ARTICLE: Medication Access - System Setup

ARTICLE: Medication Access - System Setup


Security is critical when it comes to managing medicines, handling private medical information, and administering medications to students. 
Staff medical access within Reach is a multi-stage setup process to ensure the safety of the staff and students and to instill greater risk management protocols. 

How to set Access Controls in System Configurations 

Controlling Staff Access is managed via two main areas, Reach System Configuration and individual Staff Profile settings.

Staff by Role - Initial Setup 

Each new account in Reach must have its Role set in its Personal Profile when it is created, this may include students, parents, hosts, and guardians. However, this is more important with Staff in Reach, as each Role determines their access and capabilities within Reach.  
To create a new staff member (account), please view the How-To here; How to Add a New Staff Member 

Administrator Task - update/change staff Role
Go To: People Management >> View Contacts >> Staff Profile >> Security Tab
  1. Once on the Security Tab page, use the Role drop-down menu to select the Role required for that specific staff member
  2. Then click the orange 'Save and Close' button 
NOTE: The updated Role, is the item to search in the Infinity settings in the next step
 

Staff Medical Access  - Infinity Permissions 

In the first step of the security protocols, an Administrator must access System Configurations to set the Medical Permissions per Role.

Go To: System Configurations >> Infinity
  1. The Infinity Permissions will appear showing the 'Base Security Label' list
  2. These items are generally created during your initial Reach setup process, some items are pre-set by Reach to help get you started, however, all items can be modified at any time
    1. Each line item may group particular staff positions together, some may be singular
    2. To see the staff position list, click on the Roles tab to the left of this screen
    3. Here you can see in the second example image below, that the column heading is 'Role Label', this list of Roles is also seen in People Management as a filter and Personal Profiles as a Role to select and this requires selection when creating a new staff member
    4. The second column, titled 'Base Security' is the group to which that Role belongs
    5. When changing the Infinity Permissions of a 'Base Security' item, this will change all the permissions for all Roles in that group



  1. Back to the Base Security Tab
  2. Click the Blue Edit Icon of the line item that contains the required staff
  3. Your 'Base Security' selection will open in a new Reach Tab
  4. To the left of the page, there are two tabs, General and Permissions



  1. Click the Permissions tab on the left, under General 

  1. The Permissions are grouped into long Dark Blue Tiles, each with a group heading and a bracketed number
    1. The bracketed number shows the number of Permissions that are currently switched on, from the number available Eg, (6/9)  
  2. Click on the MEDICAL Permission tile, this will slide down to reveal the list of Permission controls
    1. Currently, nine (9) items, which will change over time as the Dispensary Module develops and evolves
  3. Toggle each item as required to switch OFF/ON that Permission or use the 'Switch All Items' toggle to turn all OFF/ON


There are five primary Base Security settings that control staff access to medications, the most important being the Med_Cat_Administer setting which must be set to Yes, this enables the User to administer medications. 

The following Permissions can be switched OFF/ON dependant on requirements, please read each Permission explanation carefully;
Med_Create

Controls whether the user is able to create medications in your medications register
Med_Edit

Controls whether the user is able to edit medications in your medications register
Med_Assign

Determines whether a user is able to allocate or prescribe PMOs to students
Med_Cat_Assign

Determines whether a user is able to set other users' permissions in regards to administering medications
Med_Cat_Administer

Determines whether a user is able to administer medications to students
 

How to set Access Controls in Staff Profiles

Accessibility Tab - setup

The second step of the security protocol is to set an individual's Medical Accessibility in their Personal Profile.
These settings must be done for each individual staff member. 

Administrator Task
Go To: People Management >> View Contacts >> Staff Profile >> Accessibility Tab >> Medical Section
Currently, there are nine (9) items to manage, which will change over time as the Medications Module develops and evolves. 
  1. Select or Deselect access items as required per individual staff member 
  2. Save your changes  
  3. This individual staff member now has detailed medical access permissions active
Administrator Note: This area allows you to provide greater responsibility to specific staff members/roles, reducing Administrator requirements.
Example;   Full-Time Nursing Staff / Part-Time Medical Officer / Senior Boarding Staff
  1. Responsibility to 'assign medication dispensing access' to other staff members
    1. Eg, Senior Boarding staff can switch on/off the access for other junior staff to administer panadol to students
  2. Access to 'create medications or edit existing medications' in the System Configurator
    1. Eg, The school Nurse can create and update the medication list


Medical Tab / Dispensary Tab - setup

In the third step of the security protocols, the separate Medication Categories within an individual staff member's Personal Profile are switched on/off for them to administer medication groups via the Medications Module Dashboard.
  1. Once the Medical Infinity and Accessibility Permissions have been set for a Role Group and an individual staff member, then specific medication access can be switched on in the Medical Tab of their Personal Profile
  2. With all required permissions switched on, the Dispensing tab will be displayed in the Medical section of their Personal Profile
  3. The medication categories that they are permitted to administer to students must be set individually for each permitted staff member
  4. You cannot bulk allocate dispensing category permissions for staff
    1. This is a security control procedure that can only be managed on an individual basis
Administrator Task
Go To: People Management >> View Contacts >> Staff Profile >> Medical Tab >> Dispensary Tab
  1. Once in the Personal Profile of the required Staff Member
  2. Click on the Medical tab, then click on the Dispensary tab
  3. Listed are the PMO and OTC Medication Categories that have been created and managed by your school
    1. For further assistance, please view the How-to-Create-Medicine-Categories in the next section of this document 
  4. Select the check box for the required items in either list individually, or use the Toggle All check box at the top of each list
  5. Double-check the selected items, these selections can be changed or updated at any time
  6. Save your changes  
  7. This individual staff member now has updated permissions
An image and voice tutorial guide is provided here;  Assign Medication to Student and Staff




Detailed information regarding the Medication Module can be found here: Document / Webinar



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