MySecurePractice Portal: User Manager Role

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Instructions below ONLY apply to the MySecurePractice Portal.

The User Manager role gives you the ability to manage your own practice's users (re-inviting them to register, purchasing SecureMail), along with the ability to reinvite users from another practice.  Please note, you cannot directly invite users from this page.  

  1. Identifying the User Manager Role
  2. Manage Account Page Overview
  3. Reinvite a User
  4. Edit a User
  5. Purchasing SecureMail for Another User
  6. Unlock a User

Identifying User Manager Role

*User Manager capabilities will automatically be added to the account that was the first created for your practice.

If you do not see this option listed for your user, you can request this at anytime by emailing or contact PBHS Support further.  

  1. Once you login
  2. From the dashboard, select the Manage Account option (if you have the User Manage role) or if you are already past this dashboard, skip down below:
    manage-dashabord.png
    1. OR - Select your Avatar in the top right hand corner, with your name listed:
      manage0.png
              
    2. If you have the User Manager role, you will see an option labeled Manage MySecurePractice Accounts:
      manage1.png
              
  3. Once selected, this will take you to your Manage Account page. 
    manage2.png

Please see the Manage Account Page Overview.

 

Manage Account Page Overview

From this page you will see any invited or registered users under your practice, here you can do the following under the Manage Account Page.

Note: once an invited user in ANOTHER practice registers, they will no longer be visible in your Manage Account list of users.

*In order to see users under your Manage Account page, you must have completed one of the following actions:

  1. Invite a Doctor/Staff through SecureMail (in your practice)
  2. Invite a Doctor/Staff/Patient through SecureMail (not in your practice)
  3. Invite a Patient through TruForm
  4. Invite a Patient through Collaborator
  5. Invite a Doctor through Collaborator

Now follow the instructions below:

  1. Once you login
  2. From the dashboard, select the Manage Account option (or if you are already past this dashboard, skip down below):
    manage-dashabord.png
    1. Select your Avatar in the top right hand corner, with your name listed:
      manage0.png
    2. Select the option labeled, Manage MySecurePractice Accounts:
      manage1.png

  3. Under the Manage Account page, you will see any non-registered user which you have invited along with all users under your practice who are registered:
    manage2.png
    1. **Once a invited user who is NOT apart of your practice is registered, they will no longer show in your Manage Account list.  
           
  4. Here you can see the following column headers, which each user listed (each column is sortable):
    1. First Name
    2. Last Name
    3. Email
    4. User Role (Doctor/Staff or Patient)
    5. Created or Invited Date
    6. Last Activity (if registered, only for users in your account)
    7. Registered:  This will allow you to see if thig5
    8. SecureMail Tier (Free or Paid)
    9. Actions (Reinvite and/or Edit)
    10. You can use the search field to search for:
      1. First Name
      2. Last Name
      3. Email
        manage3.png

Additionally, you can complete the following actions (dependent if the User is Registered or Not):

Not Registered Users Registered Users
  1. Reinvite a User
  2. Edit a User
  1. Edit a User
  2. Unlock a User
  3. Purchase SecureMail for a User

 

Reinvite a User

  1. Once on the Manage Account page
  2. Find the user to Reinvite, and select the Reinvite button:
    1. This will ONLY show for Not Registered users
      manage5.png
           
  3. You will see a black confirmation, located in your upper right hand corner letting you know the invitation was sent!
    manage6.png

  4. Once sent, the Reinvite button is no longer visible for this user.  This is just to ensure you do NOT spam the user with multiple email invitation.  

    **If you need to resend this invitation again, you can refresh this page and the Reinvite button will be visible again until the user has registered OR you reinvite them again.
    manage7.png

 

Edit a User

In this section, we will go over the following:

  1. Editing Not Registered Users
  2. Editing Registered Users

Editing Not Registered Users

This will go over editing a user that is NOT registered (either in your practice or in another practice).  

  1. Once on the Manage Account page
  2. Find the Not Registered user, and select the Edit button:
    edit3.png
         
  3. Here you can edit their Email Address (you can do this until this user is registered):
    edit1.png
           
  4. Once you are done editing, select the Save button.  This will immediately resend the initial email invitation to the updated/saved Email Address:
    edit2.png     
  5. This will bring you back to the Manage Account page, and a black confirmation will display in upper right hand corner once the email is updated and invitation is resent:
    edit4.png

Editing Registered Users

This will go over editing a user that is registered under your practice.  Please note you 

  1. Once on the Manage Account page
  2. Find the Registered user, and select the Edit button:
    sm1.png
        
  3. Here you can review the following:
    1. Email Address:  This cannot be changed by the User Manager for ANY registered users.
    2. SecureMail Current Tier (Paid, Paid with Plugin or Free)
      sm9.png
      Paid - SecureMail Paid - SecureMail + Outlook Plugin Free
      sm12.png sm11.png sm10.png
            
    3. Shopping Cart button for SecureMail Plan Purchases:  You can purchase SecureMail for any other user in your practice (excluding patients), using the Shopping Cart button.  The user you are logged in as, must have a credit card on file in order to see the Shopping Cart button.  
      1. Purchase SecureMail (and SecureMail Outlook Plugin) Monthly or Annual Plans
      2. Purchase an upgraded plan for the paid SecureMail user.
        sm8.png
    4. Selecting the Save or Cancel button will redirect you back to the Manage Account page:
      sm13.png

 

Purchasing SecureMail for Another User

With the User Manager role, you can purchase SeucreMail (and SeucreMail Outlook) options and plan upgrades for other users in your practice through the MySecurePractice portal.  

