HealthOffice^® Anywhere Admin Configuration Web Guide

User Accounts

The user account identifies the user and their role in HealthOffice Anywhere. User Accounts is where you identify the school(s) the user has rights to. Each district adds user accounts so that every person working in HealthOffice Anywhere has a unique account. Specific user accounts are tied to all documentation in HealthOffice Anywhere.

Create a User Account

Create a User Account

• From the Administration Menu, hover over Security and select User Accounts.
• To search for a user, use the filter fields and click Run.
• To add a new user account, click New.
• Enter the user name. Healthmaster’s user name protocol is the person’s first initial and last name.

  Users with the same last name

  • If you have several users with the same last name, you may adjust the username to differentiate between users.
  • Numbers are allowed in usernames.
• Click Save.
• Every user in HealthOffice Anywhere is tied to a person record. If the person already exists in HealthOffice Anywhere, click the person field and use the filters to find them.
• If the person is brand new to the district, click the Add Person icon.
• Enter the required information (red fields) and all additional information that applies.
• Click Save (blue icon in the lower right).
• Select the security role for the user. This is based on the roles you have created for the district.
• Enter the user’s password. Follow your district password protocol. The original password created for each user is a temporary password. The standard procedure is to force each user to set their own password upon initial log in.
• Check Account is Active.
• Check Allow Password Change
• Check Must Change Password.
• Add the user’s email address.
• Click Save.
• The user account is created.
• A new set of menus appear on the left to further specify the user’s access.
• Click Assigned Schools.
• Click the Assigned Schools field, and check the schools associated with the user.
• Click Save.
  
• To create the next user account, click “User Accounts” in the red box at the top of the screen to return to the beginning screen.

Advanced User Account Settings

Assign People: This is an advanced feature used for those users who only work with specific students, not the school’s general population. When students are assigned, the user will only see these students and no others.

Event Review:This is an advanced feature used to review documentation saved by a user through a “send and review” process with the user’s supervisor or assigned reviewer.

Many of the areas for product customization require a cache reset of your database to apply the changes. This request must come to Healthmaster Support at 1-800-732-7317 or Support@Healthmaster.com by a district leader. The cache reset process will log out any logged in user, so Healthmaster recommends that this is done at the end of the school day to minimize the impact on the users.

System Parameters

System Parameters is where your district can customize many features of HealthOffice at the database level. You can make these adjustments at any time. System Parameter functionality is always changing and expanding. The easiest way to see all the current options is to search the System Parameters screen without any filter criteria. You will see the options available to your district. An appendix to this guideline contains all the current system parameter options.

Set Office Visit system parameters

• Hover over the Administration Menu and System Settings. Click System Parameters.
• Click Run. The System Parameter list is organized first by location in the program menus, and then by specific feature.
• Find Event/Items -> Office Visit. Click it to open.
• To remove/disable an element of the Office Visit, uncheck it, then click Save.

  Remove Incidents

  If you want to remove incidents, you must leave at least one incident setting active.

• Click Save.
• Click on System Parameter in the red box to return to the search screen.
• Repeat the above steps for any additional System Parameter changes.
• For System Parameter changes to take effect, you must contact Healthmaster Support and ask for a cache reset. This request must come to Healthmaster Support at 1-800-732-7317 or Support@Healthmaster.com by a district leader. The cache reset process will log out any logged in user, so Healthmaster recommends that this is done at the end of the school day to minimize the impact on the users

Care Plan and Letter Template Configuration

Care Plan and Letter Templates are created by an administrative HealthOffice Anywhere user. Once created, they can be used by anyone with rights to create Care Plans and Letters.

There are two ways to create a new Care Plan or Letter Template. You can either bring in a template that already exists in a word processing program or create it from scratch within the editor. Once it is created, you can insert merge fields into the template (merge fields place student specific information into the identified location).

Create a New Letter or Care Plan Template

Create a new letter or care plan template

• Hover over the Maintenance Menu then click on Care Plan and Letter Templates.
• To create a new template, use the “Create a New Template” section.
• Select the template type from the drop list.
  • The template type that you select determines where in HealthOffice Anywhere this template can be used. For example, if you select “Hearing Exam” here, this template can be used within a Hearing Exam.
• Name the template something that will be recognized and understood by your team.
• Click Create.
• There are two ways to create a new template:
  • Create a new Care Plan or Letter Template from scratch. Use the editor like a word processor to create the template.
  • Use an existing template (in a Microsoft Word format) that you drag and drop into the editor. When you drag and drop a document, it maintains existing formatting.

  Use Drag and Drop

  Using an existing template that you drag and drop into the editor is the suggested way to create a template.

  
• To drag and drop an existing document:
  • Open a file explorer window and find the template document.
  • Reduce the size of your HealthOffice Anywhere window so that you can see both the text editor in HealthOffice Anywhere and the file explorer window.
  • Select the document from the file explorer window (click and hold down the mouse button), drag it onto the template editor window in HealthOffice Anywhere, then drop it (release the button on your mouse).
  
• The template appears in the workspace of the template editor.
• You can make any needed modifications to the letter or care plan template.
• To insert merge fields into the template:
  • Click where you would like the merge field to go in the template.
  • Within the template editor window towards the top, click Reports.
  • Click Merge Field, then hover over the event type.
  • A list of merge field options appears. Click the merge field to insert.
  • To add another merge field, repeat the above process.
  
