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User Management
The User Management module has five components and generally controls the user access and privileges within the application.
In this article
✨ Tip ✨
If you prefer to manually configure these areas, we recommend that you start with Roles. To create a new User, you must select a Role for the User.
Users
Users are typically set up during the system implementation phase. An end-user is any clinician, administrator, support team or family member that requires access to the LookDeep system. Your LookDeep Account Manager can assist you with importing users via a spreadsheet or they can be added manually. Additionally, integration with your Active Directory can provide SSO access for your users.
Users List
The User List page provides a summary of users in the system including important details such as their Name, Email, Hospitals they have access to, Groups they are assigned, their Role, and Status.
Add Users
Users can be uploaded by the LookDeep Support team or manually.
To add a User manually, click the "+ Add User" button and complete the form:
- Name: user's name
- Title: user's title
- Email: user's email
- Role: user's Role which defines the view and edit privileges for patients and access to certain system functions.
- Hospitals: select all the applicable Hospitals to which this user will have access.
- Timezone: local for the user
- SSO User: toggle on/off. Set to on if Active Directly integration is enabled.
- Is Active: toggle on/off
A welcome email will be sent to the user requesting that they establish a password for access to the system.
Edit Users
To edit a User, click the "Edit" button and update the form. The following fields are not editable:
- Email: because this is critical to the user's login process
- SSO User: because this is controlled but the Active Directory integration if enabled
❗️ Important Considerations
- When a User is made Inactive, they will automatically be removed from all Groups
- When creating or editing a Group, Inactive users are not shown
- Admins can only add/remove a User from Groups that they have access to
- Example - Admin has access to Hospitals A and B
- When editing a User profile, they can add or remove only those Hospitals
- They can not add or remove Hospital C for that User
- Example - Admin has access to Hospitals A and B
Roles
Each User is associated with a single Role that defines their access privileges in the system meaning create, edit, and view access to the various modules and functions. This is typically set up during the system implementation phase with default Roles provided.
Roles List
The Roles List page provides a summary of Roles available in the system.
Adding Roles
To add a Role, click the "+ Add Role" button and select all applicable privileges.
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• Add Chart - the ability to add the Block chart type in Central Monitoring • Manage Shared Views - access to Hospital System > Views in order to remove unneeded Shared Views from the system for all users • View Central Monitoring - access to Central Monitoring |
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• Create/edit forms - the ability to create new forms and edit existing forms • Fill forms - the ability to use the forms as an end-user • View all forms - the ability to view the list of all forms via the Form Builder menu option |
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• Edit health system preferences - access to the Health System > Preferences menu and the ability to edit those preferences
• View health system preferences - access and ability to view the Health System > Preferences
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• Edit homepage layout - the ability to update the hospital Homepage. This requires the use of basic CSS/HTML. • Edit hospitals - the ability to edit an existing hospital record • View hospitals - the ability to view hospitals within the Hospital System |
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• Create / edit rooms - the ability to create new Rooms and edit existing Rooms • Create / edit units - the ability to create new Units and edit existing Units • Edit video devices - the ability to edit an existing video device • View rooms - the ability to view existing Rooms • View units - the ability to view existing Units • View video devices - the ability to view existing video device |
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• Create / edit patients - the ability to add a new patient or update an existing one • Manage ADT feed - the ability to review and resend ADT messages • View patients - provides access to the Patient List menu option |
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• Access live video - the ability to use live video with a patient (ie. Central Monitoring, Virtual Nursing, etc.) • Create / edit patient monitors - the ability to create a new Monitoring session or edit an existing one • Receive patient monitor notifications - the ability to receive notifications • Send announcements - the ability to send a Language Announcement into a patient's room. This is a feature available in Central Monitoring. • View patient monitors - the ability to view a patient monitoring session |
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• View reporting - the ability to view the Reporting > Data Export menu option. This is typically administrative-level access to export all hospital data for usage in a local data management/warehouse solution. Note: the Shift Report is always available to all users. |
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• Create / edit groups - the ability to create a new Group and update an existing Group • View groups - the ability to view all Groups |
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• Create / edit roles - the ability to create a new Role and update an existing Role • View permissions - the ability to view Role permissions |
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• View audit logs - access to the Monitoring > Logs menu option. Ability to view the system logs. |
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• Create users - the ability to create a new user • Edit users - the ability to edit an existing user • View users - the ability to view all users |
Editing Roles
To edit a Role, click the "Edit" button and update the privileges.
Groups
A Group is a security object that gives users access to specific Units within Hospitals. Each User record has access to one or more Hospitals. The Group object extends and organizes that access to specific Units within those Hospitals. This access will allow a user to specifically see patient monitoring, live video and clinical data/charts associated with patients in the associated Rooms.
- Hospitals have Units
- Units have Rooms
- Rooms have Patients
Through the Group object, Users are given access to see a patient's clinical details and connect with them on a live video.
Groups List
Expand a Group to see the Units and Users connected to each Group.
Add Groups
To add a Group, click the "+ Add Group" button and complete the form.
- Group Name: select a unique name for the Group
- Group Description: optionally, add a description for the Group
- Hospitals: select one or more Hospitals
- Units: select one or more Units from the selected Hospitals
- Users: select one or more Users who have access to the selected Hospitals. Reminder: users have access to Hospitals via their user profile.
Edit Groups
To edit a Group, click the "Edit" button and update the Group.
❗️ Important Considerations
- Group editing is flexible however it requires careful operation as it’s very powerful.
- Admins can edit all fields: Hospitals, Units and Users
- Users must have access to ALL Hospitals in the Group
- Adding a Hospital will remove all Users previously assigned to the Group from the Group who do not have access to that Hospital
- Removing a Hospital will remove all Units from the Group for that Hospital
- Admins can only add/remove a User from Groups that they have access to
- Example
- When editing a User profile, they can add or remove only those Hospitals
- They cannot add or remove Hospital C for that User
- Example
Access Browser
The Access Browser is a powerful interactive tool designed to help navigate a large hospital system's security structure. There are many useful scenarios - for example:
✨ Tip ✨
Each click further refines the scope. It's best to clear the filter at the top between searches.
(1) Start with picking a single Group or a single Unit
- When you pick a single Group, it will show you all the Units associated with that Group.
- Below that, it shows you all the Rooms which are part of those Units.
- You can select more Groups to expand the search. However, you can not select a Unit until you clear the filter.
- Or when you pick a single Unit, it will show you all the Groups that reference that Unit.
- Below that, it shows you all the Rooms which are part of the selected Unit.
- You can select more Units to expand the search. However, you can not select a Group until you clear the filter.
(2) Start with a User
- Picking any user will show all the Groups, Units, and Rooms that the user has access to.
Family Connect
The Family Connect option is used by Hospitals that are providing select patient family members with access to the LookDeep iOS application called Family Care Connect. This application enables family members with audio and video access to their loved ones while they are in the hospital with no staff intervention required. The Hospital controls the virtual visiting hours and enables access on a case-by-case basis.