INFO: User Management

During Implementation, your Consultant will guide you on establishing and maintaining your user roster, which is shared via Microsoft SharePoint.  After you go-live, the same roster is used, except the request to update is managed by your Support Consultant. 

As you add names to your roster, please consider the permissions that they will require in both CareHub and Elation, our partner clinical EHR.  

Once the new user is established, you will receive information to distribute to your new user(s) on how complete their user set-up and access.  

See FAQ section about name changes and how to inactivate users. 

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CareHub Account Types:

NOTE: PACE org must create and assign their own security roles

Role	Permission without any security roles
Center Manager*	Full Access includes Quality Inbox: SDR, Grievances, and Incident. Includes ability to edit, delete or remove.
Dietician*	Full Access; limited to only see Grievance if assigned
Home Care Coordinator*	Full Access; limited to only see Grievance if assigned
Occupational Therapist*	Full Access; limited to only see Grievance if assigned
Personal Care Attendant*	Full Access; limited to only see Grievance if assigned
Physical Therapist*	Full Access; limited to only see Grievance if assigned
Primary Care Provider*	Full Access; limited to only see Grievance if assigned
Quality & Compliance	Full Access includes Quality Inbox: SDR, Grievances, and Incident. Includes ability to edit, delete or remove.
Registered Nurse*	Full Access; limited to only see Grievance if assigned
RT or Activity Coordinator*	Full Access; limited to only see Grievance if assigned
Scheduling	Full Access; limited to only see Grievance if assigned
Social Worker*	Full Access; limited to only see Grievance if assigned
Staff	Full Access; limited to only see Grievance if assigned
Transportation*	Full Access; limited to only see Grievance if assigned
an * indicates a secondary IDT role option that can be configured in Settings once the user is created.  For example, a user may be both Registered Nurse and Home Care Coordinator.

Privileges: 

Org Admin: full access to the system, including Quality Inbox edit, delete, or remove and Settings to manage

• Centers and Teams
• Users
• Assessment Configurations
• Scheduling Conf
• My Preferences

Standard: access to edit and document in system; limited access to Settings to manage only My Preferences

Read-only: limited access- no edit or documentation; limited access to Settings to manage only My Preferences

Elation Account Types:

The following account types define user roles and their level of access, particularly regarding prescribing privileges and clinical responsibilities. 

Account Type	Description
Prescribing Provider (i.e. full-time, prescribing)	A physician, physician assistant, nurse practitioner or other healthcare provider who is licensed to prescribe medications. Will be required to complete Account Authentication Will be required to complete EPCS set-up
Non-Prescribing Provider	A provider who is not licensed to prescribe medications, including, but not limited to, registered nurses, acupuncturists, audiologists, health coaches, nutritionists, mid-wives, occupational therapists, physical therapists, respiratory therapists, registered dietitians, and social workers. Will be required to complete Account Authentication Can draft, sign, and send referrals under their own credentials
Staff	A non-provider user who accesses the Elation EHR to perform operational tasks on either a full-time or part-time basis.

Account Authentication: Setting up Elation EHR accounts and Provider account authentication

EPCS Information: Signing up for EPCS

Privileges	Prescribing Provider (Identity Proofing and EPCS required)	Non-Prescribing Provider (Identity Proofing required)	Staff
Document in a Visit Note	✓	✓	✓
Sign a Visit Note	✓	✓	Can document in a visit note, but cannot complete the note by Signing Off.
Enter/Edit Billing Information (Pre-Sign)	✓	✓	✓
Sign Bills	✓	✓	Cannot sign bills on behalf of Providers.
Enter/Edit Billing Information (Post-Sign)	✓	✓	Must be a Billing Delegate of a Provider.
Draft Prescriptions	✓	✓	✓
ePrescribing Regular Substances	✓	Must be a Prescription Delegate of a Regular Provider.	Not able to ePrescribe any substances. Can draft scripts and send on behalf of the Provider if the staff is a Prescription Delegate.
ePrescribing Controlled Substances (EPCS)	✓	Not able to ePrescribe any controlled substances.	Not able to ePrescribe any controlled substances.
Draft Electronic Lab Orders	✓	✓	✓
Sign and Send Electronic Lab Orders	✓	✓	Must be an Order Delegate of a Provider.
Draft Ancillary Orders (non-lab)	✓	✓	✓
Sign and Send Ancillary Orders (non-lab)	✓	✓	Must be an Order Delegate of a Provider.
Draft Referrals	✓	✓	✓
Sign and Send Referrals	✓	✓	Must be a Referral Delegate of a Provider.

