger.
82
AHLTA Troubleshooting Scenarios (cont.)
Problems Encountered Prior to First
Logon Attempt (cont.)
Example 3 : Account doesn’t show on accreditation
page
If only one account does not show up:
A. Wait 1 hour after triggering the account.
B. Verify the field “ACTIVE AHLTA ACCOUNT” is set to
Yes.
C. Verify the DOB, GENDER, FNAME, LNAME are
completed properly in the Provider File (PRO) and
USAE.
February 2008 AHLTA v3.3 User Accounts, v1 83
Instructor Notes:
Read the slide, then the text.
Text:
Retrigger the account upon verification of A-C. If the account does not show up, log
a ticket to include the following information:
The time the account was triggered
USER IEN
USER PIEN
Notes:
You should not wait more than one hour. If there are issues, MHS needs to know
as soon as possible.
83
AHLTA Troubleshooting Scenarios (cont.)
Problems Encountered Prior to First
Logon Attempt (cont.)
Example 4: Account shows on accreditation page,
but cannot be accredited
Immediately log in a ticket.
February 2008 AHLTA v3.3 User Accounts, v1 84
Instructor Notes:
Read the slide, then the text.
Text:
For error(s) during accreditation, immediately log a ticket with the following
information:
Include screenshots of any error(s) and the Applicant List Page
Time the account(s) was triggered
Time the attempt to accredit was made.
Each USER’S IEN
Each USER’S PIEN
Notes:
Duplicate NCID numbers may cause this problem.
84
AHLTA Troubleshooting Scenarios (cont.)
Problems Encountered During Or After
First Logon Attempt
Example 1: Problems logging in for first time
“CHCS Login” dialog box redisplays after entering Access and
Verify Codes.
Test the user’s CHCS information by logging directly into
CHCS. If the user is unable to log in, reset the CHCS Access
and Verify Codes and test again. Repeat until the user can
successfully log directly into CHCS.
February 2008 AHLTA v3.3 User Accounts, v1 85
Instructor Notes:
Read the slide, then the text.
Notes:
Be sure to change the ‘Active AHLTA User’ flag to No while resetting the access
and verify code.
85
AHLTA Troubleshooting Scenarios (cont.)
Problems Encountered During Or After
First Logon Attempt (cont.)
Example 2: AHLTA screen appears, then hangs for 60
seconds or more, requiring CRTL-ALT-DEL and ‘end-
task’ to stop
Reset the users Access Code in CHCS.
Have the user log directly into CHCS to verify change.
Have the user log on to AHLTA. If AHLTA does not
load, log a ticket.
February 2008 AHLTA v3.3 User Accounts, v1 86
Instructor Notes:
Read the slide, then the text.
Text:
If AHLTA does not load, log a ticket with the following information:
Screenshots of any errors
USER IEN
USER PIEN
Notes:
SMITHJ – may be in the 100-150 of the same usernames on file at the EMSS.
Change Access/Username code in CHCS.
86
AHLTA Troubleshooting Scenarios (cont.)
Problems Related to Viewing Clinics
and/or Appointments
Example 1: User does not see appropriate clinic(s)
and/or appointment type(s)
A. Verify the user has been added to the PPRO of all the
clinics by running the Provider’s Associated Clinics
Report (PAC) to ensure the clinics are listed.
B. Log a ticket with MHS if the clinics are not listed on
the report.
February 2008 AHLTA v3.3 User Accounts, v1 87
Instructor Notes:
Read the slide, then the text.
Text:
Log a ticket with MHS if the clinics are not listed on the report . Include the following
information:
USER IEN
USER PIEN
Clinic IEN for each clinic not originally appearing.
Attach PAC Report
87
AHLTA Troubleshooting Scenarios (cont.)
Re-syncing User Account Passwords
• When AHLTA User accounts are created, users log
on to AHLTA with their CHCS access/verify code and
are prompted to choose an AHLTA user ID and
password.
• AHLTA password and CHCS verify code becomes
synchronized (CHCS verify code changes to AHLTA
password).
February 2008 AHLTA v3.3 User Accounts, v1 88
Instructor Notes:
Read the slide, then the text.
Text:
Synchronization of passwords is essential for some functionalities (e.g., order entry,
toggling over to CHCS within AHLTA, etc.)
88
AHLTA Troubleshooting Scenarios (cont.)
• Users should ALWAYS change their passwords
through AHLTA.
Note: When logging on for the first time, make
sure you use a password that you have not used
before.
