If you do not want the system to ever require a password, this section is irrelevant and you can skip to the next section of this chapter.
Each person in the office can be given his or her own password and level of authorization.
When you select Office Personnel, the system will ask for your initials and your password. Only a person with a security level of 5 can get into the Office Personnel file. This keeps unauthorized people from seeing the passwords and security level assigned to other personnel.
We have included a dummy personnel record for the purpose of getting into this file the first time. Type the initials DTC and press Tab. Then type the password DTC and click Continue. This should give you a list of the existing personnel records.
NOTE: To help keep your password discreet, it will not be displayed as you type. If you make an error, the system will beep and ask you to re-enter the password.
NOTE: It is advisable to change the password for DTC to a level 4 after entering all personnel. However, you must have at least one level 5 in the office so all changes can be made.
Click Insert to create the record for the doctor. Type his initials, name, and password. And BE SURE to give him/her a security level of 5.
Make note of the doctor's password. If you forget your password and Data Team has to help locate it, there will be a minimum support charge of $25.
Once you have created the doctor's personnel file and given him a security level of 5, you can delete the dummy record that came with the system so nobody else can follow these directions to access the personnel file. To do so, highlight the dummy file and click Delete.
You can now proceed to add the other personnel records - assigning a password and security level to all the relevant personnel in the office.
Security Level Definitions:
Level Definition 1 Person can get into system 2 Person can do the above and get into Family Ledger to review and add transactions 3 Person can do all of the above and perform simple transaction edits (like changing tooth#) 4 Person can do all of the above and change transaction dollar amounts and delete transactions 5 Person can do all of the above and change personnel passwords and security levels
Regardless of a person's security level, if he deletes a transaction or changes its dollar amount or date, the change is written to the system's Audit Trail.
The Audit Trail Report will show the date the edit was made, the original date of the transaction, the new date of the transaction, the original dollar amount, the new dollar amount, the patient, the transaction, and the initials of who made the edit.
NOTE: The system will only show the initials of the person who made the edit IF your system is set to require a password to edit transactions.
The Audit Trail can not be changed or deleted by anyone.