Appendix E: Access Levels

Access levels and permissions are used within the registry applications to access different functions, such as approving orders or configuring application settings.

Permissions

Child Care User⁶

Child Care District Coordinator⁷

Child Care State Coordinator⁸

County View*

Facility Client⁹⁺

Facility View⁺

Health Promotions Client

IRMS Client^9!

IRMS View^!

No Login¹⁰

Paper Data Entry

Provider Recruiter

Registry Client¹

Registry View

School District Client^2#

School Nurse^{3^}

School Nurse Coordinator^4!

School Nurse-Facility Nurse^5@

Vendor View^!

Comments

IWeb Core

See IWeb Core Access Permissions.

Aggregate Vaccine Counts

Enables the Aggregate Vaccine Counts link in the Lot Numbers section of the menu. This link allows users to enter new lots in table format. The primary purpose of this page is to allow fast data entry when a new provider is entering multiple lots.

Allow Provider Manual Deduplication

Along with the Allow Provider Manual Deduplication property, allows users to view the manual deduplication queue.

Allow Public Lot Addition

When this permission is given, the Funding Source PUB/PRVT options display on the Lot Number Maintenance [Add] page. If this option is not enabled (deselected), the Funding Source field contains PUB.

NOTE: This field can work with the property Enable Restriction to Public Lots as follows:

If a Registry Client without this permission logs in and selects a depot IRMS, then creates a new lot, both PUB and PRVT are available for Funding Source regardless of whether the Allow Public Lot Addition permission was granted. The user can create Public or Private lots.
If a provider lots in (non-Depot) with this permission, he or she can select either PUB or PRVT.
If a provider logs in (non-Depot) without this permission, PUB is the only available Funding Source. The lot is saved in the database as a Public lot.

Allow View User to Edit Patients

This option allows Facility View and IRMS View users to edit patient demographics. It only allows the editing of patients. Users with these access levels and this permission cannot add patients or vaccinations.

Block Adverse Reaction

This permission prevents the Adverse Reaction field from displaying.

Block Contraindication

This permission prevents the Contraindications button from displaying on the Vaccination View/Add pages.

Block IWeb Core Access

Excluding Registry Client users, this permission prevents access to the IWeb Core application specifically for First Responder and Mass Immunization users.

NOTE: If Block IWeb Core Access permission is set for a County View user, the Settings menu option is removed from the menu. However, if Block IWeb Core Access permission is NOT set for a County View user, only Forecast (enabled) displays.

Block Patient Data Access

This permission displays these menus for Registry Client users:

Main
IRMS
Facilities
Lot Numbers
Orders/Transfers
Reports
Administration
Help

IC and FC users can only see the above menus and that which is available to them.

This permission enables these reports:

Reports > Reports Module:

Vaccinations Reports
Vaccine Management Reports
Site Information Reports
Vaccines for Children

Reports > State Reports:

All state reports

The Administration menu is enabled only for Registry Client users and offers these sections:

Vacman Vaccine Settings
Define Order Set
Archive Orders

NOTE: First Responder, Mass Imms, and Executive Dashboard are not displayed if the user has Block Patient Data Access. State reports for patient-specific reports are also not available.

CASA Export

This permission enables users to access the CASA Export menu.

CDC Communication Access

This permission enables the PVS Export link to appear in the First Responder application.

Child Care Administrator

This option enables the Child Care Administrator (District or State) to edit Child Care Name, Health District, Inactive Status, Child Care Type, Licensure, ICCP, Food Program (CACFP), and Date of Last Health Inspection fields on the Edit Child Care, Child Care Maintenance, and Define Child Care Facilities screens, but only when the Child Care module is enabled.

CRA Administration

This permission enables the Countermeasure and Response Administration for Mass Immunization Campaigns/Tiers and displays Agg Reporting in the Exports menu.

Custom Reports Access

This permission enables the Define Custom and custom options to display in the Reports sidebar, which provides a consolidated, real-time query and reporting of mass dispensing activities by the Emergency Operations Center (EOC)/Preparedness Program.

DTT Export Source Option

This permission enables the DTT Export link to display in the Exports menu. The export source determines whether the original record (reserve) or the current record (master) is exported.

DTT Import Access

This permission enables the DTT/HL7 Import link to display in the Imports menu.

DTT Profile Creator

This permission enables the Create DTT Profile button to display on the DTT Import and DTT Export pages.

Default Vaccine Management

This permission allows one user from the IRMS/Facility to select a set of default lots for everyone in the IRMS/Facility. It allows the Default Lot Numbers link to appear in the Lot Numbers menu and the Facility link to appear in the Settings menu.