February 2008 AHLTA v3.3 User Accounts, v1 89
Instructor Notes:
Read the slide, then the text.
Text:
Users should encouraged to change passwords only through AHLTA.
Passwords go out of sync if a user changes a CHCS verify code. This problem can
be corrected either through the SnareWorks Server Console or through the Account
Management web page.
89
Acct Mgmt on the LCS via the SnareWorks
Console
Lesson 7: Account Management on
the LCS via the SnareWorks Console
February 2008 AHLTA v3.3 User Accounts, v1 90
Instructor Notes:
Read the slide.
Text:
This lesson should be presented only to Host AHLTA System
Administrators.
90
Acct Mgmt on the LCS via the SnareWorks
Console
Access SnareWorks
Click the “SnareWorks” icon in the System Tray.
Highlight “SnareWorks Server” and release.
February 2008 AHLTA v3.3 User Accounts, v1 91
Instructor Notes:
Read the text.
Text:
Access the SnareWorks server on the Primary Security Server (or LCS, Local
Cache Server).
Click the “SnareWorks” icon in the System Tray.
Highlight “SnareWorks Server” and release.
91
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
Access SnareWorks (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 92
Instructor Notes:
Discuss the slide.
92
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
Access SnareWorks (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 93
Instructor Notes:
Read the text.
Text:
Enter the password for the VEAdmin account.
93
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
SnareWorks Warning Message
February 2008 AHLTA v3.3 User Accounts, v1 94
Instructor Notes:
Read the text.
Text:
This slide shows the SnareWorks warning message.
94
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
Account Management Screen
February 2008 AHLTA v3.3 User Accounts, v1 95
Instructor Notes:
Read the text.
Text:
This slide illustrates the “Account Management” screen.
95
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
We will now discuss how to :
Access SnareWorks Console on the LCS
Clear a blocked account
Change User Group membership
February 2008 AHLTA v3.3 User Accounts, v1 96
Instructor Notes:
Read the slide.
96
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
Right-click “User.”
Highlight “Expand
This”
February 2008 AHLTA v3.3 User Accounts, v1 97
Instructor Notes:
Discuss the slide.
97
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 98
Instructor Notes:
Read the text.
Text:
Click the ‘All’ radio button to display a list of all users for that MTF.
Then click ‘OK.’
98
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 99
Instructor Notes:
Read the text.
Text:
A list of users is displayed. Highlight the name of the User Account that is blocked.
CAUTION! The grey X icon in the toolbar does not exit the application! This is the
SnareWorks application icon to DELETE THE ACCOUNT!
99
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 100
Instructor Notes:
Read the text.
Text:
To clear a blocked account, uncheck the ‘Account blocked’ box.
100
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 101
Instructor Notes:
Read the text.
Text:
Next, click the “Create/Update” (Save) icon.
101
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
Remove Groups Using SnareWorks Console
February 2008 AHLTA v3.3 User Accounts, v1 102
Instructor Notes:
Read the text.
Text:
To remove a group from a user’s account using the SnareWorks Console, under the
“User” list, select the User Account in question. Right-click it, then highlight
“Memberships.”
102
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
February 2008 AHLTA v3.3 User Accounts, v1 103
Instructor Notes:
Read the text.
Text:
In the Memberships for User dialog box, highlight a Group from the “Member of
Groups” list on the left. Then click the ‘Remove’ button.
103
Acct Mgmt on the LCS via the SnareWorks
Console (cont.)
Add Groups Using SnareWorks Console
February 2008 AHLTA v3.3 User Accounts, v1 104
Instructor Notes:
Read the slide.
Text:
To add a group to a user’s account, highlight a Group from the “Non-member
Groups” list on the right. Then click the ‘Add’ button.
104
Course Summary
AHLTA System Architecture Overview
Lesson 1: User Account Creation (CHCS)
Lesson 2: VEAdmin and DD2875
Lesson 3: Account Management Web Page
Lesson 4: Circuit Riders
Lesson 5: User’s First Logon to AHLTA
Lesson 6: AHLTA Troubleshooting Scenarios
Lesson 7: Account Management on the LCS via
the SnareWorks Console
February 2008 AHLTA v3.3 User Accounts, v1 105
Instructor Notes:
Read the slide.
105
References
This course was derived from the following documents:
CHCS/AHLTA Account Creation
Procedures v1.10, 28 June 2007
UAC 6000 Release Notes, 19 Oct 2007
February 2008 AHLTA v3.3 User Accounts, v1 107
Instructor Notes:
Read the slide.
107