You can only purchase options and plans for Doctor and Staff accounts, this option is NOT available for patients.

  1. Once on the Manage Account page
  2. Find the Registered User you would like to buy SecureMail for, and select the Edit button:
    sm1.png
          
  3. Select the Shopping Cart button:
    sm2.png
    • If the user is already on an Annual Plan for SecureMail and the SecureMail Outlook Plugin, like this example highlighted below:
      plan-example.png
            
    • If you select the Shopping Cart button on this user, you will see the message below.  As there is no additional options to be selected for this user:
      no-available-plans.png
  4. Select the options/plans you would like this user to have, by selecting the checkbox to the RIGHT under the Add column:

    *Note, the plan options will vary dependent on the user selected:
    sm3.png
          
  5. Select the Purchase button:
    sm4.png
        
  6. A pop-up will ask you to confirm the purchase with your credit card on file, select the OK button to proceed:
    sm5.png
  7. Back on the Edit User page, select either the Save or Cancel button to get back to the main Manage Account page:
    sm7.png

 

Unlock a User

If a user in your practice fails to login to the https://mysecurepractice.com portal (more than 6 failed attempts) their account will be locked for security purposes. 

The locked user can either:

  1. Complete a Forgot Password (to reset their password)
  2. Request that their User Manager Unlock their User (they can then try to login again)

How to Unlock a User

  1. Once on the Manage Account page
  2. Find the user who is locked, and select the orange Unlock button:
    unlock1.png
        
  3. This will instantly unlock the account, and display a black confirmation in your upper right hand corner once complete:
    unlock2.png

 

User Manager user capabilities:

*Remember to keep in mind these features should only be used for user accounts that are part of your practice - NOT accounts for your colleagues or referring offices that are part of another practice.

*The User Manager role is simply for paying for a user account that is part of your practice, it is not used for inviting users within your practice.

*User Manager capabilities will automatically be added to the account that was the first created for your practice.

1. Modifying 2-Step Verification Settings

Within the "Manage Users" view you will find the 2-Step Verification Settings for all users on your account. Here you can toggle this setting on and off to require a second verification step during the registration process for doctors or patients you send secure messages to.

Read more about 2-Step Verification settings here.

2. Viewing Users and their registration status

This "Manage Users" option will show any MySecurePractice portal user that has been invited to your practice's main account - whether they have registered fully or not.

See instructions for inviting users to your account for the first time here:
Invite a doctor or staff in your practice to use SecureMail

You will see in the Manage Users view that they have either registered but haven't completed the two-step verification, or that they have fully registered and completed the two-step verification.

3. Editing information for invited users

If your account is a User Manager, within the "Manage Users" screen you will have the option to "Edit" the information for any user you have invited and update information to assist them with the registration process. You can modify the email address you sent the original message to, as well as the phone number or cell phone number you entered during the sending of the original message. Remember to SAVE your changes, then you can ask the user to try following the registration link again and/or send them a new message to the current email address for the account.


 

4. Paying for additional user accounts

Once you select the "Edit" button on any given user's account, you will have the option to "Purchase SecureMail for this User," similar to below:

If you choose to purchase SecureMail for a user, you will see the confirmation screen shown below and this account will be granted paid SecureMail access immediately:

 

**This will start charging the $10/month per account fee using the credit card used to pay for your original account with. If you wish to make any changes to this payment method or other arrangements, you must contact our Billing Dept. directly at 800-840-5383.

5. View your SecureMail payments and invoices

A User Manager user has the ability to view their SecureMail payments (for your account and any others you may be paying for) within the Messaging tab your user Profile settings. Choose "Profile" from the drop-down menu in the upper right corner of the screen and then the "Messaging" tab to see this option.

 

Here, clicking the "View Invoices" button will open up a list of payments (for your user and any others your User Manager account is paying for) and also provides a button that will email the invoices for your user only to your email address.

6. Managing User Manager users on your account

Your practice's main account can be setup with as many User Manager users as are needed. Only PBHS Support can assist you with adding User Manager privileges onto an existing user's settings.

Also keep in mind that this User Manager user must have a credit card on file. If your account was granted User Manager privileges but already paid for by another User Manager, you will not be able to pay for additional accounts in this way.

 

 

 

 

 

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