3. Users

You will only be able to see the Users tab if you have been assigned the ‘User Management’ role, when logged into the PMHC MDS on https://pmhc-mds.net.

If you don’t have access to the Users tab and you believe you should, please contact someone in your provider organisation or provider organisation’s PHN who has the ‘User Management’ role.

If you are unsure who has the ‘User Management’ role please email the PMHC Helpdesk at support@pmhc-mds.com

After navigating to the Users tab, you will be presented with a list of the users that are assigned to the organisations for which you have the ‘User Management’ role.

3.1. Users Roles

Access to the PMHC MDS is based around roles. The following table provides a summary of each of the roles that currently exist within the PMHC MDS:

Role	Tasks allowed
Organisation Management	A user with the Organisation Management role for a PHN can manage provider organisations for that PHN.
User Management	A user with the User Management role for an organisation can manage user accounts for that associated organisation.
Upload	A user with the Upload role can upload data to the associated organisation.
Reporting	A user with the Reporting role can run reports and also download data from the associated organisation.
Aggregate Reporting	A user with the Aggregate Reporting role can run reports from the associated organisation.
Data Entry	A user with the Data Entry role can enter client data and practitioners from the associated organisation.
Service Feedback	A user with the Service Feedback role can run completed episodes report and generate invitations for YES-PHN survey.

Each role allows a user to perform specific tasks. A user can have more than one role. Each role is granted for a user against an organisation. An organisation can either be a Primary Health Network or a provider organisation. If a user is granted a role for a Primary Health Network (PHN) they will also have this role for any provider organisations of that PHN. A user can be invited to have a role at more than one organisations. There is no limit to the number of users per organisation.

What users see after they have logged in will depend upon the roles that have been assigned. The table below lists the tabs that will be shown for each role:

Role	Tab
Organisation Management	Organisations
User Management	Organisations, Users
Upload	Upload
Reporting	Reports, Data Extract
Aggregate Reporting	Reports
Data Entry	Data Entry
Service Feedback	Tools: YES-PHN
All users	Tools: SLK

3.2. Finding a user

You can sort and filter the listed users through the Users tab.

Please note: Newly invited users will not be visible until they have successfully accepted their invitation.

Sort the listed users by simply clicking on the column header. Alternately you can click on the arrow beside a column header for more sort options, as follows:

• Sort Ascending
• Sort Descending
• Remove Sort
• Hide Column

To filter the listed users:

1. Click the grey Filters button

2. Start typing in an edit box now displayed under the column headers

3. To remove the filter, click the grey cross within the edit box beside any entered text

   

3.3. Viewing a User’s details

You can view a user’s details through the user tab, by following these steps:

1. Navigate to the Users tab
2. Click on the user’s name in blue displayed within the table

A page will display showing the user’s details and the Users Roles they have at particular organisations. See Viewing a user’s roles.

3.4. Editing a User’s details

A user can edit their own contact details.

See Updating your details.

3.5. Adding a new user

Note: PHNs can devolve ‘user management’ authority to one or more users in a provider organisation so that the provider organisation can manage their own logins, or a PHN can choose to keep user management authority at the level of the PHN requiring each provider organisation to contact the PHN when they need a new user added.

Each individual staff member should be set up with their own unique login access. Generic login accounts are not encouraged to be set up and used within the PMHC MDS, and usernames / passwords should not be shared with other individuals. This process ensures that when a staff member leaves, their access can be easily disabled and it doesn’t affect other users or the security of the organisation’s data. A user’s account, should not be passed from one staff member to the next.

Before inviting a user, it is always best to inform them that they will receive a PMHC MDS invitation by email from noreply@logicly.com.au and a verification code via SMS. You can also provide them with the link to the online PMHC-MDS User Documentation to read the steps they will need to complete the steps outlined in Accepting an invitation to become a PMHC MDS User.

