Electronic Reporting for Urology Physician Practices

Instructions and Reporting RequirementsModule 5Electronic ReportingForFacilitiesMarch 2014

North Carolina Central Cancer Registry

State Center for Health StatisticsDivision of Public HealthDepartment of Health and Human Services1908 Mail Service CenterRaleigh, NC 27699-1908http://www.schs.state.nc.us/units/ccr/

North Carolina Central Cancer Registry

Welcome back!

Im Ashanti Scott-Prince and I will be your narrator for this training session. The North Carolina Central Cancer Registry has produced this training, along with the previous trainings, to guide you on how to use the New Case Abstract form for facilities.

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Part V User AccountsandPasswords

You are now entering training Module 5 which will review Part V: User Accounts and Passwords as identified in the Electronic Reporting for Facilities training manual.

As noted in Module 1, the North Carolina Central Cancer Registry (NCCCR) collects, processes, and analyzes data on all cancer cases diagnosed among North Carolina residents. This is primarily a cancer surveillance activity, monitoring the incidence of cancer among the various populations of the state.All health care providers are required by law to report cases to the NCCCR (as in nearly all other states). Traditional data collection for central cancer registries has been primarily from hospitals. As medical advances have occurred, diagnosis and treatment of certain cancers has moved from the acute care setting to being fully cared for within the physician/clinic office and, therefore, never received and counted. Examples include melanoma of the skin; prostate cancer; and many hematopoietic malignancies like chronic lymphocytic leukemia, polycythemia vera and myelodysplastic syndrome. The NCCCR supplements hospital data with reports from physician/clinic offices who diagnose cases that are not seen in a hospital. In addition, death certificates and pathology laboratory reports are used to help identify cases that are missed in this routine reporting by hospitals and physician/clinic offices. Any duplicate reports are consolidated in the data editing process. The purpose of this concerted effort is to alleviate under-reporting or a delay in reporting which can adversely affect incidence rates and research from incomplete data collection.

Please ensure you have your Electronic Reporting for Facilities training manual open to follow along (or printed out to use for note taking).We will now resume the training.

2Part V: User Accounts and PasswordsAccounts are granted only to staff designated by the primary contact for the facility.

Once accounts are established, designated staff may only enter cases for the facility under which they have been granted affiliation.

Section V: User Accounts and Passwords introduction:

To begin, it is important to understand that the NCCCR will have a primary contact at the facility. For example, this is often the Health Information Manager, office manager, a designated physician, or other staff person.

Accounts are granted only to staff designated by the primary contact for the facilities.

Once accounts are established, designated staff may only enter cases for the facility under which they have been granted affiliation.3Part V: User Accounts and PasswordsSection V.1: Request a User ID and Password Each designated staff person must personally request his or her own user ID and password by sending an email to the Eureka Accounts Representative. The NCCCR Representative for your facility will provide the contact information to you.

Passwords cannot be shared.

The abstractors initials for the person reporting the case is tied directly to the accounts user ID.

First, we will review Section V.1: Request a User ID and Password.

Each designated staff person must personally request his or her own user ID and password by sending an email to the Eureka Accounts Representative. The NCCCR Representative for your facility provide the contact information to you.

Passwords cannot be shared.

The abstractors initials for the person reporting the case is tied directly to the accounts user ID.4Part V: User Accounts and PasswordsSection V.1: Request a User ID and Password -continuedTo request a user id and password, submit the following information to the Eureka Accounts Representative:Users:Full name (first, middle initial and last) Contact information including: Phone number Email addressThe facilitys contact information including:The facility nameStreet addressPhone number Specialty, if applicableThe facilitys primary contact person. This may be the Health Information Manager, office manager, a designated physician, or other staff person.

To request a user id and password, submit the following information to the Eureka Accounts Representative:

Users full name (first, middle initial and last) and contact information includingPhone numberEmail address

The facilitys contact information including:The facility nameStreet addressPhone numberSpecialty, if applicable

The facilitys primary contact person. This may be the Health Information Manager, office manager, a designated physician, or other staff person.

5Part V: User Accounts and PasswordsSection V.1: Request a User ID and Password continuedAccessing the New Case Abstract form requires two separate passwords. Each facility is also assigned a unique Facility Identification Number (FIN) that is entered for each case to specify the facility reporting the case.

Allow three to five business days to receive account information. The following information will be sent to the user via email:User name and password to access the NCCCR Secure Access SSL VPN page.User name and password to access the NCCCR Eureka database.Facility Identification Number (FIN)

Accessing the electronic reporting form requires two separate passwords.

Each facility is also assigned a unique Facility Identification Number (FIN) that is entered for each case to specify the facility reporting the case.

