Security

Table of Contents:

1. Security in Residex
2. Security Details
3. Staff Security Review
4. IP Address Restriction

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Security in Residex

Residex has detailed controls that allow administrators to set exactly what each staff member can view, add to, or change. Users with Staff Data Entry (Role 14) AND Staff Security Manager (Role 15) can manage the access levels of other users, allowing precise control of what each of your users can see and do within the system.

Staff Security

You can view a user's permissions by going to Staff > Staff > staff profile > Security. User's permissions are broken down across a few sections: provider type, login & access, resident data access, staff data access, and other roles.

Provider Type

Provider types define each user's system capabilities: which services are visible for eCharting, charting time restrictions (how far backward or forward they can chart services and medication passes), and available report access. Each user must have a 'provider type,' the list of provider types can be customized per client and may be different than shown here.

Login & Access

This section will allow you to specify if a user can login to app.residex.ai, if they are restricted from the physical locations they can log into app.residex.ai from, and which campuses they can access (if you have more than one campus).

Campus Access

If you have more than one location or 'campus,' you can grant users the ability to access one campus only, multiple campuses, or all campuses as you see fit.

Users with the Supervisor (Role 13) will automatically have access to all campuses.

Resident Data Access

• Specify what types of resident data a user can view and edit by assigning roles.
• Specify if a user only has access to certain residents within a campus (typically used to grant access to third party care providers like hospice staff, pharmacy techs, rounding doctors, or others who only should have access to health care information for certain individuals.)

Staff Data Access

Specify what types of staff data a user can view (for other staff members).

Faxing/Files Roles

If your campus has licensed eFax, permission to send and/or receive faxes in Residex can be granted through role assignment. The ability to receive faxes OR files via Residex Send can be granted here as well.

Administration

Other Roles

Additional permissions can be granted in the 'Other Roles' section

Keep in mind when granting Staff Roles

Role changes are logged for security
Whenever permissions are added or removed, a record is created, so changes can be traced.

Start small
Limit a user's permissions to the bare minimum needed to do their job, you can always add more later.

Limit access to powerful roles
The following roles control sensitive capabilities and settings and should only be granted to people who have specific responsibility and training: Administrator (Role 411) and Staff Security Manager (Role 15).

Security Details

Provider Types

Provider Types are a hierarchical list of the types of staff within your organization.
They allow you to setup a template of permissions that determine access to some Residex features. Your provider type determines:

• What reports you can view
• What types of work you can chart, and how early/late you can chart
• What dashboard/login report you see when you log in
• What incident types you can enter and view
• What documents you can upload or view
• What alerts you will receive
• Nurse provider types will allow users to:
  • Turn on the alerts feature for him/herself
  • Strike their own notes
  • Create 'provider orders'
  • Push out policies to staff from Admin > Policies/Procedures
  • Review PRN meds administered, declined medication, meds sent out of facility, out of range vital signs
  • Record staff supervision
  • Complete incident clinical reviews
  • View campus details and update campus information
  • View only access for community setup, global services, global medications
  • View Pharmacy Connect setup and link residents
• From the Today > Assignments screen 'Done' list, you will see the redo option for a service IF:
  • You originally completed the service
  • You have the Manager (Role 11) or Supervisor (Role 13) OR are a Nurse provider type

A user's provider type will determine the reach and scope which that provider should have. Provider types are hierarchical, a user can do anything assigned to their provider type or below.

Resident Data Access Roles

Your roles In Residex determine much of what you can see and do in Residex. You can view any staff member's roles by going to Staff > Staff > staff profile > Security.
We typically recommend that nurses are granted all 'Resident Data Access' roles.

There are role templates that can be set up, automatically assigning a set of roles by provider type. Users with Administrator (Role 411) can access and edit these templates by navigating to Admin > Provider Types > and clicking 'edit' to the right of each provider type.

Base Role (Role 0)

• Allows the user view-only access to the resident notes and medications in the resident profile

Data Entry (Role 1)

• Add a new resident
• Import a resident from another campus
• Manage resident resources
• Manage any documents (authorized for your provider type)
• Upload resident photo

Services (Role 2)

• Manage resident service plans
• Manage campus chores

Clinical (Role 19)

• Add new medications to the global medications list
• Manage options for types of resource professionals
• Create or delete assessment snippets

Medications (Role 3)

• Manage resident medications and process Pharmacy Connect

Notes (Role 5)

• Record new resident notes and edit notes you entered (but not notes entered by someone else)

Care Coordination (Role 8)

• Can create and edit appointments/provider contacts

Incidents (Role 6)

