Role-Based Security User Checklist - OfficeMate Software Solutions

Role-Based Security User Checklist
Security is an important component in safeguarding patient data and complying with HIPAA rules and regulations.
OfficeMate requires that you set up security so that each user must log in to view or maintain patient information. OfficeMate
leverages a role-based security system, which allows you to control how loosely or how tightly security is implemented in
your practice.
Use the checklist below as helpful reminder tool for staff members in your practice to help you successfully setup up
role-based security.
For more detailed information on how to set up role-based security, see the OfficeMate Home Office User’s Guide, view the
Home Office recorded video tutorials, and schedule additional training in the New-01 course with OMU.
In this document:
• Roles, 1
• Users, 2
• Preferences, 3
Roles
A role is a job or a function within your practice. For example, front desk is a function within your practice that generally
requires entering patient demographic data, scheduling appointments, receiving copayments, etc. You can easily think of
a list of tasks within your own practice that the front desk role would need to perform as well as those of biller, office
manager, and optician. OfficeMate allows you to establish which sections of the software each role can access.
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Role-Based Security User Checklist 1

Role-Based Security User Checklist
Users
It is not uncommon for one person in your practice to fill multiple roles. For example, a single person in your practice may
work in the capacity of front desk, biller, and optician. OfficeMate allows you to assign multiple roles to each individual in
your practice, thereby enabling users to access the various portions of the software that they need to perform their various
job functions. OfficeMate makes setting up roles easy by including several sample roles that you can customize to your
practice’s needs.
Completed
Task
OfficeMate comes preloaded with example roles. Eyefinity highly recommends that you modify or copy these roles
according to the needs of your practice. You are not required to use the sample roles, but rather they are there to help
you get started with role-based security.
If you need to create new roles, either edit existing roles or create new ones. To edit existing roles, copy the existing role
that most closely suits the staff member’s needs and either add more security tasks to or remove security tasks from the
role as necessary.
Users
Completed
You can assign as many roles as desired to users.
Task
All users are initially assigned to a default administrator role, which allows them access to all products, modules, and
tasks in all locations, until you modify their role assignments. Modify role assignments as soon as possible for optimal
security! If your practice is not concerned with security, you do not need to modify role assignments, although Eyefinity
does not recommend this course of action.
If your practice requires minimal security, assign all users to Administration Role. The Administration Role requires users
to log in with a username and password and allows them to access all areas of the software.
2 Role-Based Security User Checklist

Role-Based Security User Checklist
Preferences
Preferences
Completed
Security preferences allow you to control, globally or by location, the amount of time a user may be inactive before being
logged out of the software and establish which reports are secure.
Task
Set up the number of minutes the OfficeMate Suite can be idle before requiring the user to log back in. You can set up
session inactivity by location.
Click the Secure Reports button and select the check box in the Secure column next to each report that you want to
restrict access.Selected reports can only be accessed by users who are assigned roles with the Secured Report task.
Any reports not selected can be accessed by any user.
Role-Based Security User Checklist 3