Allow three to five business days to receive account information. The following information will be sent to the user via email:User name and password to access the NCCCR Secure Access SSL VPN page.User name and password to access the NCCCR Eureka database.Facility Identification Number (FIN)6Part V: User Accounts and PasswordsSection V.1: Request a User ID and Password continuedWhat to expect with your first login to the VPN page and EurekaYou will be prompted to:Change your password to one that you designateSelect a security question that is used in the management of passwordsPassword RulesMust be mixed caseMust contain at least one numberMay contain special characters (#, $, %, *, etc.)Must be eight characters in lengthExample: EacP4w*3

What to expect with your first login to the VPN page and Eureka:

You will be prompted to change your password to one that you designate

You will also be asked to select a security question that is used in the management of passwords

Please note the Password Rules:Must be mixed caseMust contain at least one numberMay contain special characters (#, $, %, *, etc.)Must be eight characters in lengthExample: EacP4w*3

7Part V: User Accounts and PasswordsSection V.2: Managing Passwords

Eureka RequirementsRequirements to protect the security and integrity of the data

Eureka Options for Managing PasswordsFor the user to manager his/her own passwordsExample: Forgotten PasswordUser may change password at any time or request a new password without the aid of an administratorKeep any written/recorded passwords in a secure location.

Once you have your passwords, there are requirements for managing them.

These are reviewed in Section V.2: Managing Passwords in the manual.

Eureka has certain requirements for password management to protect the security and integrity of the data.

In addition, Eureka provides the user several options for managing his/her own passwords.

If the current password has been forgotten, a user may change his/her password at any time or request a new password without the aid of an administrator.

Be sure to keep any written/recorded passwords in a secure location.

8Part V: User Accounts and PasswordsSection V.2: Managing Passwords continued Required Password ChangesChange password every 30 daysLogin to EurekaSystem will prompt you to change password before continuing.Last ten password are retainedA previous password can be reused only after nine other passwords have been used.

Exception: North Carolina CCR Secure Access SSL VPN pageNo password changes required.Password will remain the same once you have designated a password for this page.

Required Password Changes:

Passwords for the Eureka database are required to be changed every 30 days. When you login to Eureka, the system will prompt you to change your password before continuing with the login process. The last ten passwords are retained. A previous password can be reused but only after nine other passwords have been used.

There is one exception to this rule: The system does not required password changes to the North Carolina CCR Secure Access SSL VPN page. Once you have designated a password for this page, it will remain the same.

9Part V: User Accounts and PasswordsSection V.2: Managing Passwords continued Disabled Accounts due to Failed Login AttemptsAccount disabled after three failed consecutive attempts to loginTo unlock user accountSend email requesting account reset to EurekaSupport@dhhs.nc.govNew temporary password will be sent via emailLog in using temporary passwordSystem will prompt you to change your password to one you designate.Send all other support questions to the Eureka Accounts RepresentativeContact information will be provided at time of account set up

Continuing with Section V.2: Managing Passwords

Disabled Accounts due to Failed Login Attempts:

Eureka will disable the users account if three consecutive attempts have been made to login to Eureka with an incorrect password. To unlock the user account, an email requesting the account to be reset must be sent to EurekaSupport@dhhs.nc.gov.

You will receive a generic password via email. Upon your next login to Eureka, you will be prompted to change your password to one that you designate.

All other support questions should be sent to the Eureka Accounts Representative.

Contact information for the Eureka Accounts Representative will be provided at the time your account is created with the NCCCR.

10Part V: User Accounts and PasswordsSection V.2: Managing Passwords continuedTo Change a Password:At the login screen for Eureka, click on Change PasswordEnter your user name and current (old) passwordEnter your new password and enter a second time to confirmClick on LoginIf you have Forgotten Your Password:At the Login screen for Eureka, click on Forgot Password?An email will be sent to the user containing a generic password. The user will be prompted to change this password when attempting to login.

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Continuing with Section V.2: Managing Passwords

First, as you follow along please see the screen shots on this slide or in the manual with matching yellow boxes indicating the location for each of the following steps on the Login screen.

To Change a Password:A user can only change his/her password if his/her account is active and has not been disabled due to failed login attempts. At the login screen for Eureka, click on Change PasswordEnter your user name and current (old) passwordEnter your new password and enter a second time to confirmClick on Login

If you have Forgotten Your Password:At the Login screen for Eureka, click on Forgot Password?An email will be sent to the user containing a generic password. The user will be prompted to change this password when attempting to login.

Note: You must contact the Eureka Accounts Representative for any other password problems, including password problems on the North Carolina CCR Secure Access SSL VPN page.

11Part V: User Accounts and PasswordsSection V.2: Managing Passwords continued To Change Your Security Question:Login to Eureka using your user name and passwordClick on Help from the menu bar at the top of the screenClick on Change Security QuestionFollow the prompts to change your security question and/or answer

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Continuing with Section V.2: Managing Passwords

Again, as you follow along please see the screen shots on this slide or in the manual with matching yellow boxes indicating the location for each of the following steps.

To Change Your Security Question:Login to Eureka using your user name and password (use guide in previous slides)Click on HELP from the menu bar at the top of the screenClick on CHANGE SECURITY QUESTIONFollow the prompts to change your security question and/or answer

12Part VUser Accounts and PasswordsCompleted

This completes the training module for Part V: User Accounts and Passwords. Please close when you are ready and move to the next link to access the training module for Part VI: Accessing the New Case Abstract Form.

Thank you! 13