Whenever a user should no longer access the office data through a specific login, the user should be inactivated.
To inactivate a username:
- Click the word “Setup”
- Choose the “Security” and “Users” options from the drop-down box
- Select the desired user
- Click the Edit button
- Access the “Login Info” tab
- Change the “Password” to a random selection of numbers and letters
- Change the “Active” field to “No”
- In order to alphabetize the inactive user to the bottom of the user list, ZZ in front of the user last name (NOTE: This step is for alphabetization only. It does not affect the active/inactive status of the user.)
- Click the Save button
NOTE: For data integrity and tracking purposes, Denticon’s programming will not allow the deletion of a user login if there are recorded transactions with the login. Denticon’s programming will allow the user to be inactivated, rather than deleting the user.
For HIPAA requirements and concerns as well as for data security, Denticon advises that every staff member is entered as a unique name-identifiable user – no matter if the user is a permanent staff member, or a temporary staff member. That way, for tracking and reporting purposes, all transactions are recorded with a specific username rather than a shared name.
Shared-name logins:
- should not be entered into Denticon, nor should be used in an office
- do not allow for user responsibility and accountability for transactions that are entered
- do not allow office Administrators to exactly determine the source-person for a particular entry
- do not allow the office to maintain HIPAA compliance.
Only unique name-identifiable staff logins which are truly inactive should be marked as such.