Create a User

Let's review how to create a new EMR user.

Create a New User

Super Admins and users with the Manage Users feature can complete the following steps: 

1. Click on your initials and select Manage Users.
   
    
2. From the Active Users tab, click New User.
3. Enter the user’s information.
   • First Name, Middle Name, Last Name: The user's first and last name are required, middle is optional.
   • Alias: If the user has an alternate name they would prefer to use, enter it here.
   • Title: Enter the user's title (this field is required if the user will be set up as a DrFirst provider).
   • Mobile: This number is helpful for two-factor authentication (if enabled).
   • NPI Number: Required for rendering providers when integrated with a billing system (this field is also required if the user will be set up as a DrFirst provider).
   • For Physicians: DEA Number: If the user is a physician, enter their DEA number (this field is required if the user will be set up as a DrFirst provider).
   • For Physicians: NADEAN Number: Enter the user's NADEAN Number. This field is not required, but filling it out will provide a more seamless experience.
   • State License: Use the drop-down list to select the state from which the user holds their license (this field is required if the user will be set up as a DrFirst provider).
   • Primary License Number: Enter the user's primary license number. This field is not required, unless the user is going to be set up as a DrFirst provider, but filling it out will provide a more seamless experience. 
   • Secondary License Number: Enter the user's second license number, if required in your state (this field is required if the user will be set up as a DrFirst provider).
4. Add the user’s Email. It is extremely important that the email you enter is valid and active.
5. Set a Notification preference. If Text is chosen, ensure a valid mobile phone is added.
6. Use the checkboxes to indicate the locations the user should have access to. 
   • Use the Default Location drop-down to identify which location the user should be logged into when they first sign in (optional).
7. Use the Function drop-down to set form and flag access.
   • If you have set up Function Default templates, you can click Apply Function Default Roles and the roles and features added to the function template will be automatically applied. If you use this ability, skip step 8. If this button is grayed out, then there is no existing template for that function.
   • If external roles were included in the function template, make sure you choose the correct drop-down options in the external roles section.
   • The same is true if Lab Liaison was chosen in the template.
   • Note: Assigning function default roles will overwrite any existing selections on that user.
8. If you have not used the Apply Function Default Roles feature, set the roles and features for the user manually. These choices determine what the user can access. Please review the linked articles for more information.
9. Restrict access to certain patients, if needed. Simply type in the patient’s name. You can also restrict this user’s access to only patients in their caseload using the checkbox.
10. Click Register and Invite. This automatically sends an invite email to the user to create a password and log into the Kipu EMR. Note: Invitations expire after 48 hours.

Monitor Verification Status

The Active Users tab contains a Status column. Each user will have one of the following statuses. 

• Active: The user has successfully verified their account and no further action is needed.
• Needs Verification: The verification email has expired. Click the Invite button to resend.
• Pending: The user has an active email invitation waiting in their inbox. 

Invitation Email Expiration: Password Reset Self-Service

Because email invitations expire after 48 hours, users may receive an Invalid Token error when attempting to complete their account registration. To ensure users can access the system without needing to contact a Super Admin, please provide the following information to the user. 

1. Send the following information to the new user in your preferred method:
   • Your Instance URL link
   • The Email address tied to the users EMR account
2. Instruct the user to open the Instance URL link and click the Forgot password? link on the login screen.
3. They will follow the prompts to reset the password.
4. The user can then log into the EMR with their email address and new password and follow the account verification steps. 

Edit Users

You can edit a user’s profile by clicking Edit. You can also disable active users and enable disabled ones. Once you have made any changes, click Update to save.

Locate Existing Users

There are three ways you can search for users.

1. You can search for individual users by name, phone number, and email.
2. You can click on the Select status field and choose Needs Verification, Pending, and Active from the drop-down.
3. You can find users alphabetically by last name. To see all users, click All. To see users listed by name, click the first letter of their last name.

Exporting User Lists

You can export a CSV file of your active users, including their names, titles, contact information, roles, functions, locations, and their date of last sign-in. You can also export your disabled users.