The next step to adding a new user is to invite them through the Users tab, by following these steps:

1. Navigate to the Users tab

2. Click the Invite New User tab

   

3. Complete all the fields with the new users contact details. (Mandatory fields are marked with an * )

4. Select an organisation, either a PHN or Provider Organisation

5. Assign one or more Users Roles. (Extra roles can be added after the user has access to the system. See Editing a user’s roles)

   

6. Click the blue Invite button

7. You will receive confirmation that the user has been sent an email to invite them to the PMHC MDS. They will also be sent an SMS containing a verification code. The user will need to follow the instructions in the email before they can gain access to the system. See Accepting an invitation to become a PMHC MDS User This invitation will be valid for 7 days. Invitations are listed in the View Invitations table.

8. When the user has accepted the invitation you will be sent an email to let you know. This user will then be listed in the View Users table

   

Please note: An invitation for a new user is valid for **7 days*. If you receive an error that a previous invitation already exists for a user, you can either reissue or revoke the invitation. See Viewing a user’s invitation details.

3.6. Adding an existing user

Note: An existing user must have completed the required steps for Accepting an invitation to become a PMHC MDS User from their initial PMHC MDS invitation before they can be added again.

Before adding an existing user please ensure you have the same email and mobile number as their current PMHC MDS Profile. By ensuring these are identical, the system will automatically pick up if a user already exists in the PMHC MDS.

You can invite an existing user through the Users tab, by following these steps:

1. Navigate to the Users tab

2. Click the Invite New User tab

3. Complete all the mandatory fields marked with an * in the Invite User form, ensuring these are the same details as their existing PMHC MDS Profile

4. Select an organisation and assign their Users Roles

   

5. Click the blue Invite button

6. You will receive confirmation that the roles have been added to the existing user

Please note: The user will receive notification that they have been granted these additional roles at the relevant organisation.

3.7. Viewing Invitations

You can view user invitation details through the Users tab, by following these steps:

1. Navigate to the Users tab
2. Click on the Invites tab

A table will display a list of users that have been sent a recent invitation. These are either:

• Pending - these are active invitations which have not been accepted yet
• Revoked - these were active invitations which were revoked
• Expired - these are inactive invitations which were not accepted within 7 days
• Accepted - these are invitations that have been successfully accepted and the user will be listed in the Users tab

Please note: Deleted invitations will not be display the in the View Invitations tab. Please note: Invitations sent prior to this feature launch on 29 April 2020 will not display the Organisation and Inviters details.

3.8. Viewing a user’s invitation details

You can view a user’s invitation details through the Users tab, by following these steps:

1. Navigate to the Users tab
2. Click on the Invites tab
3. Click on the user’s email in blue displayed within the table

A page will display the user’s invitation details, as entered on the invitation form.

Please note: For privacy reasons, only the user who issued the invitation will be able to see the invitee’s mobile number.

On the page you can:

• Reissue an invitation
• Delete an invitation

3.9. Reissue an invitation

You can reissue a pending or expired invitation through the Users tab, by following these steps:

1. Navigate to the Users tab
2. Click on the Invites tab
3. Click on the user’s email in blue displayed within the table

1. Review all details are correct
2. Click the ‘Reissue Invitation’ button to resend the invitation using the same details
3. Click the Reissue’ button to resend the email and SMS invitation details. (or click the ‘Cancel’ button if you decide not to reissue this invite)

Please note: If any of the details are incorrect on the previous invite, you will need to remove the invitation before being able to send a new invite. See: Revoke a pending invitation.

3.10. Revoke a pending invitation

A pending invitation is an active invitation which has not been accepted yet.

The user has seven days to accept an invitation.

When a pending invitation is revoked, this will inactivate the invite so that the user will no longer be able to accept the invite. You may need to inactivate an invitation if the invitee’s details have been incorrectly entered, or if the single-use verification token has already been used once (is expired), or if the user should no longer be granted access.

