User Management

User Management permissions must be enabled for system users to operate in the User Management feature. To enable permissions for the User Management feature:

1. Go to Admin > User Management > Edit Roles.

2. Select Admin from the Section field dropdown (required) and the applicable role(s) from the Roles field dropdown.

3. Verify that the following permissions are selected for the role. Select or deselect as needed.

   • Change User Password: Allows role to change a user's password.

   • Add Office User Info: Allows role to add office information to user account.

   • Edit Office User Info: Allows role to edit office information for a user account.

   • Inactivate User: Allows role to deactivate a user account.

   • New User: Allows role to create a new user in the system.

   • User Search: Allows role to search for a system user.

   • Edit Roles: Allows role to assign role-based permissions in the system.

   

4. Click Save to apply the changes.

For more details on roles, refer to the Edit Roles section.

1. Go to Admin > User Management > New User to access the Add New User page.

2. The Add New User page opens. Complete the required fields.

   

   Field	Description
   *First Name	(Required) Enter the user's first name.
   *Last Name	(Required) Enter the user's last name.
   *Login Name	(Required) Enter the login name for the user to enter the system. Login name must be unique within an Agency AND across the HHAeXchange platform. Username can include letters, numbers, underscores, dashes, @ sign, or dots. Note that there is a 50-character limit to any login name. Email address can be used.
   *Email	(Required) Enter the user’s unique email address. This email is used for any assigned system notifications to include the initial email with temporary password to log in to the system.
   *Role	(Required) Select the Role(s) for the user. There are three roles: Admin, Coordinator, and Billing.

3. Access can be restricted by IP Address and/or Hourly Restricted (on a schedule of days and time ranges). Select one or both options as illustrated in the image below and described in the table below.

   These restrictions are optional.

   

   Select	To...
   IP Restricted	open the IP Address fields to restrict access using an IP address. Up to three IP addresses can be entered for a user.
   Hourly Restricted	open the schedule fields. Specify the time ranges on the days (Monday to Sunday) for a user to access the system. A valid IP address for each day of the week can also be added.

4. Select other permissions specific to the user such as Pending Placement Notifications, Reporting Tool access, and Accept Unspecified Office Placements.

5. The Office Setup section is used to assign offices to the user. Click Add to assign the Primary office and specify functionality such as Coordinator, View Open Cases for, and Can Override OT Limit for the office. For example, the image below illustrates that this user is the Coordinator in the Hope & Care Providers Office, able to view all Open Cases for the selected Coordinator. This user can also Override OT Limits for that Office.

   Additional offices can be added with assigned functions. Note that only one Office can be the designated Primary at a time. Once a Primary office is selected, functionality in other offices is limited.

   

6. The Operations Worklist Setup section is used to assign worklists to the user and allow the user to assign tasks and/or manually close tasks for selected worklists.

7. Click the Save to create the new user account. User’s profile. Thereafter, the user receives an email with a temporary password to log in to the system.

8. The system generates an email sent to the user with instructions and a temporary password to log in to the system. Provide the user with their username (login) name. For security purposes, the email does not include this information.

1. Go to Admin > User Management > User Search.

2. Use the search filter fields and click Search.

3. Locate the user from the search results. Click the edit link at the far-right of the row.

4. The Update User Account page opens to make the needed updates. This page contains the user’s information as entered when the profile was created. From here, make the necessary edits, to include changing the Status, resetting the Password, applying Restrictions, or editing Office Setup.

   

5. Click Save once complete.

When an Agency Admin creates a New User Account, a Create Password process is generated by the system once the new profile is saved. The following examples demonstrate the steps for users to Create a Password. The User receives the Create Password email with link and instructions. Upon clicking on the Create Password link, the user is routed to the Login screen.

The image on top illustrates a standard Create Password Login page. The image following that illustrates the Login page for Agencies configured to require Terms and Conditions.

On this screen, the user:

1. Enter a Password;

2. Re-enter the password in the Confirm Password field; and

3. Click Save Password to continue.

   

On this screen, the user:

1. Enter a Password;

2. Re-enter the password in the Confirm Password field;

3. Select the required Accept Terms and Conditions checkbox; and

4. Click Save Password to continue.

   

The system guides the user with instructions and password requirements.

Agency Admins can initiate a Password Reset for any Agency user for various purposes, typically for security measures (for example, if credentials are compromised). Instead of providing a password for the user, the process is automated prompting the user to reset the password after the initiation from the Agency Admin.

A Password Reset can be initiated via the User Account page under Admin > User Management > User Search. On the Update User Account page, click the Reset Password link.

The system alerts the Agency Admin that an email has been sent to the user with a Reset Password link, effective for the next 12 hours.

Click out of the alert to close the window and return to the User Account page. No further action required from the Agency Admin.

The Agency user receives an email with the link and instructions to reset their password. The User follows the prompts to reset their password accordingly.

Only roles with the Inactivate Users permission can deactivate a user; otherwise the Status field is unavailable to edit.

1. Go to Admin > User Management > Search User.

2. Click the Edit link to access the Update User Account page.

3. From the Status field select Inactive.

   

4. Click Save. Once saved, the user cannot access the system with given credentials.

To search for a user in the system, either enter the User’s First Name, Last Name, Login Name, Email address, Role, or Status to narrow a search or simply click the Search button to view all Users.

The Search Results include the following information per line item:

Permissions in the system are role-based; therefore, permissions are enabled for a role (rather than for an individual system user). Functions, features, and modules are dictated by system permissions to include functionality within the Admin tab.

Available roles include Admin, Coordinator, and Collections Representative.

Permissions are granted and modified via the Edit Roles feature in the User Management function under the Admin tab.

To assign or edit permissions for a role:

1. Go to Admin > User Management > Edit Roles.

2. Select the applicable and required Office and Section fields. The Role(s) field is optional. If a specific Role is not selected, then the system displays all Roles for the Agency (to compare permissions).

   

3. Select or deselect permissions according to role.

4. Click Save.

In the User Account page under User Management > New User or > Update User Account Agencies can use the SSN field to capture a system user’s Social Security Number (SSN), as seen in the image below. This feature is used to track and validate a system user’s SSN ensuring that duplication is detected across the platform for Active and Inactive users. This functionality works similar to how a Caregiver SSN is tracked and validated in the system.

While not a requirement for most agencies, some markets are required to capture and track a system user’s SSN to detect duplication and fraud. If requirement is enabled, then the SSN# field appears with a red asterisk; otherwise the field appears as optional. To view the history of the SSN for the user, click the H link to the right of the SSN# field. The history is only applicable if the SSN# field is required.

If a duplicate SSN is entered in the system, then the system issues a validation message not allowing the profile to be saved.

Providers can prevent duplication of email addresses in the system. Once enabled, the system validates for user email addresses to be unique across the entire platform when creating or editing a User Account under Admin > User Management > Update User Account. This applies to both Active and Inactive email addresses.

When a User attempts to create or edit a User Account using a current or former email address (Active or Inactive), the system issues a validation not allowing the duplicate email address to be saved.