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Emis Web RBAC for RA Managers
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Emis Web RBAC for RA Managers


This is the slide deck used in our online sessions

This is the slide deck used in our online sessions

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  • 1. EMIS WebRBAC for RA Managers
  • 2. Session Details How does RBAC relate to EMIS Web? What version of RBAC works best with EMIS Web? What is PBAC? Introducing the new training plan structure and the RBAC/PBAC timeline
  • 3. Session Details How to use EMIS RBAC resources Designing effective RBAC profiles Setting up prescribers Choose and Book codes Multiple Roles & Smartcard Synchronisation RA Advice for non-EMIS sites moving to EMIS Web
  • 4. How does RBAC relate to EMIS Web?
  • 5. What is EMIS Web RBAC? EMIS Web functionality is driven by Connecting for Health job roles (R codes) and activity codes (B codes) EMIS development team link features/functions to specific codes If a user has a B code as part of their profile they can perform the associated functions
  • 6. Why is Web RBAC driven? EMIS Web is a Connecting for Health accredited product Access to CfH accredited software should be controlled via a smartcard Users accessing EMIS Web without their smartcard should be limited to:  People using the EMIS Web Familiarisation Service  Users who do not have a smartcard
  • 7. What version of RBAC works best with EMIS Web?
  • 8. NHS Job Roles EMIS Web designed using NHS ‘rationalised’ job roles For example:  R8000 – Clinical Practitioner Access Role  R8001 – Nurse Access Role All rationalised job roles start at R8000
  • 9. National RBAC Database New systems are designed to function using the most up to date RBAC job roles and codes EMIS Web created using RBAC Database version 25.1 Newer RBAC database versions are backward compatible Can download latest version from CfH
  • 10. CfH RA Advice Migrating to new RBAC versions
  • 11. User Role Profiles EMIS Web is accessed using a User Role Profiles  Baseline role (R code)  Additional activity codes (B codes) Each baseline role has differing levels of RBAC activity automatically assigned
  • 12. National RBAC DatabaseJob Role Job Role Rationalisation D0006 D8002 Patient D8003 Patient D8004 D8005 D8006 T0850 T1580 Primary Code Status Information Records Administratio Tests/Investig Prescribing Management Imaging AoW Care AoW Governance n ations and PharmacyClinical Practitioner R8000 Rationalised (New) B0080 B0085 B0143 B0620 B0560 B8020 B0420 B0073 B0133 B0020 B0264Access Role B0168 B0825 B8028 B0830 B0862 B0994 B8016 B8017 B8024 B8029Nurse Access Role R8001 Rationalised (New) B0080 B0085 B0143 B0380 B8020 B0073 B0278 B0428 B0168 B0620 B0825Health Professional R8003 Rationalised (New) B0080 B0085 B0143 B0380 B0073 B0133 B8020Access Role B0168 B0620 B0825 B8028Clerical Access Role R8010 Rationalised (New) B0620 B0825 B0560 B8009  Job roles have activity codes ‘B codes’ assigned to their baseline  Additional activity codes will be required for EMIS Web
  • 13. What is PBAC?
  • 14. RBAC v/s PBAC RBAC = Role Based Access Control  Created in Spine User Directory  Assigned on individual user basis PBAC = Positional Based Access Control  Created in User Identity Manager  Bank of positions created  Assigned to users across many practices  Updates user profile on spine
  • 15. Positions Not all staff with same job title need the same permissions in EMIS Web  E.g. receptionist Positions can be graded with levels of permission (similar to security levels) Users can be moved to a position with more/less permissions
  • 16. Positions CfH recommend minimal number of positions Unique positions may be required if a user does not fit into any of your standard positions
  • 17. Introducing the New Training PlanStructure and RBAC/PBAC timeline EMIS to EMIS Upgrades
  • 18. Why are we changingthe way we deal with RBAC?
