User Accounts

The User Accounts module is where you manage access to the healthcare system. This is where you create, edit, and control user accounts for all staff members who need to use the system.

Understanding User Accounts

A User Account is a login identity for anyone who needs access to the healthcare system. Each user account allows a staff member to:

• Log in to the system
• Access specific modules based on their role
• Perform their job duties electronically

SLOW DOWN

Important: User Accounts are separate from Clinic Team records. First create a User Account here, then add the person to Clinic Team with their professional details.

The User Accounts Page

When you open the User Accounts section, you'll see all system users.

What You'll See:

1. User List: All accounts with key information

2. Key Information Displayed:

   • Member Entity: Which organization/clinic they belong to
   • Fullname: User's display name
   • Email Address: Login email
   • Privilege: Their system role/permissions
   • Phone Number: Contact phone
   • Is Active: Green checkmark = Active, Red X = Inactive

3. Hidden Information (click eye icon to show):

   • Email Verified Date
   • Created Date
   • Last Updated Date
   • Deleted Date (for inactive accounts)

Creating a New User Account

Step 1: Gather Required Information

Before creating an account, collect:

• Full name
• Email address
• Phone number
• Job role (to determine privilege level)
• Temporary password

Step 2: Create the Account

1. Click New User
2. Fill in the form:

Basic Information:

• Full Name: Their complete name as it should appear
• Email Address: Must be unique, used for login
• Phone Number: Contact number (Ugandan format)

Security & Access:

• Privilege: Select their access level:
  • Administrator: Full system access
  • Doctor: Medical staff access
  • Nurse: Nursing staff access
  • Receptionist: Front desk access
  • Lab Technician: Lab module access
  • Pharmacist: Pharmacy module access (Available options depend on your organization setup)

Account Settings:

• Password: Set initial password
  • Must be at least 8 characters
  • User should change on first login
• Is Active:
  • Yes: Account can log in immediately
  • No: Account is disabled (cannot log in)

Step 3: Save and Notify

1. Click Save to create account
2. Notify the user:
   • Their email address
   • Temporary password
   • Login instructions
3. Remind them to change password on first login

Editing User Accounts

When to Edit an Account:

• Name changes
• Email address updates
• Phone number changes
• Role/privilege changes
• Password resets
• Activating/deactivating accounts

How to Edit:

1. Find the user in the list
2. Click the Edit button (pencil icon)
3. Make your changes
4. Click Save

Important Password Note: When editing an existing user, leave password field blank to keep current password. Only fill if you want to change it.

Viewing User Details

What You Can See:

• Complete user information
• Role/privilege assignment
• Account status
• Organization affiliation
• Creation and update dates

How to View:

1. Find the user in the list
2. Click the View button (eye icon)
3. See complete account details (read-only)

Understanding Account Status

Active vs. Inactive:

Status	What It Means	When to Use
Active	User can log in and use system	Account is in use
Inactive	User cannot log in	Account is suspended, user left, or temporary hold

Common Reasons to Deactivate:

• Staff member left organization
• Temporary suspension
• Extended leave of absence
• Security concerns

Understanding Privileges (User Roles)

What Privileges Control:

• Which modules user can access
• What actions they can perform
• What data they can see/edit

Common Privilege Levels:

Administrator:

• Full system access
• Can manage all users
• System configuration
• Reports and analytics

Doctor:

• Patient medical records
• Prescriptions
• Lab orders
• Appointments and visits

Nurse:

• Patient care documentation
• Vitals and observations
• Medication administration
• Basic patient management

Receptionist:

• Patient registration
• Appointment scheduling
• Basic patient lookup
• Billing support

Lab Technician:

• Lab orders and results
• Test management
• Lab inventory

Pharmacist:

• Prescription management
• Medication dispensing
• Pharmacy inventory

Actions You Can Take

On Each User Account:

• View: See full details (read-only)
• Edit: Update account information
• Delete: Remove account (goes to trash)

Bulk Actions (Multiple Users):

1. Check boxes next to users
2. Choose:
   • Delete Selected: Move to trash
   • Restore Selected: Bring back from trash
   • Force Delete: Permanently remove

How User Accounts Connect to Other Modules

User Accounts are the foundation for:

1. Clinic Team: Each staff member needs a user account first
2. Appointments: Doctors assigned to appointments
3. Visits: Staff documenting patient care
4. Audit Trail: Tracks who did what in the system
5. Security: Controls access to sensitive information

System Flow:

1. Create User Account (here)
2. Add to Clinic Team (with professional details)
3. User logs in with email/password
4. User accesses modules based on privilege

Best Practices for User Management

Do:

1. Use real email addresses - for password recovery
2. Assign appropriate privileges - principle of least access
3. Set strong passwords - or require password change on first login
4. Keep accounts current - deactivate when staff leave
5. Use consistent naming - helps with identification
6. Document changes - keep records of role changes

Don't:

1. Don't share accounts - each person needs their own
2. Don't use generic passwords - like "password123"
3. Don't leave inactive accounts active - security risk
4. Don't assign admin to everyone - only to those who need it
5. Don't skip phone numbers - important for contact
6. Don't forget to notify users - about their new accounts

Common Tasks & How-to's

How to create an account for a new doctor:

1. Gather: Name, email, phone, license info
2. New User → Fill basic information
3. Privilege: Select appropriate doctor role
4. Password: Set temporary password
5. Active: Yes
6. Save
7. Go to Clinic Team → Add doctor with license details

How to reset a forgotten password:

1. Find user account
2. Click Edit
3. Enter new password in password field
4. Save
5. Notify user of new temporary password
6. Remind them to change it

How to deactivate a departing staff member:

Option 1 (Keep Record):

1. Edit user account
2. Change "Is Active" to No
3. Save
4. Account remains but cannot log in

Option 2 (Full Removal):

1. Delete user account
2. Goes to trash
3. Can restore if needed

How to change user's role:

1. Edit user account
2. Change "Privilege" selection
3. Save
4. User's access changes immediately
5. Notify user of changes

How to find all inactive accounts:

• Look for red X in "Is Active" column
• Or filter to show only inactive
• Review periodically for cleanup

How to handle name change (marriage, etc.):

1. Edit user account
2. Update "Full Name"
3. Save
4. Name updates throughout system
5. Consider if email should also change

How to create multiple accounts efficiently:

1. Prepare spreadsheet with all user details
2. Create accounts one by one
3. Or use bulk import if available
4. Keep list of temporary passwords
5. Distribute login information securely

Quick Reference Guide

What you want to do	Steps to follow	Important Notes
Create new account	New User → Fill details → Set privilege → Save	User needs Clinic Team entry too
Reset password	Edit → Enter new password → Save	Leave blank to keep current
Deactivate account	Edit → Is Active: No → Save	Don't delete unless necessary
Change role	Edit → Change Privilege → Save	Access changes immediately
Find user	Search by name, email, or phone	Use search box

Troubleshooting

If email already exists:

• User may already have account
• Check with person first
• Use password reset if they forgot
• Or create with different email

If user cannot log in:

1. Check "Is Active" is Yes
2. Verify email is correct
3. Try password reset
4. Check privilege assignment
5. Contact admin if persists

If wrong privilege assigned:

• Edit account
• Change privilege
• Save
• User may need to log out and back in

If account missing from list:

• Check if account is in trash
• Verify organization filter
• Check "Is Active" status
• Contact admin if needed

If phone number format issues:

• Use Ugandan format: +256...
• Ensure only numbers and +
• Check for extra spaces
• Save and verify

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Time-Saving Tips

1. Prepare user list before creating accounts
2. Use email templates for account notifications
3. Set standard passwords for initial setup (users change later)
4. Batch create similar role accounts together
5. Regular audits - clean up inactive accounts quarterly
6. Document processes - for consistent onboarding

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User Account Setup Checklist

Before Creating Account:

• ✓ User understands system access
• ✓ Email address confirmed
• ✓ Phone number verified
• ✓ Appropriate privilege determined
• ✓ Temporary password prepared

During Creation:

• ✓ Full name entered correctly
• ✓ Email address unique and valid
• ✓ Phone number in correct format
• ✓ Correct privilege selected
• ✓ Strong password set
• ✓ Active status set appropriately

After Creation:

• ✓ User notified of account details
• ✓ Password security explained
• ✓ Added to Clinic Team if clinical staff
• ✓ Training provided if needed
• ✓ Follow-up scheduled for questions

Ongoing Management:

• ✓ Accounts reviewed quarterly
• ✓ Inactive accounts deactivated
• ✓ Role changes updated promptly
• ✓ Password policies enforced
• ✓ Security best practices followed

Security Best Practices

Password Policies:

• Minimum 8 characters
• Mix of letters, numbers, symbols
• Change every 90 days
• No password sharing
• Different from personal passwords

Access Control:

• Only necessary access granted
• Regular privilege reviews
• Immediate deactivation for departed staff
• Monitor for suspicious activity

User Education:

• Importance of strong passwords
• Never share login credentials
• Log out when leaving computer
• Report suspicious activity
• Regular security reminders

User Lifecycle Management

New Hire:

1. Create user account
2. Assign appropriate privilege
3. Add to Clinic Team
4. Provide training
5. Monitor initial usage

Role Change:

1. Update privilege if needed
2. Adjust Clinic Team details
3. Provide new training
4. Update any schedules

Departure:

1. Deactivate user account
2. Remove from Clinic Team
3. Archive records if needed
4. Transfer responsibilities
5. Document departure

Remember: Well-managed user accounts mean:

• Security of patient data
• Efficient clinic operations
• Clear accountability
• Regulatory compliance
• Smooth staff transitions

Proper user management is essential for both security and efficiency in your healthcare facility!