IWeb Administrator Guide

User Access Level: Registry Client

The Registry Client user access level is used generally for user ID (account) creation and access level assignments.

IWeb Core Menu Items

Registry Client users have access to the following IWeb core menu categories and items:

Menu Category	Menu Item
Favorites	Add/Edit Favorites
Main	Home
	Login
	Logout
	Select IRMS
Patient	Search/Add
	Demographics
Vaccinations	View/Add
	Forecast
	Summary
Settings	Personal
	Forecast
Exports	Medicare
Job Queue
Remote Registry
Change Password
Help

Permissions

The following permissions are available for use with the Registry Client user access level. See the User Management Settings topic for information on how to assign permissions to users.

Permission

Description

Add State Logo to Reminder/Recall Notifications

This permission allows users to add a state logo to reminder/recall notifications.

Aggregate Vaccine Counts

This permission enables the Aggregate Vaccine Counts link in the Lot Numbers menu category. This link allows users to enter new lots in table format. The primary purpose of this page is to allow fast data entry when a new provider is entering multiple lots.

Allow Public Lot Addition

When this permission is given, the Funding Source PUB/PRVT options display on the Lot Number Maintenance [Add] page. If this option is not enabled (deselected), the Funding Source field contains PRVT.

This field can work with the property Enable Restriction to Public Lots as follows:

If a Registry Client without this permission logs in and selects a depot organization (IRMS), then creates a new lot, both PUB and PRVT are available for Funding Source regardless of whether the Allow Public Lot Addition permission was granted. The user can create Public or Private lots.
If a provider logs in (non-Depot) with this permission, he or she can select either PUB or PRVT.
If a provider logs in (non-Depot) without this permission, PRVT is the only available Funding Source. The lot is saved in the database as a Private lot.

Block Administered Vaccine Entry

This permission blocks the user from entering administered vaccines.

Block Adverse Reaction

This permission prevents the Adverse Reaction field from displaying.

Block Contraindication

This permission prevents the Contraindications button from displaying on the Vaccination View/Add pages.

Block Patient Data Access

This permission displays only these menus categories for Registry Client users:

Main
Organization (IRMS)
Facilities
Lot Numbers
Orders/Transfers
Reports
Administration
Help

Organization (IRMS) Client and Facility Client users can only see the above menu categories and the links that are available to them.

This permission enables these reports:

Reports > Reports Module:

Vaccinations Reports
Vaccine Management Reports
Site Information Reports
Vaccines for Children

Reports > State Reports:

All state reports

The Administration menu is enabled only for Registry Client users and offers these sections:

Vacman Vaccine Settings
Define Order Set
Archive Orders

First Responder, Mass Immunizations, and Executive Dashboard are not displayed if the user has Block Patient Data Access. State reports for patient-specific reports are also not available.

Block User Management Access

This permission blocks the user from accessing the User Management pages.

Bypass Ordering Requirements

This permission allows the user to skip the Correct Lot Decrementing step in the ordering workflow.

CASA Export

This permission allows the user to access the CASA Export menu category. See CASA Export.

Child Care Administrator

This permission enables the Child Care Administrator (District or State) to edit Child Care Name, Health District, Inactive Status, Child Care Type, Licensure, ICCP, Food Program (CACFP), and Date of Last Health Inspection fields on the Edit Child Care, Child Care Maintenance, and Define Child Care Facilities screens, but only when the Child Care module is enabled.

Correct Lot Decrementing

This permission allows the user to correct lot decrementing.

CRA Administration

This permission enables the Countermeasure and Response Administration for Mass Immunization Campaigns/Tiers and displays the Agg Reporting link in the Exports menu category. See Campaigns.

Create Alerts

This permission displays the Alerts link on the Administration Main Menu page and allows the user to create Provider Agreement alerts.

DTT Export Source Option

This permission enables the DTT Export link to display in the Exports menu category. The export source determines whether the original record (reserve) or the current record (master) is exported. See Import/Export.

DTT Import Access

This permission enables the DTT/HL7 Import link to display in the Imports menu category. See Import/Export.

DTT Profile Creator

This permission enables the Create DTT Profile button to display on the DTT Import and DTT Export pages. See Import/Export.

Default Vaccine Management

This permission allows one user from the organization/facility to select a set of default lots for everyone in the organization/facility. It also allows the Default Lot Numbers link to appear in the Lot Numbers menu category and the Facility link to appear in the Settings menu category.

Note icon A user can override this setting by enabling (selecting) the Override Facility Settings option on their Personal Settings.

Delete Administered and Historical Vaccine

This permission enables a Registry Client user to edit/delete administered and historical vaccines in the database, regardless of organization (IRMS) ownership and status. It allows state administrators to delete vaccines from inactivated organizations without having to reactivate the organization. This also makes data manipulation requests easier since the administrator does not have to toggle between organizations.

Display Inactive Organization (IRMS) Dropdown

This permission enables the user to view inactive organizations in the Organization (IRMS) drop-down list in Registry Settings.

Document Center Access

This permission enables the Document Center link to appear under the Main menu category. It provides a method for users to download files that were uploaded by administrators. See Document Center.