  • 19. Common RBAC issues RBAC profiles may not be configured with correct baseline roles Profiles do not always have enough activity codes added User may have multiple roles Card issues not picked up until go-live day Lack of clarity of RBAC processes
  • 20. New Training Plan Structure Day 1 – Planning Day Day 2 – Preparing for Upgrade Day Day 3 – Go-live Day Day 4 – Further Training Additional days may occur if site or PCT have purchased additional days
  • 21. Planning Day EMIS demonstrate RBAC/PBAC timeline and relevant supporting resources EMIS advise Practice Manager to contact RA team to discuss process EMIS demonstrate how to set up local job roles and assign to users (practices could create/import sample job roles)
  • 22. Planning Phase RA team update smartcards in readiness for Preparing for Upgrade day Practice carry out Smartcard/Reader checks RA team inform practice when smartcards are ready Practice re-synchronise smartcards with LV/PCS by removing smartcard links
  • 23. Preparing for Upgrade Day/Phase EMIS demonstrate Synchronising Smartcards Practice continue to synchronise smartcards for all relevant users Practice ensure all users know how to log on to EMIS Web using smartcard Practice users test smartcard functionality
  • 24. Go-Live Day All relevant users log on to EMIS Web using smartcard Users not using a smartcard provided with username/password  Username = mnemonics + site code  LV Password = LV password (UPPERCASE)  PCS Password = PCS password
  • 25. Post Go-Live Practice new member of staff process  Request smartcard  Assign local profile RA Team update card and inform practice Practice synchronise smartcard to user
  • 26. RBAC/PBAC Timeline Dedicated EMIS Web RBAC page with all supporting information on EMIS Common Room  Timeline, handouts, videos and FAQs  Sample job roles to download/import  Access to be provided for RA teams and practices
  • 27. EMIS Common Room Go to
  • 28. EMIS Common Room Click EMIS Web, RBAC/PBAC timeline preparationEMIS Common Room
  • 29. Common Room Access Where do I get my Common Room login from?  EMIS Customer Account Manager  PCT IT EMIS Web Project Lead  EMIS Marketing team
  • 30. How to use EMIS RBAC resources
  • 31. Information SheetsReference TitleIF2415 RBAC Preparation for EMIS Web UpgradeIF2413 EMIS Web Frequently Asked Questions
  • 32. Training Handouts Reference Title TH738 EMIS Web Users TH765 EMIS Web Creating and assigning local role profiles TH877 EMIS Web Synchronising a smartcard for EMIS Web TH943 LV Removing Smartcard Links TH944 PCS Removing Smartcard Links TH948 EMIS Web Configuring Nurse Prescribers TH950 EMIS Web Exporting and importing local role profiles
  • 33. Training Videos Reference Title EV012 RBAC Guide for practices part 1 EV013 RBAC Guide for practices part 2 EV014 RBAC guide for practices part 3 RBAC001 Overview for RA Teams RBAC002 Setting up smartcards RBAC003 Migrating to new RBAC versions RBAC004 Working with your upgrading practices RBAC005 Working with practices new to EMIS RBAC006 RBAC vs PBAC
  • 34. Other Files Reference Title QM760 EMIS Web RBAC activities staff checklist QM807 EMIS Web RBAC roles baseline additional EMIS Web Sample Local Roles
  • 35. Designing Effective RBAC profiles
  • 36. Code Hierarchy
  • 37. What do the codes do? RBAC Code Hierarchy Activity associated with codeB8029 Manage Detailed Health Records Open care records for patients who are inactive (deceased or have left). Archive and unarchive patients. This code has no additional functionality in EMIS Web at present to code B0380 B8028 Verify Health Records Perform Detailed Health Records. Add, edit and delete all data within a patients care record. Perform patient actions (exemption date, automatics, issue collected and script destination) in a patients medication module. B0380 Perform Detailed Health Perform Batch Add from appointment book sessions. Records Make a consultation confidential. Note: this code is required to be able to edit documents within a patients care record. Access the scanning and document module within EMIS Web System Tools. Scan documents (and save in patients Care Record) using the Scanning and Documents module within EMIS Web System Tools. Create document related workflow tasks (coding tasks and filing tasks). Create documents based on document templates and attach files to a patients B8011 Perform Clinical Documents care record. Note: Documents can only be edited if B0380 Perform Detailed Health Records (or a higher level care record code) is added. If the user needs to delete documents from a care record they will need to add B0815 Manage Clinical Documents.