NOTE: A user can override this setting by enabling (selecting) the Override Facility Settings option on their Personal Settings.

Delete Administered & Historical Vaccine

This permission enables a Registry Client user to edit/delete administered and historical vaccines in the database, regardless of IRMS ownership and status. It allows state administrators to delete vaccines from inactivated IRMSes without having to reactivate the IRMS. This also makes data manipulation requests easier since the administrator does not have to toggle between IRMSes.

Delete Patient Access

This option enables the Patient Record Deletion option to display on the Administration Main Menu (in the Patient Management section). The System Administration permission is required, however.

Document Center Access

This permission enables the Document Center link to appear under the Main menu. It provides a method for users to download files that were uploaded by administrators.

Executive Dashboard Access

This permission enables the Executive Dashboard menu and options (Default View and Setup Views) to display.

Facility Administration

This permission enables the Facilities menu to appear.

First Responder Access

This permission allows users to access the First Responder application.

HEDIS Assessment

This permission enables the HEDIS (Health Plan Employer Data and Information Set) menu to display for IRMS Client and Registry Client access.

Health Promotions Administrator

This permission enables the Health Promotions menu to appear (with the Data Quality and Mailing Export links) and displays a Health Promotions Info button on the Patient Demographics page. This is only applicable when the Health Promotions module is enabled.

Lead Management Access

This permission enables the Lead menu (with the Letters, Reports, and Maps links) to display. This is only applicable when the Lead module is enabled.

Lead View Access

This permission enables the Lead menu (with the Screening History link) to display. This is only applicable when the Lead module is enabled.

Lot Number Manager Access

This permission enables the Lot Numbers menu to display.

Lot Number Manager Edit

This permission can only be given if the user has the Lot Number Manager Access permission.
This permission (Edit) allows the Lot Number and Manufacturer fields to be modified on the Lot Number Maintenance Update page even if the lot has already been used.
All reports and pages that display Lot Number when the lot number has been updated display the new value. These include:

Vaccination Detail
Vaccination Edit
Lot Recall Report
Lot Number Summary
Inventory Transaction Report
Patient Detail Report
Vaccine Lots to Expire Report
Cost Report by Lot Number Report
Vaccine Dispensed Report

The Private/Public Lot Numbers on the Vaccinations View/Add - Select Lot Number page are grayed out.

Manage Reminder Recall

This permission enables a user to access all options for Reminder Recall: Reminder Recall, Run Templates, Create Templates, and Manage Cohort.

NOTE: If the Enable Global Search option has been enabled, Facility Client and IRMS Client Users are able to use the Registry Client user's saved searches under the Run Templates option if the IRMS and Facility match. For example, an IRMS Client can use global, IRMS, and Facility Client users' templates. A Facility Client user can use global and Facility templates. This includes all of the options that are available with Run Reminder/Recall.

Management Reports

This permission enables the Management Reports link under the Reports menu.

NOTE: County View users have limited access to these reports: Pocket of Need, Patients Vaccinated, Doses Administered by Antigen and Age, and Coverage by Vaccine. When County View users are given this permission, the UFM/Scheduling permission is also required. If this permission is not included, these users cannot generate the reports.

Map Designer Access

This permission enables the Map Designer link to appear under the Reports menu.

Mass Immunizations/Dispensing

This permission enables the Mass Immunizations application to appear in the Select Application drop-down list.

Master Patient Data Access

This permission allows public health users to view private fields for other IRMSes. This permission can be assigned to Facility Client/View, IRMS Client/View, or Registry Client/View users. This permission:

Switches Patient Demographic Detail/Edit to Master View
Displays View Address History on the Patient Demographic Detail page
Displays Patient Changes Report and Patient Queries Report
Displays Manual Deduplication (both Bath and User Report) only for IRMS Client and Registry Client users (not Facility Client or View users). The IRMS drop-down lists are restricted to the user's IRMS or the IRMSes belong to the user's IRMS Group.
Displays Separate Bad Merges

If this permission is granted, all fields on the Patient Demographics page display the fields from the master record. Also:

If multiple addresses and/or multiple guardians are enabled, the addresses/guardians that display are the current owner's data.
Displays the Patient Demographic Master View (instead of Patient Demographics)
Patient address history displays at the bottom of the screen with the Street, City, State, and Zip Code compressed into one field: Full Address. The Phone number field also displays.
If the user views the master record and edits it, the edits save into the Reserve record for the user's IRMS and the IRMS takes ownership if ownership is allowed.

Message of the Day Edit Access

For administrative users, a new link on the Administration page displays for editing the Message of the Day.

