Careview - User Management User Guide

User Management

Giving Access to Careview
 
Only a user account with the System Administrator role assigned, who has full access will be able to view and manage the Security Settings within Careview.





All Careview Subscribers User Accounts have the System Administrator role assigned. The Subscriber is the person that initially registered the Careview account.

Please review all Sections within this User Guide to gauge an understanding of how to best manage Access for your Organisations Users within Careview.

About User Roles and Permissions in Careview

 

What You Should Know

 
Only a user who has been assigned the System Administrator role, can invite new or update existing users.

Once the organisation is set up, the Careview Subscriber can invite other users to access the organisation. You may invite the business owner, Plan Manager, Support Coordinator, Office Administrator or data entry person for your business.

When you invite a new user, you need to assign them a user role. User roles can be created in Careview to determine the level of access a user has in a Careview organisation.
 
The following System User Roles have been created by default and all Permissions have been set to Yes.

System Administrator

 
The Careview Subscriber automatically has been assigned the System Administrator Role.

Setting the System Administrator Role in the User Account to Yes will grant the user Full Access to all functions in the respective Careview Organisation.
 
Notes
Note:    The System Administrator User Role and Permissions cannot be modified.

Standard Users

 
The Standard User role has been created with a set of Permissions that the nominated System Administrator can customise specific User Roles and set Permissions to suit the specific needs. 
 

User Permissions in Careview

 
Please refer to the following Table below for detailed information on what access will be granted dependent on the Permission set under the User Role.

DASHBOARD & REPORTS

PERMISSION

DESCRIPTION

Main Dashboard

Controls whether the user will have access to the Main Dashboard in Careview.


Note:      Where access is not granted, the User will alternatively be presented with a Welcome Page and the menu item will change from Dashboard to Home.

Client Profiles Report

Controls whether the User will have access to the Client Profiles Report under the Report Main Menu.

Client Funding Report

Controls whether the User will have access to the Client Funding Report under the Report Main Menu.

Sentinel

Controls whether the User will have access to Sentinel under the Main Menu.


PLAN MANAGEMENT 

PERMISSION 

DESCRIPTION 

Invoice Entry 

Controls whether the User will have access to the Service Entry screen. 

  Invoice Entry Assigned Only
 
 Controls whether the User will have access to   the Service Entry screen for assigned clients only.   Where this permission is enabled, the Users can   only view, search and   create invoices for clients     assigned to them.

Create Invoice 

Controls whether the User will have access to Create an Invoice, where you do not allow access, the Create New button and the Clone Invoice icon, will not be visible to the User on the Service Entry screen. 

Add Service Provider via Create Invoice 

Controls whether the User will have access to Add a Service Provider during Invoice Creation, where you do not allow access, the Add Icon will not be visible to the User on the Create Invoice screen. 

 Create Monthly PM Invoices

 Controls whether the User will have access to   the Create Monthly PM Invoices option under   the Data Loader menu on the Service Entry screen.     Where you do not allow access, this option will not   be visible to the User.

 Bulk Invoice File Import

 Controls whether the User will have access to   the Bulk Invoice File Import option under the Data   Loader menu on the Service Entry screen. Where   you do not allow access, this option will not be   visible to the User.

Modify Invoice 

Controls whether the User will have access to Modify an Invoice, where you do not allow access, the Edit icon under Action, will not be visible to the User on the Service Entry screen. 

Download NDIS Claim 

Controls whether the User will have access to the Download NDIS Claim sub menu, under the Action Menu on the Service Entry screen. 

Download Account Package 

Controls whether the User will have access to the Download Account Package sub menu, under the Action Menu on the Service Entry screen. 

Mark as Paid 

Controls whether the User will have access to the Mark as Paid sub menu, under the Action Menu on the Service Entry screen. 

Send Remittance Advice 

Controls whether the User will have access to the Sending Remittance Advices sub menu, under the Action Menu on the Service Entry screen. 

Generate ABA File 

Controls whether the User will have access to the Generate ABA File sub menu, under the Action Menu on the Service Entry screen. 