  • 38. Baseline Profiles If you create a local role in EMIS Web using a particular baseline role and you use the same baseline role on a smartcard, they DO NOT have the same set of default B codes associated to them Practice Manager role does not exist on the spine so cannot be added to a card Some roles have now been retired or withdrawn
  • 39. QM760 & QM807For practices: QM760 EMIS Web RBACactivities staff checklistFor RA teams: QM807 EMIS Web RBACroles baseline additionalShow baseline activity, code definitionsand hierarchyContain sample job roles which have beentested and work well with EMIS Web
  • 40. Sample GP role (QM807) Smartcard Role: Higher Level GP GP who performs higher level EMIS Web functions (auditStaff Role trails/formularies/templates/configuration)Job Role Clinical Practitioner Access RoleJob Role Code R8000 Once the recommended codes (below) have been added to this job role the user will be able to open and edit a patients full care record (including those patient who are deceased or have left the practice), use the appointment book (including amending session times/holdersRole Description (with recommended already on the book), edit a patients data sharing preferences, use EMIS Web Tasks, createcodes added) and run searches, refer patients using integrated Choose and Book and override embargoed appointments. This user will also be able to run audit trails, create and edit clinical templates & formularies, amend organisation & workflow configuration).This role has automatically assigned baseline activities which can be viewed on the RBAC Definitions and Hierarchy sheet.The table below show EMIS recommended codes to be added to this job role. Practices may request further codes depending onthe tasks a user performs at the practice.RBAC Codes which EMIS recommend adding to this job role Access the Audit Trails module in EMIS Web System Tools. Create Audit Trails (patient & system).B0011 Analyse Audit Trails Print Audit Trail results. Export Audit Trail results (CSV). Access to edit a patients data sharing preferences in relation to their summary care recordB0020 Control Consent Status and their detailed care record.B0056 Complete Work Item Complete a task.Continued…
  • 41. Sample GP role (QM760) Job Title: GP (Higher Level Profile) Baseline NHS RBAC Role: Clinical Practitioner Access Role Role Description: Once the codes (below) have been added to this job role the user will be able to open and edit a patients full care record (including those patient who are deceased or have left the practice), use the appointment book (including amending session times/holders already on the book), edit a patients data sharing preferences, use EMIS Web Tasks, create and run searches, refer patients using integrated Choose and Book and override embargoed appointments. This user will also be able to run audit trails, create and edit clinical templates & formularies, amend organisation & workflow configuration). B0011 Analyse Audit Trails B1101 Manage Outbound Referrals B0062 Local System Administration B1611 Access Sensitive Records B0278 Perform Prescription Preparation B1700 Local System Configuration B0428 Personal Medication Administration B8015 Perform Clinically Restricted Administration B0572 Manage Pharmacy Activities (ONLY add for dispensing practices) B0815 Manage Clinical DocumentsNote: To create the same level of permission on a smartcard an RA Manager would also need to add the following RBAC codes to the card. These codes do not needadding to a local role profile. B0020 Control Consent Status B0862 Manage Staff Diary/Rotas B0056 Complete Work Item B0994 Manage Ad Hoc Reports (Local) Continued…
  • 42. Designing a Profile Refer to QM807 as starting point Lets find it on the RBAC/PBAC timeline… EMIS Common Room
  • 43. Setting up Prescribers
  • 44. Prescribers Prescribing types  B0420 Independent  B0440 Supplementary  B0058 Nurse Prescribers Formulary Ensure code on role profile matches the prescribing type set in users EMIS Web Role settings.
  • 45. Choose and Book codes Clinical staff who refer in own name: B1101Manage Outbound Referrals Staff referring on behalf of a clinician: B1102 Proxy Manage Outbound Referrals Staff who book appointments but do not refer on behalf of a clinician: B1103 Manage Outbound Appointments
  • 46. Choose and Book codes Only 1 Choose and Book code should be added to a users profile/position The booking of appointments (activity B1103) is included in both B1101 and B1102 and should not be added. Most users will have either B1101 (clinician) or B1102 (admin) only
  • 47. Multiple Roles &Smartcard Synchronisation
  • 48. Multiple Roles User only needs 1 RBAC profile  Local profile to use until smartcards ready  Local profile for staff not using a smartcard  Smartcard profile once smartcard has been set up and synchronised with EMIS Web
  • 49. Smartcard Synchronisation Smartcard is configured for EMIS Web EMIS to EMIS sites can synchronise smartcards prior to go-live day  Allows cards to be tested  Prevents issues on go-live day
  • 50. Smartcard Synchronisation Card permissions are copied to background of system  Local profile is then not required If a user with smartcard profile only logs in without their card  Get same permissions as on card but no spine functionality (CAB, EPS etc)
  • 51. User Role ProfilesDocument reference: TH877 Synchronising a smartcard for EMIS Web
  • 52. Synchronisation Icon A synchronisation icon will be shown next to a users name when their card has been synchronised
  • 53. Current Issues If user has same baseline for their local role as on their smartcard, when system overwrites local role, the local profile name remains and is shown greyed out, even though it has been overwritten
  • 54. Current Issues Remove option currently not appearing when trying to remove additional profiles  Synchronise card, set smartcard role as the Default role  Disassociate card  Resynchronise and remove option is then available
  • 55. Current Issues
  • 56. Current Issues Smartcard roles not always overwriting local profile even if baseline roles same  Can remove any additional roles that have remained Shared staff cannot login to more than 1 database at the same time using their smartcard  Login manually to Practice A  Use card to login to Practice B
  • 57. RA Advice for non-EMIS sites moving to EMIS Web
  • 58. New Installs Main processes similar- except cards can only be synchronised on go-live day at the moment Can set up new roles and expire old roles after go-live day Important to close old roles so that they do not try and synchronise to the software
  • 59. EMIS Web RA Support
  • 60. Help & Support Issue on site  Contact EMIS Web Support  0845 123 2289  Log ECR General help and advice  Regional RBAC mentor  Access via EMIS Customer Account Manager  Customer Fulfilment Department
  • 61. Question & Answer Session