• Record an incident/audit if granted permissions under Admin > Incident/Audit Types

Assessments (Role 32)

• Record clinical assessments

Residex Connect (Role 43)

• Send/view Connect messages to client or contact

Staff Data Access

Staff Data Entry (Role 14)

• Manage the list of staff (create and edit staff profiles)
• Perform staff supervision (for users with a nursing provider type)
• Access the staff meetings screen

Staff Security Manager (Role 15)

• Manage staff access (including your own)
• Manage staff roles of staff members other than yourself
• Reset passwords of other staff member if you also have Staff Data Entry (Role 14)
• Manage your own roles if you also have Supervisor (Role 13) - (excluding Base Role (Role 0), Administrator Assistant (Role 410), and Administrator (Role 411)
• Note: Staff Data Entry (Role 14) is required to see this role option

Staff Notes (Role 16)

• Allows the ability to enter/edit notes about staff members other than yourself
• Note: Staff Data Entry (Role 14) is required to see this role option

Time Clock Manager (Role 20)

• Allows the ability to view, add, edit, and delete time clock data
• Note: Staff Data Entry (Role 14) is required to see this role option

Staff Notes (Role 26)

• Allows the ability to view notes about staff members other than yourself
• Staff Data Entry (Role 14) is required to see this role option

Residex Connect (Role 44)

• Send/View Connect messages to staff

Billing/Financial

Billing (Role 4)

• Allows for the billing tab to be visible
• Allows for view-only access of the billing tab
• Allows for the billing notes, billing documents, discounts, and invoice notes tabs to be visible on the fees/payers screen
• Billing Supervisor (Role 23) is required to adjust general invoice notes. Billing (Role 4) only allows a user to adjust individual resident invoice notes

Billing Supervisor (Role 23)

• Gives access to edit campus-specific billing configurations, including general configurations, rent, care packages, supplemental packages, other charges, and GL codes.

Billing Manager (Role 28)

• Gives the ability to edit global and campus-specific billing configurations

Personal Funds (Role 27)

• Allows for personal funds management

Fees and Payers (Role 21)

• Gives access to resident fees/payers screen in order to add and update rent, packages, and payers

Accounts Receivable (Role 22)

• Gives access to Accounts Receivable to be able to enter receipts and apply to accounts, the user also would need Billing (Role 4)

Faxing

Send Faxes (Role 41)

• Allows the ability to send faxes 

Receive Fax/Files (Role 42)

• Allows the ability to receive and process faxes

Administration

Owner (Role 35)

• Only Residex staff can grant this role

CEO (Role 34)

• Only Residex staff can grant this role 

CFO (Role 29)

• Gives access to the merchant account screen (only Residex staff can grant this role)

Administrator (Role 411)

This is the most powerful permission that can be granted to a Residex user because it allows users to manage sensitive, critical configuration settings. It should be restricted to as few users as possible.

• Manage configurations that could affect all campuses in large multi-campus organizations
• Manage/edit community information
• Manage a community-type list
• Request assessment & incident configuration
• Manage the global services list (which impacts billing from Residex)
• Manage the global medications list
• Set up staff role templates
• Manage policies/procedures
• Manage document type options
• Manage incident/audit type options
• Add new resource professionals and organizations
• Deleting/merging resource professionals and organizations
• Gives control of details that affect quality management, regulatory compliance, and the overall performance of the software
• Full control over dashboard/login reports, alerts, QA status configuration
• View reports enabled for provider type in the 'All Campus' category
• Manage report permissions
• Manage resident tag options
• Manage prospect tag options
• Manage task types
• Delete a resident contact completely from the system
• Delete a resident profile completely from the system (only if no services have been charted)
• Request the Administrator (Role 411) for other staff members (only Residex staff can grant this role)
• Add, edit, or delete the reasons a prospective client has been marked 'closed,' 'lost,' or 'not interested'
• Manage units
• Manage note types
• Edit and delete campus memos
• Manage multi-database access
• Manage provider type options
• Manage activity groups
• Manage adjustment types and reasons
• Manage medication sets
• Manage service sets
• Manage hold reason types

Administrator Assistant (Role 410)

Can be granted by users with Administrator (Role 411).