PHC-Hub Access

Allows users to access the PHC-Hub interface. PHC-Hub access is controlled by a role-based permissions scheme driven by the permissions and user-access levels defined in IWeb. This permission is a prerequisite to the roles. Roles include:

Administrator - Can see menu items for and change app settings, create/edit import and export profiles including code mapping and registry data flow valve control, and run any report across any IRMSes.
Projects - Can see menu items for and create/edit/work with the interface status manager, contacts, and actions.
Import - Can see menu items for and have use of selecting an import profile and uploading files (available import profiles are restricted if user is an IRMS Client user).
Test - Has access to Test menu including Message Constructor/Deconstructor (quick view) and transaction handler, and code value definitions. (No system changes are made on these pages.)
Review - Can run reports specific to their IRMS/Facility, and review errors and imported messages for profiles in their IRMS.

PHC-Hub Run Web Service Export

Allows the user to determine validity of PHC-Hub credentials supplied by a remote system through the web service. For example, a SOAP web service was created for PHC-Hub that the MultiView Master Client Index (MCI) can call to get updates that were made in the registry application.

If the web service receives a connection with account credentials that are valid, an affirmative response is returned.
If the web service receives a connection with account credentials that are invalid or incomplete, a negative response is returned.

The MCI sends a web service request to PHC-Hub, containing login credentials for the user created above. PHC-Hub responds with demographic information for any patients that received an update since the last request. PHC-Hub stores the timestamp for this request, so that the next request contains only updates from this point forward.

Physician Administration

This option enables the Physicians/Vaccinators menu to appear.

Project Tracker Access

Allows the user to access the PHC-Hub application via the Select Application drop-down list. This requires that the PHC-Hub URL be defined.

Provider Ordering

This option displays the Orders/Transfers menu offering Alerts, Current List, and Search History options. Before creating a County View user ID, however, the County View user's IRMS must have the Local Approver option enabled first.

Provider Recruitment Administrator

This option displays the Provider Recruitment menus (Activities, Vendors, Trainings, Help Desk and Contacts). Additionally, when editing an IRMS, the Recruitment fields and links appear on the IRMS Maintenance page. This is only applicable when the Provider Recruitment module is enabled.

Query HL7 Access Only

This permission allows School Nurse users to be given the HL7 Upload permission to send HL7 queries, but not HL7 updates, to the immunization registry.

Registry Settings

This option displays the Settings and Define Values sections (includes Define Email Subject) to appear on the Registry Client's Administration Main Menu page. The links that Registry Settings enables are:

Registry Vaccine Family Settings
Properties
Additional Registry Settings
Confidentiality Agreement
Password Rules
Define Email Subject
Patient Demographics Display Settings
Required Fields
Config Vaccines
IRMS/Facility Merges
Define Health Plans
Define High Risk Categories
Define Programs
Define Associations
Limit Manufacturer by Vaccine
District/Region to County/Parish Relationships
Define Lookups
Reminder Recall Exclusions
Forecast Preferences

Requires System Administrator permission.

Remote Clinic Export

This option displays the Remote Clinic link in the Exports menu.

Risk Assessment Access

This option displays the BT Risk Assessment menu.

Run Reminder Recall

Displays the Reminder Recall menu with the Reminder/Recall option. The Save Cohort link does not display on the Output Select page. If the Enable Global Search option is enabled, Facility Client and IRMS Client users can use the Registry Client user's saved searches under Run Templates if the IRMS and Facility match. The Manage Reminder Recall permission enables a user to access all options of Reminder/Recall: Reminder/Recall, Run Templates, Create Templates, and Manage Cohort.

School Nurse Admin Reports Only

Only available for Washington. Allows a School Nurse user to ONLY run Administrative Reports. No other menus are available except Main, Reports (School), Change Password, and Help. The following reports are available:

School Immunization Report, First Time Enterer
Action Report Notice/Letter Message
Facilities Not Reporting
Summary of Student Immunization Data
School Submission Report
Absentee Report
School Immunization Report

This permission can only be provided to a School Nurse or School Nurse District user and these users cannot be given any other permissions. Users must be assigned to a specific school or district.

School Nurse Annual Report Only

Only available for Washington. Allows a School Nurse user to ONLY run the Annual Report. No other menus are available except for Main and Reports (School). This permission can only be provided to a School Nurse or School Nurse District user. Users with this permission cannot be given any other permissions. Users must be assigned to a specific school or district.

