For all access levels that will need permission to use Users, follow the steps below:

1. Go to Administration > Access Levels.
2. Select an existing access level or create a new access level.
   
    
3. Select the 2nd User Access tab.
4. Check the box for Users.
5. Save and repeat for each access level that will need permission to access Users.
   

1. Click the eCR icon on your Desktop to remote into the server where eCR is stored.
   
2. Users are managed at the eCR level by the Administrators at your organization.
3. To add or edit users, go to Administration > Users.

1. The Search allows you to search for an existing user and edit their profile.
2. To create a new user, enter the following information:
   • Last Name, First Name, Middle Name (if known) and Initials.
3. Check any of the following that apply:
   • Select Staff Provider if the user will be writing progress notes.
   • Select Referring Provider if the user's name will be included in billing correspondence.
   • Select User if the user will be logging into eCR. This is required.
4. Click Save.
5. Navigate through additional tabs to complete the new user setup.

1. Enter a Username for the user.
2. Enter a temporary Password of 1234, but prompt the user to change the password upon first login.
3. To set the Access Level, click Select.
   
    
   • Use the drop-down menu to select an access level.
     
      
   • The access level chosen will automatically fill the applicable checkboxes.
   • Click Save.
4. Enter the user's Title.
5. To set the Credentials, click Select.
   • Check the box for the credential(s) applicable to this use.
     
      

     NOTE: A user can have more than one credential attached them.

   • Click Save.
6. Select the Primary Program from the drop-down menu.
7. Select a Primary Location if a user is specific to a certain location, click Select.
   • Select primary and if applicable, secondary location(s).
     
      
   • Click Save.
8. If applicable, select the Primary Unit from the drop-down menu.
9. Enter the user's Employee ID, if applicable.
10. Alert Manager Port, ask your Project Manager for details.
11. DARMHA ID, this is specific to Indiana.  Please talk to your Project Manager for more details.
12. In the Lab Accounts table, select the appropriate Lab from the drop-down menu.
    
     
13. The NY PAS Reporting Only fields are for New York facilities under OASAS only. Talk to your Project Manager for more details.

The Contact/Provider Info tab allows you to add additional information for a Staff Provider or Referring Provider. If the user is not a Staff Provider or Referring Provider, the fields will not be active.

• A Non-Person Entity would be an organization.
• Check the box for Bill MD Only to only bill the MD and not the contact.
• Check the box for Can provide youth services to indicate that this contact can provide youth services.

The Provider IDs tab allows you to add additional information for a Staff Provider or Referring Provider.  If the user is not a Staff Provider or Referring Provider, the fields will not be active.

1. Press Enter on your keyboard and the insurances/financial classes will appear.
2. Check the box for Inactive to inactivate this setup.
3. Check the box for Do not Send Rendering NPI in 837 Loop 2300 or CMS1500 if applicable.
4. The Code field is display only.
5. Check the box for Bill Under Supervisor if applicable.
6. Check the box for Bill Under Referring if applicable. 
   • Once the box is checked, the field below it will become active and the Referring Provider's name can be entered.
7. Enter the Billing ID.
8. Set a Staff Modifier to override the insurance set on the provider level, if desired.
9. Check the box for Non-Credentialed if the user is not credentialed with that insurance.
10. Click Add to add this information to the grid below.

The Program/Location Registration tab allows you to limit or restrict the user’s access to a specific set of locations and programs. Additionally, you can limit the users that can see this user’s schedule.

1. Check the box for Limit access to the following locations to limit the user to the specified locations.
2. Check the box for Limit access to the following programs to limit the user to the specified programs.
3. Check the box for Limit scheduler access to the following users to limit the user’s schedule to specified users.

1. Select a Training Type from the drop-down menu.
2. Enter the Start Date of the training.
3. Enter the End Date of the training.
4. Check the box for Inactive to indicates that this training type is not active.

The Module Options tab is used to set User Preferences for various additional modules available within eCR.

1. The Zip to Zone fields are used to manage what demographic areas an assessor or therapist is available in when scheduling patients. This also manages how many visits an assessor or therapist can have at one time.
   • In the Max Caseload as Assessor field, enter the maximum caseload the Assessor can manage.
   • In the Max Caseload as Therapist field, enter the maximum caseload the Therapist can manage.
   • Check the box for Do not include user in Zip to Zone filtering to exclude the user from Zip to Zone filtering.
2. Using the drop-down menu, add Spoken Languages the user can speak.
3. Under Linked Organizations, using the drop-down menu, add organizations the user may be linked to. The drop-down menu populates from Administration > Other Organizations.
4. Click Save.

Once you've added all the information for the user and clicked Save, you'll see another field appear on the User tab, allowing you to select the user’s Supervisor.

1. Click Select to pull up the Organizational Chart.
2. Click on and hold the user on the right and drag to the correct supervisor.
3. Release the user once their name is on the supervisor’s name.
   
   

1. Go to Administration > Organization Chart.
   
    
2. Select the user to be removed.
   
    
3. Click Remove.
4. Click Save.

See this article for more details on the Organization Chart.

If you would like the new user to have access to all charts in a program, you will need to set them as a Default User for those programs.

1. Go to Setup > Clinic Defaults > Default Users tab.
   
   
   
    
2. Click on the desired program.
   • Click ALL PROGRAMS to add a user to all programs.
3. Check the box next to the user(s) you would like to add to that program.
   • Check the Select All box to select all users.
4. Click the blue arrow to move the selected user(s) into the program.
   • The user(s) will appear beneath the program you selected.

     NOTE: You can also drag and drop the user into a program.

      

5. Click Save.

There are also bulk options at the bottom of the Defaults window.

• Check the box for Apply Added Users to All Active Charts if the user(s) being added is permitted to access all active charts in the selected program.
• Check the box for Add to Inactive Also if the user(s) being added is permitted to access all inactive charts in the selected program.

Click Save.

1. Go to Administration > Users.
2. In the search field, enter the user's last name.
3. Select from the list provided.
   
   
    
4. Uncheck the box for User.
   • DO NOT uncheck the boxes for Staff Provider and/or Referring Provider.
     
      
5. Click Save.
6. You will receive a warning message. Click Yes.
   
    
7. The user will now show as inactive.
   
    
8. Additionally, must also send a ticket to the Helpdesk to have this user removed from the Active Directory.

   IMPORTANT: If the Helpdesk is not contacted, the user will remain as a user even though their account has been set to inactive.

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