System Configuration - Frequently Asked Questions

This guide is for system administrators. It explains how to change a user's status, how to deactivate users who have been disabled due to inactivity, and how destinations for lab tests are configured.

 How do I inactivate/activate users?

1. Go to Directories > Staff > Users and select the user from the list.
2. Click Edit.
3. In the Account card, set Status to Inactive to block login, or Active to restore access.
4. Click Save.

 Good to know

• Setting a user to Inactive immediately prevents them from logging in. Use it when staff leave or change roles.
• If the user is a Provider, also deselect Provider, so they are removed from scheduling and provider lists.
• You can only toggle between Active and Inactive. Disabled and Locked Out are set by the system (see the next question for how to clear them).
• You can filter the user list by Status: Active, Inactive, Disabled or Locked Out.

 How do I enable users if their account is disabled after a period of inactivity (90 days as a default setting)?

1. Go to Directories > Staff > Users and select the user (filter Status to Disabled to find them).
2. Click Enable and confirm. The button only appears when the status is Disabled.
3. The user returns to Active and can log in.
4. The Enable button requires security permission to modify the Users tab (sysEditUserTab) in your role.
5. If the user is Locked Out (too many failed password attempts) instead, use Unlock. Use Reset Password to send a temporary password by email.

  How do I configure external destination locations for an order within a Test, and how does this affect Orders and Lab Collection? (See External_Orgs_to_Destinations_and_Collection_Facilities.docx)

Destinations and collection facilities use the same pool of external provider (vendor) records but are configured in two different places.

1. Destinations (per test) — On the Customer Test List screen in System Configuration, use the Associated Vendors field to choose the approved destinations for each test. The field lists all active organizations.
2. Collection Facilities (per facility) — Vendors are designated as collection facilities at the facility level.

 Impact on Lab Collection

• On the Lab Specimen Collection grid, the Destination column is editable per row and shows only the vendors set up for that test.
• The Collect Specimen window shows the same vendor list for Destination, and the facility's collection facilities for Collection Facility.
• If a test has no vendors, the cell shows "No available destinations" and cannot be edited.
• For lab items on a treatment plan flowsheet, the destination is pre-filled from the facility's default lab resource in System Configuration, if one is set. It can still be edited. Ho

 How do I configure my Superbill?

1. Confirm you have View or Modify access to the Charges area of System Configuration (set under User Role Security). Modify is required to make changes.
2. Go to System Configuration > Libraries > Charges and open Billing Ticket Configuration (Superbill template).
3. Add a Section and name it (for example, Follow-Up, New Patient, Consult, or Procedure). Optionally add Sub-sections inside it, such as “New Patient” and “Consult” under “E&M”.
4. In the Billing Code field, type a code and select it from the type-ahead results. The Description fills in automatically.
5. Edit the Description if needed, choose a Category (Visit, Drug, Test, Surgery, Radiation, or Other), and enter the default Quantity (a positive whole number, default 1).
6. To reorder, drag the grip icon on a Section, Sub-section, or code row. You can drag a code row into a different Section or Sub-section.
7. Use the search field, the Category filter, and the chevron on each Section to review and collapse the list.
8. Click Save.
9. To check the result, open a patient Superbill and click Add Charge. The drawer shows your saved Sections and Sub-sections in the order you set.

Good to know

• There is one Superbill per organization. Every facility in the organization shares it, and a facility in a different organization loads that organization’s template.
• To rename a Section or Sub-section, click Rename. The name becomes an editable text field in place.
• Removing a Section or Sub-section asks for confirmation and lists the codes that will be deleted. Everything inside it, including Sub-sections and their codes, is permanently deleted.
• If you add Sub-sections to a Section that already has codes, those codes stay in the Section until you drag them into a Sub-section.
• A code that is not in the active code library cannot be saved. A quantity of 0, a negative number, or a non-number is rejected. The same code can appear more than once.
• If a code is later inactivated in the code library, it shows an Inactive indicator. Replace or remove it.
• Order changes are not saved until you click Save. Leaving the page with unsaved changes shows a confirmation dialog.
• If another user saves while you are editing, a warning appears. Click Refresh, review their changes, then reapply yours and Save.
• Users can change a charge’s Category when they add it. Users without View access do not see Charges configuration.