Executive Dashboard Access

This permission enables the Executive Dashboard menu category and links (Default View and Setup Views) to display. See Executive Dashboard.

Facility Administration

This permission enables the Facilities menu category to appear. See Facilities.

First Responder Access

This permission allows users to access the First Responder application. See the First Responder Module User Guide.

HEDIS Assessment

This permission enables the HEDIS (Health Plan Employer Data and Information Set) menu category to display for Organization (IRMS) Client and Registry Client access. See HEDIS.

Inactivate Lot Numbers

This permission enables the user to inactivate lot numbers.

Inactivate Patients

This permission enables the user to view Inactive patients and inactivate them on the Patient Demographics page.

Inventory Correction

This permission allows user to perform corrections to inventory.

Lead Management Access

This permission enables the Lead menu (with the Letters, Reports, and Maps links) to display. This is only applicable when the Lead module is enabled. See the Lead Module User Guide.

Lead View Access

This permission enables the Lead menu (with the Screening History link) to display. This is only applicable when the Lead module is enabled. See the Lead Module User Guide.

Lot Number Manager Access

This permission enables the Lot Numbers menu category to display. See Lot Numbers.

Lot Number Manager Edit

This permission can only be given if the user has the Lot Number Manager Access permission.

This permission (Edit) allows the Lot Number and Manufacturer fields to be modified on the Lot Number Maintenance Update page even if the lot has already been used. All reports and pages that display Lot Number when the lot number has been updated display the new value. These include:

Vaccination Detail
Vaccination Edit
Lot Recall Report
Lot Number Summary
Inventory Transaction Report
Patient Detail Report
Vaccine Lots to Expire Report
Cost Report by Lot Number Report
Vaccine Dispensed Report

The Private/Public Lot Numbers on the Vaccinations View/Add - Select Lot Number page are grayed out. See Lot Numbers.

Manage Reminder/Recall

This permission enables a user to access all options for Reminder Recall: Reminder Recall, Run Templates, Create Templates, and Manage Cohort. See Reminder/Recall.

If the Enable Global Search option has been enabled, Facility Client and Organization (IRMS) Client Users are able to use the Registry Client user's saved searches under the Run Templates option if the IRMS and Facility match. For example, an Organization (IRMS) Client can use global, Organization, and Facility Client users' templates. A Facility Client user can use global and Facility templates. This includes all of the options that are available with Run Reminder/Recall.

Management Reports

This permission enables the Management Reports link under the Reports menu category. See Management Reports.

County View users have limited access to these reports: Pocket of Need, Patients Vaccinated, Doses Administered by Antigen and Age, and Coverage by Vaccine. When County View users are given this permission, the UFM/Scheduling permission is also required. If this permission is not included, these users cannot generate the reports.

Map Designer Access

This permission enables the Map Designer link to appear under the Reports menu category.

Mass Immunizations / Dispensing (WA)

This permission enables the Mass Immunizations application to appear in the Select Application drop-down list. See the Mass Immunizations Module User Guide.

Master Patient Data Access

This permission allows public health users to view private fields for other organizations. This permission can be assigned to Facility Client/View, Organization (IRMS) Client/View, or Registry Client/View users. This permission:

Switches Patient Demographic Detail/Edit to Master View
Displays View Address History on the Patient Demographic Detail page
Displays Patient Changes Report and Patient Queries Report
Displays Manual Deduplication (both Bath and User Report) only for Organization (IRMS) Client and Registry Client users (not Facility Client or View users). The organization (IRMS) drop-down lists are restricted to the user's organization or the organizations belong to the user's Organization (IRMS) Group.
Displays Separate Bad Merges

If this permission is granted, all fields on the Patient Demographics page display the fields from the master record. Also:

If multiple addresses and/or multiple guardians are enabled, the addresses/guardians that display are the current owner's data.
Displays the Patient Demographic Master View (instead of Patient Demographics)
Patient address history displays at the bottom of the screen with the Street, City, State, and Zip Code compressed into one field: Full Address. The Phone number field also displays.

Message of the Day Edit Access

This permission enables a new link on the Administration page for editing the Message of the Day. See Message of the Day.

MyIR

This permission displays the MyIR link on the menu for access to the MyIR application.

PHC-Hub Access

This permission allows users to access the PHC Hub application interface. PHC Hub access is controlled by a role-based permissions scheme driven by the permissions and user-access levels defined in IWeb. This permission is a prerequisite to the roles. Roles include:

Administrator - Can see menu items for and change app settings, create/edit import and export profiles including code mapping and registry data flow valve control, and run any report across any IRMSes.
Projects - Can see menu items for and create/edit/work with the interface status manager, contacts, and actions.
Import - Can see menu items for and have use of selecting an import profile and uploading files (available import profiles are restricted if user is an IRMS Client user).
Test - Has access to Test menu including Message Constructor/Deconstructor (quick view) and transaction handler, and code value definitions. (No system changes are made on these pages.)
Review - Can run reports specific to their IRMS/Facility, and review errors and imported messages for profiles in their IRMS.

Also see Keycloak Roles for SSO access.

