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Managing User Activity

This article offers information about features used for employee management with MacPractice, including User Groups and Privileges, Time Clock, the History Report, and Orders. 

Users & Privileges
MacPractice recommends having individual usernames and passwords set up for each staff member in an office. In some cases, administrators may also want to set up additional usernames for a person; for example, one person may use two different terminal computers or a computer and an iPad. No user should know another employee’s passwords. Setting up individual users is important for tracking access and actions, and is a good step towards accountability.

One of the best ways to prevent access issues is to set appropriate User Group Privileges for staff members. Every office is unique and will require a personalized touch, but most offices limit certain things such as which users are able to delete or modify existing ledger data.

Time Clock
The Time Clock ability is used to easily track office employee hours. A manager can visually see when a patient was clocked in and when they were clocked on break. This ability also allows managers to track vacation times and other types of records. View this article for information about setting up and using Time Clock. 

Clock in and out on the MacPractice window and easily view employee statuses using the In Out Report. Run an Accounting Report to display hours worked within a pay period in the Timeclock Ability under the Timesheet Reports node.

Orders
Orders are a great way to communicate tasks throughout the office and track lab cases. Orders can be created and assigned to a particular user within the system. As the item is updated, staff can add notes and reassign the order to another user.

Orders can also have reminders associated to them. Reminders will automatically alert the user the Order is assigned to that they need to complete this task. Click here for videos on setting up and using Orders.

Drawer Reports and Lists
The Drawer is a useful tool for quick reports and to-do lists. Use the Reports tab to view patient or user interactions with records, such as which users have accessed a certain patient account. The Lists tab stores series created from Reports and References and allows for the manual creation of lists.

Many features of the drawer are being moved to their own windows in future builds of MacPractice.  

History
The History Report can be used to locate mistakes and intentional data mismanagement, making it easy to discern what privileges need to be revoked.

It is crucial for each employee to have his or her own user for the History Report to be able to work properly. The History Report is only accurate when each employee logs in as themselves for every transaction they enter. If users do not have individual IDs or if they log in on another terminal, administrators may check where the data was changed using the IP address, but if multiple people have access to that particular computer, it will be difficult to identify the user.

The History Report is a great tool for auditing. Use this to find certain actions like Accessed, Deleted, or Updated for any MacPractice user, IP address, or table in the database. Click on the results with blue links to display extra information for Updated records.

Additional Reports for Managing User Activity
Security Alerts: Located in Management Reports, Alerts such as failed logins and emergency logins will be displayed in the Security Alerts Report. When users interact with the notifications, it is logged in this report.
Daily Activity: Located in Daily Reports, this report is similar to the History Report, reporting actions taken on a daily level.
User Activity: Located in Management Reports, the User Activity Report provides an overview of user interactions in ledger-related areas of MacPractice. 
Production Analysis Reports: These reports will also be covered in the financial management class. Use Production Reports to review your practice's production.
Resource Report: Located in the Scheduling reports, This report compares total number of scheduled hours to the total number of appointment hours.
Deleted and Updated Appointment Reports: Located in the Scheduling Reports, these tools tell who has updated patient appointments.

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