Approve Internal Invoices 

Controls whether the User will have access to the Approve Internal Invoices sub menu, under the Action Menu on the Service Entry screen.  Additionally, where the User has access to Modify an Invoice, the Approve Invoice sub menu, under he Action Menu on the Edit Invoice screen will not be visible to the User. 

Approve Pending Invoices 

Controls whether the User will have access to the Approve Pending Invoices sub menu, under the Action Menu on the Service Entry screen. 

Approve Declined Invoices 

Controls whether the User will have access to the Approve Declined Invoices sub menu, under the Action Menu on the Service Entry screen. 

Cancel Invoice 

Controls whether the User will have access to the Cancel Invoice sub menu, under the Action Menu on the Service Entry screen and Cancel button on the Edit Invoice screen. 

Undo Cancel Invoice 

Controls whether the User will have access to the Undo Cancel Invoices sub menu, under the Action Menu on the Service Entry screen. 

Delete Invoice 

Controls whether the User will have access to the Delete Invoice sub menu, under the Action menu on the Edit Invoice screen. 

Move Invoice 

Controls whether the User will have access to the Move Invoice sub menu, under the Action menu on the Edit Invoice screen. 

 Invoice Report

 Controls whether the User will have access to   the Invoice Report button on the Service Entry   screen. Where you do not allow access, the Invoice   Report button will not be visible to the User.

Reconcile Payments 

Controls whether the User will have access to the Reconcile Payments option, under the Data Loader menu on the Service Entry screen. 

Update to Fully Reconciled 

Controls whether the User will have access to the Update to Full Reconciled option, under the Action menu on the Edit Invoice screen. 

Revert to Extract Generated 

Controls whether the User will have access to the Revert to Extract Generated option, under the Action menu on the Edit Invoice screen. 


CRM 

PERMISSION 

DESCRIPTION 

CRM Client List 

Controls whether the User will have access to the Client List sub menu, under the CRM Main Menu. 

CRM Client List CoS

The User will have access to view any client profile from the Client Coordination screen, where that user is added to the client’s Individual Providers table and they have access to the SC Client List.

Create Client 

Controls whether the User will have access to Create a Client Profile, where you do not allow access, the Create New button and Upload from CSV will not be visible to the User on the Client List screen. 

Modify Client 

Controls whether the User will have access to Modify a Client Profile, where you do not allow access, the Edit, Deactivate buttons and Upload from CSV will not be visible to the User on the Client Profile screen. 

Delete Client 

Controls whether the User will have access to Delete a Client Profile, where you do not not allow access, the Delete button and Upload from CSV will not be visible to the User on the Client Profile screen. 

Edit Service Contract 

Controls whether the User will have access to Edit a Service Contract, where you do not allow access, the Edit button will not be visible to the User on the Service Contract screen. 

Delete Service Contract 

Controls whether the User will have access to Delete a Service Contract, where you do not not allow access, the Delete button will not be visible to the User on the Service Contract screen. 

Clone Service Contract 

Controls whether the User will have access to Clone a Service Contract, where you do not not allow access, the Clone button will not be visible to the User on the Service Contract screen. 

Modify Service Delivery Records 

Controls whether the User will have access to Modify a Delivered Service record, where you do not allow access, the Edit button will not be visible to the User on the Edit Delivered Service record screen. 

Delete Service Delivery Records 

Controls whether the User will have access to Delete a Service Delivery record, where you do not not allow access, the Delete button will not be visible to the User on the Edit Delivered Service record screen. 

Tasks 

Controls whether the User will have access to the Task sub menu, under the CRM Main Menu. 

Services 

Controls whether the User will have access to the Services sub menu, under the CRM Main Menu. 

Service Rates 

Controls whether the User will have access to the Service Rates sub menu, under the CRM Main Menu. 

Service Regions 

Controls whether the User will have access to the Service Regions sub menu, under the CRM Main Menu. 

Medications 

Controls whether the User will have access to the Medications sub menu, under the CRM Main Menu. 