Physician Administration

This permission enables the Physicians/Vaccinators menu category to appear. See Physicians/Vaccinators.

Project Tracker Access

This permission allows the user to access the PHC-Hub application via the Select Application drop-down list. This requires that the PHC-Hub URL be defined in the settings.

Provider Ordering

This permission displays the Orders/Transfers menu category and the Alerts, Current List, and Search History options. Before creating a County View user ID, however, the County View user's organization (IRMS) must first enable the Local Approver option. See Orders/Transfers.

Provider Recruitment Administrator

This permission displays the Provider Recruitment menu category links (Activities, Vendors, Trainings, Help Desk and Contacts). Additionally, when editing an organization, the Recruitment fields and links appear on the Organization (IRMS) Maintenance page. This is only applicable when the Provider Recruitment module is enabled. See the Provider Recruitment Module User Guide.

Registry Settings

This permission displays the Settings and Define Values sections (includes Define Email Subject)on the Registry Client's Administration Main Menu page. The links that Registry Settings enables are:

Registry Vaccine Family Settings
Properties
Additional Registry Settings
Confidentiality Agreement
Password Rules
Define Email Subject
Patient Demographics Display Settings
Required Fields
Config Vaccines
IRMS/Facility Merges
Define Health Plans
Define High Risk Categories
Define Programs
Define Associations
Limit Manufacturer by Vaccine
District/Region to County/Parish Relationships
Define Lookups
Reminder Recall Exclusions
Forecast Preferences

Requires the System Administrator permission. See Registry Settings.

Remote Clinic Export

This permission displays the Remote Clinic link in the Exports menu category.

Run Registry Reports

This permission allows the user to run registry reports.

Security Access

This permission allows specific Administrative reports to appear under Reports > Reports Module. The reports that this enables are:

This is only applicable when the Security module is enabled.

Serology Management Access

This permission displays the Config Serology link on the Administration Main Menu page when the Enable Serology property is enabled. This option was created for providers and public health clinics that were already using the registry for immunizations, but wanted to be able to record serologies for their employees. It is simply a recording tool and does not factor into the forecast. See Config Serology.

Serology View Access

This permission allows recording of serology/titer values, separate from immunization records. The Enable Serology property must be enabled. The Registry Settings permission is required to configure Serology Defaults. See Config Serology.

State/Local Order Approver

This permission enables the user to approve orders that have been sent by providers.

Suppress Demographics Address Check

This permission allows a patient to be added or updated without providing address information. The purpose of this option is to allow administrators to edit fields such as Inactive status even if they do not know the patient's current address.

System Administration

This permission displays the Search/Add link on the Administration Main Menu page. The following options are enabled on the Administration Main Menu page when System Administration is enabled:

IRMS VIS Date Defaults
Doses Administered Report Configuration
Search/Add User
Users Logged In
User Reports
Define Schools
Define School District
Restore Archived Patient
Clear DQA Data
Manual Deduplication
Separate Bad Merges
Ambiguous ID
Run Deduplication
Master Deduplication by External Source
Schedule Recurring Deduplication
Merge History Report
Stop Scheduled Deduplication
Define Deduplication Reasons
Annual School and Grade Updates
Define Report Series
SN Forecast Settings
School Requirements
Manage Grade Levels

(Only Registry Client users with the IWeb System Administration permission can access the PHC Hub App Settings page.)

Terminate Session

This permission displays the End Session link on the Administration Main Menu page. It also enables the User Logged In and User Activity Tracking links. See User Management Settings.

Third Party Billing Access

This permission allows a user access to Third Party Billing. The Enable Third Party Billing property must be enabled in order for the Insurance Information and Patient Encounter menu links to appear in the Patients menu category. See Insurance Information.

UFM Access

This permission displays the Scheduled Reports menu category and the Schedule buttons for specific Registry, Quality, and Administrative reports (from the Reports Module). See Scheduled Reports & Job Queue.

Update Facilities Through DTT or HL7

This permission allows existing facilities to be updated from the data submitted via DTT or HL7. This should be used when providers change their facilities frequently and need to maintain them without State Administrator intervention. See Import/Export.

Upload HL7 Access

This permission displays the Imports menu category with the HL7 Realtime link. Additionally, it gives the user account access to the HL7 server entry point so that messages can be automatically sent to the registry using an HTTPS post. Note that if a user attempts to log in without this permission, they receive an Access Denied message. See Import/Export.

Vaccine Ordering Management

This permission allows Organization (IRMS) Client users to access the following Administration functions without having the Registry Settings permission:

VacMan Vaccine Settings
Properties/Vaccine Management
Define Order Sets

For VOMS 2.0, the Access VOMS Keycloak role is also needed.

View Patient Address History

This permission allows System Administrators to select whether or not Registry Client users can view patient address history on the Patient Demographics page. Requires the Security module to be enabled.

View Pocket of Needs Reports

This permission allows the Pocket of Needs Report to be run and viewed (available under Management Reports). See Pocket of Need Report.

Waitlist Access

This permission displays the Waitlist menu under the Patient menu. The facility must also have the Enable Waiting Room property enabled. See Waiting Room and Search/Add/Edit Facilities.