Setup-Users

Last Update v12.0.0

Add-Edit-Delete Web eXchange Users.  Change access for Centers allowed, modules, and security groups.

1. Narrow user list down using any of the filter fields above each column.  Click the desired user row to select that user for edit.
2. Add a new user using the add button.

User

Add/Edit User Details.

• Username - Specify the name the user will use to login to the system.
• First Name - The user's first name.
• Last Name - The user's last name.
• Failed Login Count - The number of times the user has attempted to login and failed in a row.
  • After XX attempts (where XX is defined in the application properties) the system will force a Captcha.
  • Resetting he count to 0 will disable the Captcha until the user hits the XX count again.
• Account Lockout Until (Conditional) - If the user has locked their account out due to too many failed login attempts, the system will lock the account for a duration defined in the Web eXchange Application Properties area.
  
  • As an admin, we can see this lockout, the time it will unlock, and an option to unlock it immediately with the Unlock button.
• Email - The user's email address.
  • The system will use this address for password resets and email notifications.
• Password - Set the user's password.
  • The password must meet the criteria validation as specified in the application properties.
  • The previous X passwords cannot be reused for the user.  Where X is defined in the Application Properties.  This will be set to 3 on initial release of v11.0.0.
• Time Zone - The user's time zone.
  • This will dictate the date/time display for the end user on screens that show transaction times.
• Tags (Optional) - The user area tag that is or can be applied to this user account.
  
  • As of the last update to this documentation, these tags are only used for Provider accounts to separate sign-up workflow for different business units.
  • Only tags for the appropriate Centers assigned to this user account will appear in the list.
    • Tags are maintained in the Admin\User Tags menu option.
• Status - Designate the status of the user in the system.
  
  • Active - Can access the system.
  • Inactive - The account has entered an in active status due to non-usage for XX days (where XX is defined in the application properties.).  The user can self-reactivate using the Forgot Password options on the login page.
    • This status can also be used to force a password reset for the user.
  • Disabled - The account cannot access the system.
• Email Notification - Designate if the user will receive system email notifications.
• Electronic EOB - Designate if the user should receive only electronic EOB notifications rather than a paper EOB.  Only applies to Member Center users.
• Hide Former Spouse - If the member has opted to hide a terminated former spouse from view in the Member Center, this option can/will be set to YES.  If the member has elected this option on their account screen, we will see the choice listed here.  If the member called to ask Web Support to update it for them, it can be set here for the account.
• Center Access - Designate what Centers this user has access to.  Once additional Centers are checked, additional tabs will be enabled at the top of the User Edit screen for additional options.
• Impersonate - Click this button to open a new window and session as that user.  You can only impersonate Member, Employer and Provider users, not TPA users.
  • When done with impersonation, click the red button at the top that says "Stop impersonating".  This will end your session and instruct you to close that new window.  You will now be back to your own account session.

Modules

• Add access to the appropriate security Modules as needed.  This is NOT required, as Modules are also assigned to the security GROUP which can be added to the user instead.  Add specific Module access here to give a single module permission over what the Group level may already be providing.
• Change the ACCESS column icon to GREEN (thumbs up) to grant access to that Module for this user. 
• Change the READ ONLY icon to GREEN (thumbs up) to deny WRITE access to that Module for this user.  A red icon in this column means they have full write access.
• Save any changes.

Groups

• Assign security Group access on this screen.  Security Groups are defined on the main Admin menu.
• Change the ACCESS column icon to GREEN (thumbs up) to grant access to that Group for this user.
• Save any changes.

Employer

New Employer Add (Above The Grid List)

• Allow access to the EMPLOYER CENTER to specific Employer groups for this user.  Multiple groups can be added one by one if this user is permitted to access them.  Brokers, Client Services TPA Users, etc. usually have access to multiple Employer groups.
• Use the EMPLOYER search box to lookup the employer group to add.  The group key is the group number from the adjudication system, or the client name is used here.  Select the matching Employer from the list that is returned.
  • Multiple Employers can be added at one time by selecting them in the Employer box.
  • To add a specific Role to each Employer selected, choose one from the Role drop down list
  • Click the ADD EMPLOYER BUTTON to add the Employer(s) to the list.
    • All Employers added will now be present in the grid list an can be edited for specific restrictions if needed.

Record Details (Records In The Grid List)

• Click a row to edit an existing record.
• Employer Roles -   This defines what type of access this user has to that Employer.  Employer Roles are defined on the main Admin menu.
  • Multiple roles can be added to provide appropriate access.
• Plans - Add a restriction by medical plan.  Separate plans by a RETURN between each as show in screen shot above.  The user will be limited to viewing only members that match the medical plans listed. If empty, all plans are allowed.
• Departments - Add a restriction by department.  Separate departments by a RETURN between each as show in screen shot above.  The user will be limited to viewing only members that match the departments listed. If empty, all departments are allowed.
• Use the Save button to save the changes to the record before closing the window.
• From the grid list - remove any employer record from the user by using the Delete button.

Member

• Allow access for this user to the MEMBER CENTER for specific Members.  Multiple members can be added if the user is permitted.  This is usually only modified for TPA user testing, or for Members that have moved Employer groups, and need to have an additional Member key added here manually. 

Provider

• Allow access for Provider Center Users.  Add by Tax ID or NPI.
• The Unique Key option can be used to limit the Provider user access to a specific record in the claim system's internal provider ID (only applicable for certain systems).
  
  

Add New ID

• Click the Add ID button to add a new ID to a provider record.
  • Once the ID has been added, click the Save Changes button to save the ID.  The window will remain open to add more IDs if needed.
  • Click the Close button to close the window.

Queues

• If the user account has TPA CENTER access, this tab will be enabled and can be used to view/edit the access to TPA Center work queues.
  
  • Access for each queue can also be set within the Queue admin.

PPO (Not currently in use).

• Allow access for PPO Center Users.  Add by PPO ID (not currently available due to lack of network ID in current claim systems).

TPA Groups

Access for specific Employer groups can be DENIED or ALLOWED using this screen when the user accesses the MEMBERS menu option in the TPA Center.

• Add Employer - Type in the group name or number to select from the list.  Once selected, click the Add button to complete the addition of the new client group.
• TPA Employer List Type - How is this list evaluated for the user (options below)?
  • Deny List - Any entries added in the list will be denied to the user
  • Allow List - Any entries added in the list will be allowed to the user

History

The History tab shows the User Admin a history of changes made to this user account.  Each user tab is represented in a different history report that can be selected using the selection list drop down menu above the grid list.  Select the report to view and the table will update with the historical information.  This includes a date and time stamp, what was changed, and the user that made the change.