Delegate Permissions

Once the users are created, there are other settings related to Delegate permissions, these can be both at the Practice-level or Provider-level. Important information related to delegate permissions:

• in Elation, the “on behalf of” referral signature is a delegation feature that’s available to Staff-level users, not to Provider-level users (including Non‑Prescribing Provider accounts).
• Non‑Prescribing Providers can draft, sign, and send referrals under their own credentials; they won’t see an “on behalf of” selector. Staff users can sign and send referrals for a provider if they’re set as that provider’s Referral Delegate.
• the supervising physician would need to initiate the referral or a staff level user who can initiate "on behalf of"
• the only order that non-prescribing providers have to be a delegate for to initiate on behalf of a provider is the prescriptions 

Additional information: Clinical EMR Overview: User Permissions - Staff delegates

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FAQ's

Will leaving license fields blank in my spreadsheet delay account creation?

No, account creation will proceed normally. IntusCare will use placeholder values for any missing license information.

How do staff members add their license information after account creation?

Staff members can log into their Elation accounts and update their profile information to include their actual license state and number.

Are there any other fields that can be left blank in the staff roster spreadsheet?

License state and license number are the primary fields that can be omitted without affecting provisioning. Other required fields should be completed in your initial submission to avoid delays.

How do I inactivate a user? 

If a user leaves, they can be made inactive in CareHub, which will also make then inactive in Elation. Best practice is to review their Practice Home queue and CareHub tasks for any outstanding items before taking action to inactivate.  Org Admins can action in CareHub by navigating to Settings > Users > Edit > select Inactive to disable the user's account. 

Do I need to remove inactive users from the shared user roster? 

It's not necessary, as the user roster is only used to create new users or update changes to existing active users. We would recommend keeping your roster maintained to only include active users. 

What changes can an Org Admin make to users in CareHub and Elation? 

An Org Admin can update CareHub Privileges (access) and roles independently within CareHub Settings.  If a change is required in Elation, please reach out to the IntusCare Support Team after making updates to your shared user roster. 

How do I update a user from a staff to provider in Elation or vice-versa? 

The first step is to update the user roster, and highlight the Account Type column.  Then, submit a request to IntusCare Support.  Your Support Consultant will take it from there, reviewing both the Practice Home in Elation and Tasks in CareHub before initiating the change, possibly consulting with you on any clean up that is needed; since this action does require creating a new account.  Once the new account is created, we will share with you the new credentials and instructions to complete the set-up! 

Can a user's name be changed or updated in CareHub and Elation? 

Yes!  A name change due to legal changes or misspellings is easy to resolve!  Update the user roster and submit a request to IntusCare Support.  

Will the user lose access to their account during the name change process?

No, name changes are configuration updates that do not affect account access or existing data. The user can continue using CareHub normally during the processing period. 

What about email changes? What is the process for those? 

Since emails are utilized for usernames, a change in email will require a new account.  Update the user roster and submit a request to IntusCare Support.  Your Support Consultant will take it from there, reviewing both the Practice Home in Elation and Tasks in CareHub before initiating the change, possibly consulting with you on any clean up that is needed; since this action does require creating a new account.  Once the new account is created, we will share with you the new credentials and instructions to complete the set-up!