You can revoke a user’s invitation through the Users tab, by following these steps:

1. Navigate to the Users tab
2. Click on the Invites tab
3. Click on the user’s email in blue displayed within the table

1. Click Revoke Invitation to inactivate the pending invite.
2. Click ‘Revoke’ to confirm that you are sure. (or click the ‘Cancel’ button if you decide not to revoke this invite)

Please note: Once a previous pending invitation has been revoked, you will then be able to send a new invitation to the user.

3.11. Delete an invitation

An expired invitation is an inactive invitation which was not accepted within seven days of being issued. If you don’t intend to reissue the expired invitation, you can delete an expired invitation to remove this invitation from the list.

Accepted invitations will also be shown in the ‘invitation’ tab. You can also delete an accepted invitation to manually remove the accepted invite from this list.

You can delete a user’s invitation through the Users tab, by following these steps:

1. Navigate to the Users tab
2. Click on the Invites tab
3. Click on the user’s email in blue displayed within the table

1. Click Delete Invitation to inactivate the pending invite.
2. Click ‘Revoke’ to confirm that you are sure. (or click the ‘Cancel’ button if you decide not to revoke this invite)

Please note: A pending invitation can not be deleted. See Revoke a pending invitation.

3.12. Viewing a user’s roles

A user can have more than one role. Each role is granted for a user against the appropriate organisation.

You can view the roles for an existing user by following these steps:

1. Navigate to the Users tab

2. Click the user’s name in blue displayed within the table

3. Click the Roles tab to show the user’s assigned roles

   

A tick displays the user currently has this role assigned at the relevant organisation.

3.13. Editing a user’s roles

A user can have more than one role. Each role is granted for a user against the appropriate organisation.

You can edit and assign extra roles to an existing user by following these steps:

1. Navigate to the Users tab
2. Click the user’s name in blue displayed within the table
3. Click the Roles tab
4. Click the Edit Roles tab

Please note: a user can not edit their roles. The ‘Edit Roles’ tab will not be displayed when viewing your own profile.

6. A tick indicates the user currently has this role assigned at the relevant organisation. Multiple roles can be assigned and these roles are shown as blue ticks
   • Add a role by clicking the empty checkbox
   • Remove a role by clicking the selected checkbox
   • In the Actions column, clicking the button will remove all the user’s roles at that organisation. If the user then has no roles left for any organisation they will be prevented from logging into the PMHC MDS system.

7. All changes are automatically saved
8. The system will automatically notify the user overnight of any role changes.

Please note: you will still see users in your list that have had all their roles removed unless you use the ‘Actions’ feature.

3.14. Deleting a user

A user can be deleted from an organisation by using the ‘Actions’ feature under the edit roles tab, which will remove all the roles a user has at that organisation.

Once completed, if the user does not have any remaining roles within the PMHC MDS, the user will no longer be displayed in the view users table.

See Editing a user’s roles.

3.15. User Auditing Tool

The User Auditing Tool allows users with the User Management role to review users who have not recently logged in to the PMHC MDS. User managers should periodically check this table and remove all roles from any user who no longer requires access.

See User Auditing Tool

3.16. Viewing all Organisational Users

You can view users assigned to an organisation through the organisation tab, by following these steps:

1. Navigate to the tab showing either the PHNs details or the provider organisations details
2. Click on the PHNs or provider organisations name in blue displayed within the table list. If you are unsure how to view the details see Viewing a PHN or Viewing a Provider Organisation
3. Under the Users tab, you can view a table list of the organisation’s users
4. You can filter the users within this table list, click the grey Filters button and start typing in an edit box now displayed under the column headers. To remove the filter, click the grey cross within the edit box beside any entered text

3.17. Assigning Extra Roles to an Organisational User

You can assign extra roles to an existing organisational user, by following these steps:

1. Navigate to the relevant client details
2. Click the user’s name
3. Follow on from Step 3 at Editing a user’s roles