EMIS Web - Deactivating Users Guide

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NECS Clinical Systems Specialist Team

EMIS Web -

Deactivating Users

Guide

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Deactivating a User

To deactivate a user in Organisation Configuration you need RBAC B0062 on your EMIS Web profile.

1. Open Configuration.

2. Select or search for the required user – if the edit user screen pops up, click cancel.

3. On the ribbon, click Deactivate.

If it is possible to deactivate the user, the Confirm User Deactivation screen is displayed. 4. Click Yes. The user is deactivated.

5. If it's not possible to deactivate the user, a warning message is displayed. You can use the

copy to clipboard button to save the list of problems if needed. Otherwise click Close.

In the next sections we’re going to look at how you deal with any of the problems that prevent you from deactivating a user.

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Appointment Sessions

Some clinician’s may still have appointment sessions assigned to them.

1. Open the Appointment book, find the user in the quick pick or use the appropriate session holder filter.

2. Move the dates forward to check if the user has any future clinics.

3. Right click the session header to cancel or reassign to another clinician if appointments are already booked.

Organisation Configuration

Some users will need to be removed from setup within organisation configuration.

Teams

2. Within Organisation Configuration – select the Teams module; some users may have been added to teams, but this tends to be used more in community than GP units.

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3. Select each team, and check the list of users at the bottom.

4. If your leaving user appears in any list of teams, click Edit in the ribbon.

5. Use the magnifying glass button to view the staff list.

6. You can right click on the user from the bottom pane and click Remove.

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Services

2. Within Organisation Configuration – select the Services module; clinicians may have been added to a service or as a service person for referrals.

3. Check services, the same as we did with teams and edit the service to remove the user if they are included. Refer to the previous section on removing users from teams for more guidance. 4. Scroll down the list, underneath services is the list of Service Persons. If their name is showing,

select and click Deactivate from the ribbon.

Senior Partner

If your leaving user is recorded as the senior partner for your organisation you will need the edit the organisation setup.

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3. Click Edit in the ribbon.

4. In the organisation details page, find the field for Senior partner. Change the name to another member of staff or select the “None” option at the top of the list.

5. Click OK.

You might also need to remove the senior partner from the Trading Partner setup, we will cover that later.

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Dealing with Outstanding Tasks and Workflow

Ideally users will clear their workflow before they finish. However this is not always possible. In order to check if there are any outstanding tasks you need to make yourself their deputy, so you can view their inbox.

1. Open Configuration.

2. In the Users module search for the leaving user.

3. Select Edit User from the ribbon if the edit screen doesn’t appear automatically.

4. Go to Out of Office Settings.

5. You can select them as out of office from the top options if it’s not already, or enable my deputies while I’m in the office.

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7. Make sure every module in the workflow list is ticked, even if the deactivation warning says a user has un-actioned tasks it could be referring to any of these modules.

8. Click OK.

9. Open Workflow Manager.

10. Click on Workflow View – the leaving user should now show in your list. Select their name, this will now just show you their tasks.

Note: You may still see a global view for certain workflow modules. If the user has been sent

any Overdue Task reports you can see these in the To Do List, and this will give you a good idea of which tasks they still have open.

11. Go through each workflow module – depending on what type of task it is, reassign, complete or delete the tasks.

Note: Test Requests cannot be reassigned, but you could ask another member of staff to

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12. Once you have finished with workflow you should return to organisation configuration, edit the leaving user again and remove yourself and anyone else who is set up as a deputy.

Note: You cannot remove deputies from an inactive user, although you will still see their name

in your Workflow view.

Workflow

Configuration

There a couple of setup options that are controlled in the Workflow Configuration screen rather than Organisation Configuration.

1. Open Workflow Manager. 2. Click Config.

3. Check Inbound User Matches – if your leaving user appears in this list, you should edit it to change the match to another member of staff, or delete it if not needed.

4. Check Trading Partners – if your leaving user is the senior partner you will need to remove this from the trading partner setup.

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6. If you need to change the senior partner, click the Edit button at the top of the screen. 7. Select the GP Codes page, select the member of staff and click Edit.

8. Remove the tick for senior partner. You cannot remove the member of staff from this list but you can change the GP code for AAAA.

9. Click OK.

10. Edit another user to make them the senior partner. 11. Click OK.

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Editing a User

A couple of additional things you might need to add on the Edit User screen.

Email address

You might not be able to deactivate a user without adding an email address for the user first. 1. Open Configuration.

2. In the User Module, search for and select Edit for the leaving user.

3. In the edit user screen, find the field for email address. Add an email address, it can just be the practice email address if you don’t have one for the user.

4. Click OK to save changes and try the deactivation again.

End Date

Some users have reported adding an end date to the user setup will also complete a deactivation, if it doesn’t seem to be working despite completing the other steps.

For some users, you may know their end date in advance. Recording an end date should automatically deactivate the user on that date if possible.

2. In the User Module, search for and select Edit for the leaving user.

3. In the edit user screen, find the contract end date, put something in here, for example today’s date.

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Additional warnings

User is a stamp user for another member of staff - If this appears you have to check each user

setup individually, including inactive, to find which other staff use this leaving staff’s ID as their prescribing stamp.

This means viewing the user setup for each prescriber in your unit.

If needed change the view to All Users using the button in the ribbon to view inactive staff.

If you find any users with your leaving user’s stamp ID, change it to a different ID for a current member of staff.

User is a Usual GP at your organisation – You will have to perform a GP reallocation to move

patients currently under your leaving Dr to another Dr.

First you may want to run a population search to find out how many patients are recorded as having this user as their usual GP. If it’s not many, you can amend each patient’s registration separately to change their Usual GP. If it’s a larger number you may want to use the usual GP reallocation.

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Usual GP reallocation

1. Open Registration – without a patient selected. 2. Click Usual GP reallocation.

3. Click Bulk transfers tab.

4. Select one or both of the reallocation options: Reallocate Usual GP/Registered GP. 5. Select a Trading Partner.

6. Select a Donating GP – this is the GP you are removing patients from.

7. Select a Recipient GP.

Note: If want to divide patients up, you can’t change the start pattern for the first line, but you

can change the end pattern e.g. HZ. Click Add Row to assign patients do a different recipient. If you only want to move some make sure to add the Donating GP in the recipient field as well.

Note: The registration date doesn’t change.