User Information

You can control the access for each user and specify certain defaults.

Access is controlled by the clinic: every SYSTOC or iSYSTOC user must have a valid User ID. SYSTOC security is only one part of overall computer security for the clinic. The network and database security are just as important as SYSTOC security. The report SYSTOC Security and Permissions is a useful tool for reviewing user access settings. When running the report for this purpose, select the Data Type of USER INFORMATION.

Note: System users should never share their passwords or enter data under someone else’s user name and password.

Administrators:

  • If you need to log in as a specific user and don’t know the user’s password, simply change the password and log on with the new password.
  • When a SYSTOC user leaves clinic employment, be certain to reduce his/her rights to the NORIGHTS level. This will keep that person’s name from appearing in user selection lists.
  • You can force any user to alter their password by changing the Password Expiration Date to yesterday.
Note: Never grant remote access to customers without setting the appropriate Filter Type and ID. These two fields at the bottom of the screen limit access to data viewed remotely. It is extremely important to set these filters correctly so that clients cannot see any data but their own. These fields can also be used to grant Emergency Department personnel the right to view company-specific procedures in order to provide appropriate after-hours care.

Each user’s activity logging on and off SYSTOC can be recorded, as well as any failure to log on due to password problems. See Security Validation for information on setting the amount of activity to include in the log.

Utility > Security > User Information


Label Description

User ID

The "name" that identifies each person who logs on to SYSTOC. If the person is also part of the Medical Staff, the ID must match the Staff ID, see Medical Staff.

Password

Unique, secret code for logging onto SYSTOC. Passwords are case sensitive and must conform to the security validation rules created by your SYSTOC administrator.

Location ID

Leave blank unless you have a multi-site clinic. Otherwise, enter the Location ID for this user's normal location.

Active User

Indicates the status of the user.

  • When the box is checked, the status is Active. On an add record, the status is checked by default.
  • When the box is unchecked, the status changes to Inactive and
    • Permission Group changes to No Rights
    • Tap2Chart Web Access changes to NONE
    • Account Locked becomes checked

This field is especially useful when excluding inactive records in search lists and reports.

User Name

Actual name of the person or company associated with the logon ID.

Password Expiration Date

The date the current password will expire. Force the user to change the password by setting this date to yesterday. A Password Expiration Date must be entered for all iSYSTOC (not iSYSTOC E.R.) users. Starting 30 days prior to that date, those users will start seeing a message on the iSYSTOC welcome screen counting down the number of days until expiration and advising them to contact the clinic.

Password Last Changed

Information-only display of the last time this user changed his or her password.

Account Locked

SYSTOC locks a user's account after five unsuccessful login attempts. Uncheck to unlock the account, or check to deny access.

Permission Group

Access rights for this user, see Permission Groups. The standard choices are:

  • ADMIN - Access, Add, Modify, Delete rights to all sections of SYSTOC
  • LEVEL1 - Access, Add, Modify predefined SYSTOC components
  • iSYSTOC - Access to view data in iSYSTOC as defined in iSYSTOC permission components
  • NORIGHTS - No access to any SYSTOC or iSYSTOC components

You can create your own permission groups by copying any standard group and modifying the components.

Form Access

Controls what, if any, changes can be made to most PDF forms by this user. The choices are:

  • A - administrator of forms (view, edit, save, flatten, and sign forms)
  • C - can alter forms (view, edit, and save forms)
  • O - open for review (view, but not save forms)
  • N - no access to forms (cannot open forms)

Tap2Chart Web Access

Controls what, if any, changes can be made to the Tap2Chart form by this user. The choices are:

  • ADMIN - Can use Tap2Chart forms (add, modify, save). Also provides full permissions over the Tap2Chart Library, Settings, and Audit rules.
  • USER - Can use Tap2Chart forms (add, modify, save)
  • NONE - No access, cannot open Tap2Chart form.
Scheduling Defaults

Scheduling User ID

Enter the Staff ID for the person whose schedule this user normally wants to view when s/he chooses Appointments from the Outline menu. If the person may want various schedules, enter the Staff ID for the most frequently used schedule or leave blank.

Group ID

A default ID for the group whose schedule this user accesses most frequently.

Daily/Weekly/Group View

Choose one of the three schedule views as the default setting for this user.

Filter Type

Select a Filter Type for remote users of iSYSTOC.
  • Company: CO
  • Attorney: AT
  • Medical staff: MD
  • Insurance: IN

Filter ID

Select a Filter ID to restrict access to data being viewed remotely. The list of options varies depending on the Filter Type selected. By entering an ID in the user's Filter ID field, you are placing controls on the data available to the user. For example, entering an ID of a particular company restricts the user's view to portions of your system's data that apply to that particular company.