Short Demo for Invite and Manage Users (starts at 7:55) https://attendee.gotowebinar.com/recording/7096379315848401668

Topics covered in this section:

• Invite new users

• Editing permissions for existing users

• Remove users

• Withdraw invitations

• Changing the Signature Authority

Purpose:       

When selecting 'Invite and Manage Users' from the menu, the 'User' page becomes available.  This page is used by individuals to review a list of current users and their associated permissions.

The ‘User’ page provides the ability to:

• Invite new users

• Editing permissions for existing users

• Remove users

• Withdraw invitations

How to Use:                     

Invite New User

On the ‘Users’ page:

1. Click the ‘+Invite New User’ button (left-side of page). 

2. Enter the user's ‘First Name’, ‘Last Name’, ‘Email’, ‘Title’, ‘Department’, ‘Company Phone Number’, ‘Extension’, and ‘User Type’.

3. Select the appropriate permission(s) for this user.

4. Click the ‘Create’ button.

5. Repeat steps 1-4 to invite additional users.

Invite New User Notes: 

• Users working for an organization utilizing email filtering must whitelist specific DDS Platform domains and email addresses to ensure all communications concerning the DDS Platform are received by the Platform users.

• If a user’s email address is mistyped or sent to the wrong email address (e.g., personal instead of work), use the ‘Withdraw Invite’ instructions below and then repeat the above steps to re-invite the user.

• If a user is given the wrong permissions during the invitation process, use the Edit User Permissions instructions below.

• If a user is accidentally invited to the platform and:

  • they have accepted the invitation, use the Remove User instructions below

  • they have not accepted the invitation, use the Withdraw Invite instructions below

  • The invitation is only for the intended recipient and cannot be shared with other users

  • Once the invitation link is used to register and log in to the platform, the invitation link cannot be reused to access the Direct Data Submission Platform.

  • Users must access The Joint Commission Direct Data Submission Platform via the Joint Commission website https://www.jointcommission.org/login/ https://www.jointcommission.org/login/

Open

Edit User Permissions 

On the ‘Users’ page:

1. Click ‘Manage User’ next to the user.

2. Change the user’s permission(s) by selecting their new permission from the appropriate drop-down box.

3. Click ‘Save’.

Remove User 

On the ‘Users’ page:

1. Click ‘Remove User’ next to the user you wish to remove from having access to the organization Workspace.

2. Confirm that you want to remove the user from the organization’s Workspace by clicking ‘Remove’. 

3. If you choose the wrong individual, click 'Back to User List'.

Reactivate User

1. Click ‘Manage User’ next to the user you wish to reactivate.

2. Click on the “Set Active” button.

3. Once the user is Active, go back into the user’s profile to update their permissions by clicking on “Manage User” next to the user’s name.

Withdraw Invite

On the ‘Users’ page:

1. Click ‘Withdraw Invite' next to the user to prevent them from utilizing their invitation to join the organization’s Workspace.

2. Confirm that you want to withdraw the invitation for the individual by clicking 'Remove'. 

3. If you choose the wrong individual, click 'Back to User List'.

Additional Information for User Management:

Logins

• Organization’s are responsible for all user activity within their organization DDSP workspace. Logins must be created specific to the user that will utilize the login. Do not create a generic user. For example: QIdept@healthcareentity.com or vendorproduct@vendor.com

Passwords

• Passwords expire every 90-days. You do not need to access the Platform every 90-days, but once your password expires you will be required to reset it the next time you attempt to login.

• Forget your password? Depending on what login screen you are presented with, either click the ‘Trouble logging in?’ or ‘Forgot Password?’ underneath the password box. On the next page, enter your email address and the DDSP will send you an email with instructions to reset your password.

• Users email security system may cause issues with password reset.

User permissions

• User permissions are maintained within the DDSP. There are individual permissions for:

  • Signatory Authority

  • Security Administrator

  • eCQM Submission Module

  • Chart Abstracted Measure Submission Module

    • See table below for a detailed list of each of the available permissions by Module and what the user can and cannot access, along with what they are able to modify within the DDSP.

 Signature Authority

1. From a Joint Commission perspective, the role of the Signature Authority is solely and specifically for onboarding and signing of legal documents.

2. Once initial onboard is complete, the Signature Authority is simply another user on the platform.

3. Any staff assigned the role of Security Administrator is able to manage users as needed (more than one security admin is strongly encouraged).

4. In most cases, a change in staff does not warrant re-signing/reassigning the signatory, as they had the authority to act as signatory on behalf of the organization at the time of onboarding.

5. One known reason for changing the Signature Authority is if an organization merges with a new entity, and that new entity is a different legal owner and requires an updated legal agreement.

6. If your organization does identify it’s appropriate to change the Signature Authority based on the above, please submit a support ticket via the “Need Help?” icon.