SUPPORT COORDINATION

PERMISSION

DESCRIPTION

Support Coordination Module

Controls whether the User will have access to the Support Coordination Module, where you do not allow access, the User will not have access to any of the Support Coordination functions and the menu will not be visible.

Support Coordination Dashboard

Controls whether the User will have access to the CoS Dashboard.

Clients List

Controls whether the User will have access to the Clients List sub menu, under the Support Coordination Main Menu.

Client Coordination List

Controls whether the User will have access to the Client Coordination sub menu, under the Support Coordination Main Menu.

Case Note History

Controls whether the User will have access to the Case Note History sub menu under the Support Coordination Main Menu.

CoS NDIS Claim

Controls whether the User will have access to the CoS NDIS Claim sub menu under the Support Coordination Main Menu.

CoS Invoices

Controls whether the User will have access to the CoS Invoices sub menu under the Support Coordination Main Menu.


ADMIN SETTINGS

PERMISSION

DESCRIPTION

Settings

Controls whether the user will have access to Settings.

 

Note:     Only the user account assigned the System Administrator role will have access to the User Security Settings.


RESOURCES

PERMISSION

DESCRIPTION

Resources

Controls whether the User will have access to the Resources module. Where you do not enable access, the User will not be able to access the Resources module.

Modify Resources

Controls whether the User will have access to create, edit and delete a
Resource. Where you do not enable access, the User will not be able to create, edit or delete a Resource


SERVICE PROVIDERS

PERMISSION

DESCRIPTION

View Service Providers

Controls whether the User will have access to view a Service Provider record, where you do not allow access, the User will be unable to view the entire Service Provider record including Notes and Alerts.

Create Service Providers

Controls whether the User will have access to create a Service Provider record, where you do not allow access, the User will be unable to create a Service Provider record.

Modify Company Information

Controls whether the User will have access to Modify all fields that reside under Company Information on the Service Provider record, where you do not allow access, the User will be able to View the Company Information details only.

Modify Payment Information

Controls whether the User will have access to Modify all fields that reside under Payment Information on the Service Provider record, where you do not allow access, the User will be able to View the Payment Information details only.

Modify Registration Information

Controls whether the User will have access to Modify all fields that reside under Registration Information on the Service Provider record, where you do not allow access, the User will be able to View the Registration Information details only.

Modify Preferences

Controls whether the User will have access to Modify all fields that reside under Preferences on the Service Provider record, where you do not allow access, the User will be able to View the Preferences set for Exclude from ABA File and Send Remittance only.

Download Service Provider Records

Controls whether the User will have access to Download the Service Provider List, where you do not allow access, the Download to CSV menu will not be available to select under the Action menu.

Upload Service Provider Records

Controls whether the User will have access to Upload the Service Provider List, where you do not allow access, the Upload from CSV menu will not be available to select under the Action menu.

Merge Duplicate Service Provider Records

Controls whether the User will have access to Merge Duplicate Service Provider Records, where you do not allow access, the Merge Duplicate Service Provider Records menu will not be available to select under the Action menu.

Delete Service Providers

Controls whether the User will have access to Delete a Resource record, where you do not allow access, the User will not be able to Delete the Resource record.
  Create ABN Report
 Controls whether the User can access   the Create ABN Report option to   download the ABN Report, where you do   not allow access, the Create ABN Report   option not be available to select under     the Action menu on the Service Provider   List.


INDIVIDUAL PROVIDERS

PERMISSION

DESCRIPTION

Create Individual Provider

Controls whether the User will have access to create an Individual Provider record, where you do not allow access, the User will be unable to create a Service Provider record.

Modify Individual Provider

Controls whether the User will have access to modify an Individual Provider record, where you do not allow access, the User will be unable to modify an Individual Provider record.



DOWNLOADS

PERMISSION

DESCRIPTION

Downloads

Controls whether the User will have access to Downloads, where you do not allow access, the Download menu will not be visible to the User from the Main Menu.