• Manage report permissions
• Manage in-service training mode
• Manage supply lists
• Manage policies
• Manage medication disposal reasons and methods
• Manage care coordination types
• Manage resident profile items (gender, code status, religion, housing type, case manager, diet)
• Add/remove resident tag options
• Manage contact relationship options
• Manage chore types
• Manage units
• Add new resource professionals and organizations
• Deleting/merging resource professionals and organizations
• Manage staff profile lists (schedule types, certification/competencies, vaccination types)
• Manage prospect lists (needs/reasons, current location, lead source type, status reason and category)
• Manage task types
• Manage note types
• Manage multi-database access
• Manage/edit community information
• Manage a community-type list
• Manage medication sets
• Manage service sets
• Edit and delete campus memos
• Manage hold reason types

Supervisor (Role 13)

A very powerful role that enables users to change significant settings in the system.

• View all campuses (in multi-campus organizations)
• Log into Residex from anywhere (IP restrictions do not apply to users with Role 13)
• Manage and edit assignments & shifts for ALL campuses
• Turn on alerts for him/herself
• View campus details and update campus Information for ALL campuses
• Strike resident notes
• Create and edit 'provider orders'
• Manage report permissions (enable reports, disable reports not in use, grant report access by provider type)
• View reports enabled for provider type in the "All Campus" category
• Users with both Staff Security Manager (Role 15) and Supervisor (Role 14) permissions may manage their own permissions, excluding Base (Role 0), Administrator Assistant (Role 410), and Administrator (Role 411), and grant the Supervisor (Role 13) to other staff members
• Push out policies/procedures to staff
• Review incident reports - If staff also has Incidents (Role 6)
• Review PRN & declined medications
• Manage units
• Assign LMS courses (if additional configuration allows)
• View only access to community setup, global services list, and global Medications list
• View Pharmacy Connect setup and link residents
• Edit and delete campus memos
• Manage multi-database access

Manager (Role 11)

• Manage assignments & shifts for a campus
• Manage personal alerts
• View campus details and update campus information
• Review incident reports, if staff also has Incidents (Role 6)
• Review PRN & declined medications
• Create and edit provider orders
• Perform staff supervisions
• Push out policies/procedures to staff
• Assign LMS courses (if additional configuration allows)
• Mark care coordination as reviewed
• View only access to community setup, global services list, global medications list
• View Pharmacy Connect setup and link residents
• Edit and delete campus memos

Regional Director (Role 111)

• Use regional-specific analytics dashboards (for users who supervise multiple homes)

Campus Director (Role 112)

• Use campus-specific analytics dashboards

Other Roles

Prospect (Role 52)

• Gives users the ability to view, add, and edit prospective residents and revert a resident back to prospect
• Add new resources

Residex Connect (Role 45)

• Send/view Connect messages to a prospect

Emergency Downloads (Role 911)

• Gives access to the Residex Vault (<https://vault.residex.ai> to download/print key charting documents for use during or in preparation for an emergency.
• Should be granted to key individuals in your organization; typically nurses, directors, & regional oversight.

In-Service Recordkeeping (Role 17)

• Record in-service training

Activity Setup (Role 62)

• Required for creating activity schedules and managing activity groups

Contacts (Role 9)

• View & manage resident contacts under Residents > Contacts

Charting Restrictions

Medications

• HHA/RA/ULPs may chart a scheduled medication up to 2 hours early or up to 4 hours late; a note is required if a scheduled med is charted more than 1 hour late. A medication scheduled with a simplified time (AM, PM, etc.) may be marked complete any time the same calendar day it was scheduled.
• Users with nursing provider types or the Supervisor (Role 13) may chart a scheduled medication up to 12 hours early or up to 14 days late. A note is required if charting a scheduled med over 2 hours early or over 4 hours late.
• Users with a nursing provider type may add a comment to any medication marked as administered, declined, or missed, which will remove a missed med from being flagged as missed.

PRN / Unscheduled Medications

• A PRN medication may not be charted as having been given at any future time
• HHA/RA/ULPs may not chart a PRN medication as having been given more than 1 hour ago
• Users with a nursing provider type, Supervisor (Role 13), or Manager (Role 11) may chart a PRN up to 3 days late

Services

• Anyone may chart housing services (housekeeping, laundry, etc.) up to 3 days early or up to 14 days late
• HHA/RA/ULPs may chart care services up to 12 hours early or up to 7 days late
• Users with a nursing provider type, Supervisor (Role 13), or Manager (Role 11) may chart care services up to 3 days early or up to 14 days late

Incidents

• HHA/RA/ULPs may record an incident report up to 4 days following the incident
• Users with a nursing provider type, Supervisor (Role 13), or Manager (Role 11) may record an incident report up to 2 weeks late
• The clinical review may be completed within 30 days of the initial incident entry (not based on the reported date of the incident)

Staff Security Review

IP Address Restriction