School Nurse Vaccine Administrator

This option only appears when the Enable Vaccine Administration Permission property in the School Nurse Settings is enabled. When enabled, users with the School Nurse Vaccine Administrator permission can administer vaccines and record historical vaccinations from their School Nurse login. They have full edit/delete permissions on vaccines entered by their IRMS. Vaccinations administered by School Nurse users with this permission do not show as Unverified. Only applicable when the School Nurse module is enabled.

SNM Export Patient Data

Displays the Export menu in the School Nurse module with the Export Patient Data option. School Nurse and School Nurse Facility users can only export patient data based on their assigned school. School Nurse District users can pull information for a specific school in their assigned district, or for the entire district. School Nurse Coordinator users can pull information for any school or school district. Only applicable when the School Nurse module is enabled.

Security Access

This option allows specific Administrative reports to appear under Reports > Reports Module. The reports that this enables are:

Patient Queries
Patient Changes
Usage Tracking
Bad Logins

This is only applicable when the Security module is enabled.

Serology Management Access

This option displays the Config Serology link on the Administration Main Menu page when the Enable Serology property is enabled. This option was created for providers and public health clinics that were already using the registry for immunizations, but wanted to be able to record serologies for their employees. It is simply a recording tool and does not factor into the forecast.

Serology View Access

This option allows recording of serology/titer values, separate from immunization records. The Enable Serology property must be enabled. Registry Settings permission is required to configure Serology Defaults.

State/Local Order Approver

This option enables the user to approve orders that have been sent by providers.

Suppress Demographic Address Check

This option allows a patient to be added or updated without providing address information. The purpose of this option is to allow administrators to edit fields such as Inactive status even if they do not know the patient's current address.

System Administration

This option displays the Search/Add link on the Administration Main Menu page. The following options are enabled on the Administration Main Menu page when System Administration is enabled:

IRMS VIS Date Defaults
Doses Administered Report Configuration
Search/Add User
Users Logged In
User Reports
Define Schools
Define School District
Restore Archived Patient
Clear DQA Data
Manual Deduplication
Separate Bad Merges
Ambiguous ID
Run Deduplication
Master Deduplication by External Source
Schedule Recurring Deduplication
Merge History Report
Stop Scheduled Deduplication
Define Deduplication Reasons
Annual School and Grade Updates
Define Report Series
SN Forecast Settings
School Requirements
Manage Grade Levels

Only Registry Client users with the IWeb System Administration permission can access the PHC-Hub App Settings page.

Terminate Session

This option displays the End Session link on the Administration Main Menu. It also enables the User Logged In and User Activity Tracking links.

Third Party Billing Access

This option allows a user access to Third Party Billing. The Enable Third Party Billing setting must be enabled in order for the Insurance Information and Patient Encounter menu links to appear in the Patients menu.

UFM Access

This option displays the Scheduled Reports menu, as well as Schedule buttons for specific Registry, Quality, and Administrative reports (from the Reports Module). Note that County View users have limited access to four of the Mgmt Reports that require report scheduling. Therefore, they also need both Management Reports and UFM Access permissions.

Update Facilities through DTT or HL7

This option allows existing Facilities to be updated from the data submitted via DTT or HL7. This should be used when providers change their Facilities frequently and need to maintain them without State Administrator intervention.

Update Password HL7 Access

This option allows a user to update their HL7 password. It is used when two systems are synchronizing user information using the MFN HL7 message. For example, if a password is changes on the Hospital A side, this option also synchronizes the IWeb password for the same HL7 user.

Upload HL7 Access

This option displays the Imports menu with the HL7 Realtime option. Additionally, it gives the user account access to the HL7 server entry point so that messages can be automatically sent to the registry using an HTTPS post. Note that if a user attempts to log in without this permission, they receive an Access Denied message.

Vaccination Verifier Access

This option allows vaccinations to be verified. If a vaccination is entered by a School Nurse user, when the provider edits the vaccination, they can mark it as verified, which removes the indicator that this information was only provided by the School Nurse user. Only applicable when the School Nurse module is enabled.

Vaccine Ordering Management

This option allows IRMS Client users to access the following Administration functions without having the Registry Settings permission:

VacMan Vaccine Settings
Properties/Vaccine Management
Define Order Sets

View Patient Address History

This option allows System Administrators to select whether or not Registry Client users can view patient address history on the Patient Demographics page. Requires the Security module to be enabled.

View Pocket of Needs Report

This option allows the Pocket of Needs Report to be run and viewed (available under Management Reports).

View User Reports Access

This option allows IRMS and Facility View users to access Reports - Patient Record, Reports Module, and State Reports, as well as access to the Exports menu for DTT.

Wait List Access

This option displays the Waitlist menu under the Patient menu. The Facility must also have the Enable Waiting Room option enabled.

Access Levels and Permissions