Invite new users or edit a user’s role

 
The organisation’s subscriber, or users assigned the System Administrator role, can invite new users into an organisation.

If you have access to multiple organisations, when inviting a user, the organisation you’re logged into is the one they’re invited into.

You can also change a user’s role or deactivate them as a user of an organisation if their responsibilities for your business change.  Please refer to Deactivate a User Account or Deactivate a User Role within this User Guide.
 

Don’t share login details

 
Each invited user should have their own login details.  If you share login details, you won't see what new transactions were entered by which user, or any changes they may have made.  This leaves an unreliable audit trail and you risk login details falling into the wrong hands.


Change or Create User Accounts

 
Only a user who has been assigned the System Administrator role can change or create user accounts within their Careview Organisation.
 
 

Create a New User Account

 
Use the following steps to give your staff access to Careview.
 
1.      Click on Settings.





2.     Under Security, click on User Accounts.



3.     The User Account screen displays.  Click on +New.





4.     The New User Account screen displays.
 
Complete the following fields.
  1. Enter the Users First and Last Name
  2. Enter the Users Contact Details.
  3. Enter the Users Email Address - This will be set as the Username.
  4. Select the Users Position from the drop-down list.  Where a Position does not exist, a Position can be created under Settings > Security > User Positions.
  5. Select the Users Service Region.
  6. Set the User Role. 

Warning
Note: By assigning the System Administrator Role the User will have Full Access to Careview.

Please refer to the table below to determine the type of access to set for the User Account.
 

Account Access

Description

Region Manager

Set to Yes if the User requires access to information relating to the supports of support coordinators (who have the same service region) on the CoS Monthly Revenue Graph on the CoS Dashboard, and on the Support Coordination Client List.

CoS Admin

Set to Yes if the User requires access to create Case Notes for all Support Coordination clients and view all Clients under the Support Coordination Client List.

The user will also be able to access information relating to other coordinators' supports on the Support Coordination Dashboard page.

CoS User

Set to Yes if the User requires access to create and view Case Notes for their own clients only, and view their own information in the Support Coordination Dashboard.

Default CoS Client List

Set to Yes if the User is required to see all Support Coordination Clients in the Support Coordination Client list. 'All' will be the Support Coordinator value selected by default on the Support Coordination Client list.

Set to No if the User is required to view only their Support Coordination Clients in the Support Coordination Client List.


Note: This is applicable to only those who have CoS Admin access.

Task Master

Set to Yes if the User is required to perform the following functions in the system.

 

  1. Create Tasks for other Careview Users.

  1. View and edit Tasks created for any Careview User from the Task Console.
  1. Reassign Tasks to any Careview User.

 






5.      Click Save.
 
6.      An email will be sent to the email address provided as part of the User Account setup. 
         This will contain a SET PASSWORD Link, where they will be presented with the Set your Password web page.

  1. Enter New Password
  2. Enter Confirm new Password

7.      Click on Submit and the User will be logged into Careview immediately.
 


Edit a User Account

 
1.      Click on Settings.





2.     Under Security, click on User Accounts.




3.     The User Account screen displays.  Click on Edit icon next to the User you wish to change.




4.     The Edit User Account screen displays.


5.     Make the necessary changes and click on Save.


Deactivate a User Account

Warning
Please note if there are clients assigned to this user, they will need to be manually removed. 

 
1.      Click on Settings.





2.     Under Security, click on User Accounts.




Select the user account then remove the assigned clients via the trash icon:

3.     Once the clients have been unassigned. use the Trash icon beside the User Account you wish to deactivate.



4.     The Confirm Deactivation pop up screen displays.  Click on Confirm.




5.     The User Account screen displays.  The Status of the User Account changes to Inactive.

6.     Set the Active toggle box to Inactive to view all Inactive User Accounts.




Reactivate a User Account


1.      Click on Settings.





2.     Under Security, click on User Accounts.




3.     The User Account screen displays.  Set the Active toggle box to Inactive.






4.     All Inactive user accounts are displayed.  Under Action, click on the Activate user account button.




5.     The Confirm Reactivate User popup screen displays.  Click on Confirm.



6.     Set the Inactive toggle box to Active, and the User will be displayed as an Active User Account.


Notes
The user account will be reinstated with the last password used for the account.  Where the User has forgotten their password, please direct them to click on the Forgot Password link on the Careview Login screen, to reset their password.