• Click the Create Template button in the upper right side of the editor window.
• Repeat this process to create more templates.There is not a limit to the number of Care Plan and Letter Templates that a district can create.

Edit or Delete a Care Plan or Letter Template

Edit or deactivate a global template

• To edit or delete an existing Care Plan or Letter Template, navigate to the Care Plan and Letter Template screen.
• Use the “Edit an Existing Template” section and select the template from the Template Name dropdown.
• To open the template to edit it, click Open.
  • Make any needed adjustments to the template.
  • Click Save Template in the upper right.
• To delete the template, click Delete.

Static/Text List Configuration

There are list field options on almost every screen within HealthOffice Anywhere. Many of the lists can be adjusted to fit your district’s needs.

There are two different types of lists:

• Static Lists – Static list items can be deactivated, but new items cannot be added.
• Text Lists – Text list items can be deactivated, and new list items may be added.

When you configure the Static and Text Lists for your district, focus on the lists that you use. For example, if your district does not bill with Healthmaster, skip the lists associated with billing. Healthmaster recommends you work with the discipline leaders during list configuration to ensure the documentation needs of your entire team are addressed.

There are several lists that are used in multiple locations, for example, Results/Outcomes, Actions, and Dispositions (RAD) are lists that appear in all encounter documentation. These lists should be configured to meet your district’s needs.

The Text and Static List (6007) report details every list field. It can be generated by list category and status of the list item.

Make a List Item Inactive / Active

Make a list item inactive /active

• Hover over the Administration Menu, Lists, then click Static/Text Drop-down Lists.
• Lists are organized by category (content). Click the Category dropdown to select the content area of HealthOffice Anywhere.
• Active list items are shown by default. To look for inactive list items, change the Status field to inactive.
• There are multiple lists within each category. Select the List Name to load the specific list items.
  • An [S] at the end of the list name indicates the list is a Static List.
  • A [T] at the end of the list name indicates the list is a Text List.
• To deactivate a list item, use your keyboard to change the “Y” to “N” in the Active column.
• To activate a list item, use your keyboard to change the “N” to “Y” in the Active column.
• Make any adjustments to the displayed list items. You must click Save at the top of the screen before adjusting which list items are displayed.
  

Commonly Adjusted Lists

Add a New List Item

Add a new list item

• Using the Category and List Name fields, locate the list.
• Scroll to the bottom of the screen until you see blank rows.
• Click in a blank row and type in the new list item.
• Type a “Y” in the active column.
• Add as many items to this list as you want.
• Click Save at the top of the screen.

Assign List Items to User Roles

There may be times when multiple roles use the same list, and each role has different list items unique to their role in the district. For example, a Health Aid may not do the same treatments as a Registered Nurse, so the list items in that section can be assigned to the appropriate user role. A user will only see the list items assigned to their role.

Assign list items to user roles

• Use the Category and List Name fields to locate the list items you want to assign.
• Click the Security Role tab at the top of the List Items grid.
• Click the Edit button (pencil icon) to the right of the list item to assign.
• Click the Roles field.
• Click the checkbox next to all the roles who need to see this list item. Only the roles selected will see the item. Any roles left unchecked will no longer have the item as an option.
• If all user roles should have the item as a list option, leave all the roles unchecked.
• Click Save directly below the Roles field.

Common Field Lists to Customize First

• Results / Outcomes (Category = Exam)
• Actions (Category = Exam)
• Dispositions (Category = Exam)
• Referred By (Category = Exam)
• Exam Location (Category = Exam)
• System Group / Condition (Category = System Group/Condition)
• Treatments / Interventions (Category = Exam Office Visit)
• Medical Alert (Category = Student/Person)

Global Event Templates

There are many reasons to configure Global Event Templates for your district:

• Global Templates speed up encounter documentation.
• Global Templates promote consistent documentation.
• Global Templates may be assigned to specific user roles.
• There is no limit to the number of Global Event Templates a district may create.

HealthOffice Anywhere comes populated with templates that can be used, modified, or deactivated at any time by an administrative user.

Create a Global Template

Create a new global template

• Hover over the Administration Menu then click on Manage Templates (Global).
• To create a new Global Template, click New.
• Enter a Template Name. Healthmaster suggests that the template name include the presenting issue, or language your team will understand.
• Select the event type that this template is for from the Exam Type field.
• Select the appropriate list items for this Global Template.
  • Common (shared) event fields, including RAD and comments, appear at the top of the template screen.
  • The fields specific to the event type are towards the bottom.
• When the Global Template is complete, click Save at the top.
• To create another template, use the breadcrumb in the red box to navigate back to the Manage Template (Global) screen and repeat the process.

Edit or Deactivate a Global Template

Edit or deactiate a global template

• Hover over the Administration Menu then click on Manage Templates (Global).
• To search for a Global Template, use the filter fields and click Run. The templates that fit the filter criteria appear below.
  • If you are going to edit multiple templates from the same search results, click the Lock Settings icon to maintain the search results.
  
• Select the appropriate list items for this Global Template.
• To edit a template, click the template name.
• Make changes to any of the fields.
• Click Save at the top of the screen.
• To edit another template, click in the red box to navigate back to the Manage Template (Global) screen and repeat the process.
• Click the Lock Settings icon to unlock the search filter settings

List of System Parameters

The following Table Identifies the System Parameters currently found in HealthOffice Anywhere.

List of Included Global Templates

The following is a list of Global Templates that come prepopulated in your HealthOffice Anywhere database.