How to setup a new user and manage user privileges

    in Admin Dashboard

    Ensuring that school users are setup with the proper privileges is essential to protecting confidential health information. This article will help you navigate the Users menu.

    • Step-by-Step Instructions
    Go to Admin Dashboard.

    Click Users under the heading Account.

    To add a new user, click New User.

    All User Info fields are required: Username, First Name, Last Name, Phone, Email.

    Select a Start Page. (Front Desk is recommended.)

    Select Admin or User.

    Admin will allow the user to have all application privileges, access to all trackers and groups, access to all folders and access to all requirements.

    For Admins, you can allow for access to All Treatment Notes Templates. Restrict access by clicking Select Templates or No Access to Treatment Notes.

    For users, select the appropriate privileges for Application Privileges, Access to Trackers and Groups, Access to Folders, Access to Treatment Notes and Access to Requirements.

    Select a Default Template (if given access to Treatment Notes)

    Click Save to send the invitation email to the new user with their username and temporary password.

    To edit an existing user, click Edit Preferences.

    To archive an existing user, click Archive and Continue.

    You will be prompted to enter your password twice and then click Archive School User.

    Once you have archived a user, this cannot be undone.

    • Tips and Tricks

    Once a username is created, it cannot be changed.

    How to reset a user's password
    User password can be reset by clicking Reset Password. A temporary password will be sent to the user’s email address.
    How to manage user privileges
    To provide a user with all application privileges, designate them as Admin. This will allow the user to have all application privileges, access to all trackers and groups, and access to all Folders. Privileges break down as follows:

    Student Health Tracker: Allows access to the tracker search page as well as the individual student health tracker pages.

    Record Review: Allows a user to accept/reject incoming requirements via the Reviewer Portal.

    Send Parent Emails: Allows a user to send mass emails as well as individual emails to parents.

    Answer for Student: Allows a user to upload a requirement from the individual student health tracker page.

    Print Form: Allows a user to print a cover page (used for faxing) for a requirement from the individual student health tracker page.

    View History: Allows a user to view historical activity/details for the requirements on each student’s health tracker page.

    Student Medical Record: access to this page is required if a user will need to add treatment notes and documents to folders. If the Vital Health Record is checked, the user will be able to view it here.

    Fax to Provider: Allows a user to fax the 911 enabled documents to any US fax number.

    Vital Health Record: Allows a user to view the student’s entire Vital Health Record – confidential/sensitive information entered by parent including medical history, medications and allergies. You must select this feature along with either Student Medical Record and/or Student Health Tracker.

    Edit Vital Health Record: Allows a user to edit the student’s entire Vital Health Record

    Magnus911: access to this page is required if a user will need to configure, print or reactivate 911 cards.

    Reactivate 911 Cards: Allows a user to reactivate expired 911 cards.

    Configure 911 Card Printing: Allows a user to decide what information will be displayed on the 911 cards.

    Immunizations: Allows a user to review/enter immunization details and retrieve immunization reports within the Immunization Tracker.

    Prescription Tracker: Allows a user to review/enter prescription details and chart medications given within the Prescription Tracker.

    Edit Student: this link appears on both the Student Medical Record and Student Health Tracker pages in the user details box. Allows a user to to view/update student and parent information, such as name, DOB, phone, email and to reset passwords. The user can also see parents linked to the student. Edit student link has to be selected along with either the Student Medical Record or the Student Health Tracker.

    Archive Student/Parent: Allows a user to archive a student or parent.

    Remove Parent/Student: Allows a user to remove parent relationships from students.

    Mobile App: Allows a user to access Magnus from a supported device.

    Send Fax: Allows a user to send the Vital Health Record and 911 documents via fax to the appropriate health professionals in an emergency. Allows a user to view student emergency documents.

    Magnus911: Allows a user to send a message to the emergency contacts and send a fax to the appropriate health professionals containing the Vital Health Record and emergency documents.

    Health Emergency Contacts: Allows a user to see all emergency contacts for the student. Allows a user to communicate with the emergency contacts via email or phone call simply by clicking on the link.

    Allergies: Allows a user to see a complete list of allergies for the student as well as the reactions, severity, etc.

    Medication (Rx): Allows a user to see a list of medications as entered in the Vital Health Record
    that are important for emergency responders to know.

    Medication (OTC): Allows a user to see which over-the-counter medications are approved to be administered to students.

    Medical History: Allows a user to see the student’s medical history as entered in the Vital Health Record.

    Health Care Providers:  Allows a user to see the student’s healthcare providers as entered in the Vital Health Record.

    Insurance: Allows a user to see the student’s insurance information as entered in the Vital Health Record.

    Clinic Alerts: Allows a user to see the student’s clinic alerts as maintained in the Student Medical Record.

    Additional Info: Allows a user to see the additional information as entered in that specific section of the Vital Health Record.

    911 Documents: Allows a user to see any electrically signed documents or print and sign documents that have been marked “Magnus911 Enabled” within the requirement library.

    Patient Check In: Allows a user to access and use the Check In module.

    Clinic Alerts: Allows a user to make a temporary alert on a student’s Student Medical Record.

    • User Permissions Required For This Guide
    Administrator Only

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