Change or Create User Roles

 
Only a user who has been assigned the System Administrator role can change or create user roles within their Careview Organisation.
 

Create a New User Role

 
Use the following steps to Create a new User Role.
 
1.      Click on Settings.




2.     Under Security, click on User Roles.




3.     The User Roles screen displays.  Click on +New.




4.     The New User Role screen displays.  Give the new User Role a Name and set the desired Permissions for the new Role.



5.    Click on Save.

6.    Apply the Role to the User Account.

 

Edit a User Role

 
1.      Click on Settings.




2.     Under Security, click on User Roles.




3.     The User Roles screen displays.  Click on Edit icon next to the User Role you wish to change.




4.     The Edit User Role screen displays.  Make the necessary changes.



5.     Click on Save.


Deactivate a User Role

 
1.      Click on Settings.




2.     Under Security, click on User Roles.




3.     The User Role screen displays. Click on the Edit icon beside the User Role you wish to deactivate.



4.      Set the Active toggle box to No.



5.      Click on Save.    

6.      The User Role screen displays.  The User Role is inactive.


 

Reactivate a User Role


1.      Click on Settings.




2.     Under Security, click on User Roles.




3.     The User Role screen displays. Click on the Edit icon beside the User Role you wish to reactivate.



4.      Set the Active toggle box to Yes.



5.      Click on Save.    

6.      The User Role screen displays.  The User Role is Active.



User Positions

 
All Positions created under the Provider Roles Setting have been migrated across to the new User Positions Setting in Careview.

Notes
Note:     You will not be able to edit the following default System Positions.

  1. Support Coordinator
  2. Plan Manager
 

Change or Create User Positions

 
Only a user who has been assigned the System Administrator role can change or create user positions within their Careview Organisation.
 

Create a New User Position

 
There are two Standard User Positions;
 
  1. Support Coordinator
  2. Plan Manager
 
Notes
Note:    These Positions cannot be modified.

 
Use the following steps to Create a new User Position;
 
1.      Click on Settings.




2.     Under Security, click on User Positions.



3.     The User Positions screen displays.  Click on +New.



4.     The New User Position screen displays.  Give the User Position a Name.


5.     Click on Save.

6.     The Position will be available to select in the New User Account and Edit User Account screens.
 


Edit a User Position

 
1.      Click on Settings.




2.     Under Security, click on User Positions.



3.     The User Positions screen displays.  Click on the Edit icon next to the Position you wish to change.



4.     The Edit User Position screen displays.  Make the necessary changes.



5.     Click on Save.
 
 

Deactivate a User Position

 
1.      Click on Settings.




2.     Under Security, click on User Positions.




3.     The User Positions screen displays.  Click on the Edit icon beside the User Position you wish to deactivate.




4.     The Edit User Position screen displays.  Set the Active toggle box to No.




5.     Click on Save.

5.     The User Position screen displays.  The User Position is now inactive.





Reactivate a User Position

 
1.      Click on Settings.




2.     Under Security, click on User Positions.




3.     The User Positions screen displays.  Click on the Edit icon beside the User Position you wish to reactivate.




4.     The Edit User Position screen displays.  Set the Active toggle box to Yes.




5.     Click on Save.

6.     The User Position screen displays.  The User Position is now Active. 

Powerview Access Management

Use the following steps to grant permission to specific Powerview Reports for a specific User Role. 
 
1.      Click on Settings.
  
  

2.     Under Security, click on Powerview. 


 

3.     The Powerview Access Management screen displays.  Click to select the User Role from the dropdown list. 


4.     Set the Allow Access to toggle box to Allowed for the specific reports you wish all users within the selected User Role to gain access to. 


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