Set Up Operator Accounts

Use the Operator editor to create an account for each person that will use Edge Cloud. When you log in with your operator name and password, Edge Cloud loads your preferred settings, and tags all actions with your identity.

Choose Your Settings

1. Open Operators Editor - You can open this feature in multiple ways: Use the method that's most convenient for you.

   Edge Cloud Home Ribbon Bar - Tools section > Editors > Practice > Operators. (You can also use the Search field to look for the editor you want to work with.)

   

   HR Manager - Employee Information ribbon bar > General >  Add Employee. (See "HR Manager Module" for details about opening your HR Manager module.)

   

2. Provide Credentials - Enter your Edge Cloud user name and password. Only operators assigned to a security model that allows full access to the Operator Editor setting of the Practice Administration group can make changes in this editor. See "Set Up Security Access" for details. 

3. Create or Edit a Record - Create a new Edge Cloud operator, or choose to work with an existing record. Once you create a record, you cannot delete it. You can, however, flag it Inactive. Records you flag as Inactive are not available for general use, but they remain in your system for reporting and other data collection needs. In addition, you can toggle records back to Active whenever needed.

   Add a Record - Type a log in name and abbreviation in the Add New Operator portion of the window, and click Add to create a new operator record.

   

   Select Existing Record - Your list of existing records appears at the left. Click the record to work with, then review and edit the details at the right.

   You can use the Inactive option in the record details to toggle the active / inactive status of an record. If not all your records appear in the list, use the Show / Hide Inactive icon at the top of the window to include both active and inactive records.

   

4. Operator Details - All of the settings in this editor are system-wide: When you change a setting, you change the setting for all Edge Cloud users and workstations in your system.

   

   General Details - The General Details section includes the operator's photo, name, email address, and administrative options.

   Add / Remove Photo - Double-click the existing photo, or the empty photo space, and choose the photo to use, or drag a photo into the photo space. You can repeat this process to change the photo at any time. To remove the photo completely, right-click the photo and select Clear Image. The same photo appears in both the Edge Cloud Operator Account and HR Manager record. You can use your User Options to choose whether to display the photo at the far right of your Edge Cloud ribbon bar when the operator is logged into the system. See "General User Options" for details.

   Login Name - This is the name the employee will use to log into Edge Cloud, and all Edge Cloud modules. Choose a name that is simple to type, but unique to this person. This name is the same for the employee's Edge Cloud operator account and HR Manager record.

   Abbreviation - The employee abbreviation identifies the operator's activity in Edge Cloud. The abbreviation is the same for the employee's Edge Cloudoperator account, and the Office panel of the employee's HR Manager record. See "HR Manager Office Panel" for details

   First Name, Middle Initial, Last Name - Enter the employee's full name.

   Email - Enter the email address you would like to use when contacting the employee. The address in the Operator editor integrates with the address in the Personal panel of your employee's HR Manager record to provide an easy method for contacting employees.See "HR Manager Personal Information Panel" for details.

   Operator Number - The operator number is generated automatically whenever you create a new operator record, and cannot be changed.

   Hide from Timeclock Tracker / HR Manager - Enable this option if you do not want this record to appear in your Timeclock Tracker or your HR Manager employee list. This feature is useful for accounts you have created for administrative purposes, such as a patient sign-in station account.

   Hide From Messaging - Enable this option if you do not want this operator to be able to send or receive messages via Edge Messaging. This feature is useful for accounts you have created for administrative purposes, such as a patient sign-in station account. (See "Message Center" for details.)

   Hide From Professional Portal Messaging - Enable this option if you do not want professionals that use your Edge Portal app to be able to send messages directly to this operator.

   Inactive / Active Toggle - Once you create a record, you cannot delete it. You can, however, flag it Inactive. Records you flag as Inactive are not available for general use, but they remain in your system for reporting and other data collection needs. In addition, you can toggle records back to Active whenever needed.

   Role and Security - This section contains the operator's security rights and password policy details.

   Security Model - Each operator account must be assigned to a security model. The assigned model determines the level of access this operator will have for viewing and changing Edge Cloud data. Note that you MUST assign the user a security model before that user can perform even basic actions in Edge Cloud. See "Set Up Security Access" for details.

   Password Policy - Select a global password policy for this operator, which determines the length and type of password that is acceptable, how often to force password changes, and whether to automatically log the user out of Edge Cloud after a certain amount of inactivity. See "Set Up Password Policies" for details.

   Force Password Change on Next Login - Use the Force Password Change option in your Operator accounts to require an individual employee to change their password before logging into Edge Cloud again. The employee will see a password change dialog, and must enter a new password that complies with their assigned password policy settings, before they can log into Edge Cloud. This feature is useful for helping an employee reset a password that they have forgotten. It is in addition to any periodic password changes required by the assigned password policy.

   Change Password - The operator or an administrator can click Change Password to update the operator's password at any time. The new password must comply with the assigned password policy settings. See "Change Your Password" for details.

   Locked Account - If an operator account has been locked due to password or account inactivity, only an administrator can change the operator's password and unlock the account.

   Office Permissions - You can assign each operator account to one or more specific offices, thus providing further data security, as the operator will only have access to the data from assigned offices. You can also assign specific assistants and orthodontists to offices, further limiting an operator's security access. See "Set Up Office Locations" for details.)

   Fingerprint Information - If you use fingerprint technology with Edge Cloud, click Add to acquire fingerprint data for this user. See "Acquire Staff Fingerprints" for details.

5. Save Changes - Click Save in your Quick Access toolbar or File ribbon bar (or press Ctrl+S on your keyboard) to save any changes you have made.

   

More Information

Additional Employee Information - If you use the HR Manager, additional information can be found in the HR Manager employee record. See "HR Manager Employee Records" for details.

One Person / One Account Rule - We highly recommend you create an account for each employee. If multiple people use the same account, you diminish the integrity of the Edge Cloud activity audits, and cannot use fingerprint technology effectively. You may, however, encounter exceptions to this rule, such as creating an account that is used exclusively on your Patient Sign-In Station, or a Records account that grants read-only access to most data, but includes permission for Imaging, Please consult with an Ortho2 support representative for detailed recommendations for your practice.

Trigger a Workflow -  Use the New Operator workflow trigger to activate a workflow whenever a new operator account is created in your Edge Cloud system.

Print - You may want to print this list as a report for reference. See "Operator List" for details.

Print an Operator Log - Run an Operator Log report to review operator activity for various functions within Edge Cloud, including patient folder access, login history and reporting access, for any range of dates. You can run the report for specific activities, or include all reportable functions, and include the activity from only certain operators, or all operators in your Edge Cloud system. The report includes the operator abbreviation, date and time of the event, patient folder accessed (if any), description of the activity, and the old and new values of changed financial data (if any). See "Operator Log" for details.

Editor History - When you open more than one editor without leaving the Editors window, a history of those editors appears at the top of your screen. You can click a name in the history to return to any previously opened editor, easily going back and forth between editors. This is useful, for example, when you are working with editors that are related to one another, such as the Treatment Chart Style editor and the Treatment Chart List editor.