Welcome to the User Management Guide for Unified Solutions Software. This comprehensive manual will walk you through the process of managing users within our system, ensuring efficient operation and compliance with regulatory requirements.

1. Creating a New User

To add a new user to the system:

1. Navigate to the User Management section
2. Click on the “Create New User” button
3. Fill in the required information (detailed in the next section)

2. Essential User Information

When creating a new user, the following information is mandatory:

• First Name
• Last Name
• Email Address

These three fields are the minimum required to add a basic user to the system.

3. Additional User Settings

During user creation, you’ll notice several checkboxes that allow you to customize the user’s account settings:

• Set Random Password: Generates a random password for the new user
• Should Change Password on Next Login: Prompts the user to create a new password upon their first login
• Send Email: Sends an account creation notification to the user’s email address
• Lockout Enabled: Allows the account to be locked after multiple failed login attempts
• Active: Sets the account as active, allowing immediate access
• Active EMS Personnel: Designates the user as an active Emergency Medical Services (EMS) provider

You can adjust these settings according to your organization’s policies and the specific user’s needs.

4. EMS Personnel-Specific Requirements

For users who will be writing and submitting patient care reports (charts), additional information is crucial:

• EMS Certification Number
• Certification Level

These two pieces of information are mandatory for EMS personnel. Without both the certification number and level, users will not be able to submit charts or have their reports processed by the state. Ensure this information is accurately entered to prevent any disruptions in report submission.

5. User Roles and Permissions

By default, new users are assigned a “General User” role. This provides basic access to the system. However, you can assign additional roles or permissions based on the user’s responsibilities within your organization. To modify a user’s role:

1. Access the user’s profile
2. Navigate to the permissions section
3. Select the appropriate role or customize individual permissions

Consider your organization’s structure and security requirements when assigning roles and permissions.

6. HR Document Management

Unified Solutions offers a built-in document repository for storing and managing HR-related documents. This feature allows you to:

• Upload various types of certification documents
• Track additional qualifications
• Store employee-related files securely

To utilize this feature:

1. Access the user’s profile
2. Navigate to the document section
3. Select the appropriate document type
4. Upload and save the relevant files

This centralized document storage can greatly assist in maintaining up-to-date records for your personnel.

7. Adding Office Members

When adding non-EMS personnel (e.g., administrative staff):

1. Follow the standard user creation process
2. Uncheck the “Active EMS Personnel” boxes at the bottom of the form
3. Enter the required first name, last name, and email address
4. Assign an appropriate role other than “General User” (e.g., “Office Employee”)

This ensures that office staff have the necessary access without being classified as EMS personnel.

8. Handling User Departures

When an employee leaves your organization, it’s crucial to handle their account correctly:

• Do NOT delete the user from the system
• Instead, mark the user as “Not Active”

To deactivate a user:

1. Access the user’s profile
2. Locate the “Active” setting
3. Uncheck or toggle off the “Active” status
4. Save the changes

Deactivating an account prevents the user from logging in while preserving their historical data within the system.

9. Importance of User Data Retention

Maintaining user data, even for departed employees, is critical for several reasons:

1. Regulatory Compliance: Patient care reports associated with the user continue to be reported to state agencies periodically.
2. Record Keeping: Historical data must be maintained for a specified number of years to meet legal and regulatory requirements.
3. Data Integrity: Deleting users can have adverse effects on old charts, potentially disassociating them from the correct provider.
4. State Audits: In the event of a state data request, having complete historical records is essential.
5. Potential Returns: In the dynamic field of EMS, employees sometimes return to previous employers. Keeping their account intact (though inactive) simplifies the reactivation process.

By following these user management best practices, you ensure smooth operations, maintain data integrity, and stay compliant with regulatory requirements.

For any additional questions or support regarding user management in Unified Solutions ePCR Software, please contact our customer support team.