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Administration
Communicare Administrators can tune the way in which Communicare works at your health clinic using the configuration, tools and task information.
System Administration
User Groups
Users of the Communicare system are organised into groups. Rights to access various parts of Communicare are given to these groups of users.
Adding users to user groups
Communicare organises users into groups. All rights to access Communicare modules and information are allocated to User Groups.

Administration
Communicare Administrators can tune the way in which Communicare works at your health clinic using the configuration, tools and task information.
- System Administration
  - System Parameters
    If you belong to the System Administrators user group, you can configure Communicare by setting system parameters.
  - Organisation Maintenance
    Configure Communicare for your organisation by setting organisation parameters. Changes to organisation parameters affect the Communicare system for the organisation and all workstations.
  - User Groups
    Users of the Communicare system are organised into groups. Rights to access various parts of Communicare are given to these groups of users.
    - Adding users to user groups
      Communicare organises users into groups. All rights to access Communicare modules and information are allocated to User Groups.
      - Active Directory integration
        Communicare user groups can be synchronised to an Active Directory group so that a user's Microsoft Windows and Communicare logins can be managed from one location and users can use single sign-on.
  - Address Book
    The address book stores local address book entries and address book entries that are linked to external directory services.
  - Reference Tables
  - Appointment Session Templates
    Appointment Session Templates identify when appointments can be made, in a general way. They are used as a template for creating the sessions into which appointments are actually booked.
  - Reference Tables
  - Providers
    The Providers window lists clinicians who have been added to Communicare as providers at your health service.
  - Medicare Number Import
    Patient Medicare numbers can be imported directly from files provided by Medicare Australia.
  - Patient Import
  - Communicare Security
  - Daily Process Service
  - Automatic Patient Status Change
  - Terminal Server and Communicare
    The Communicare client can be installed on a Terminal Server.
  - Backup Regimes
    Backups of your Communicare database are critical for business continuity in the event of a disaster. Communicare is automatically backed up to the server nightly. Your site should take regular backups of these backups.
  - Disaster Recovery
    In the event of disaster, call Communicare Support on 1800 798 441 and follow these steps to recover your data.
  - File Transfer
    Communicare demos and updates are available from the Communicare User Portal - Help and Support tab.
  - Firewall Configuration
  - Upgrades
    Communicare upgrades are performed remotely by Communicare Support at a time arranged with the system administrator.
  - Database Connection Settings
  - Central Data Update
    This program allows a specific set of Clinical Item definitions to be centrally maintained and distributed to user sites by Communicare. These centrally maintained Clinical Item definitions are referred to as central items.
  - Terms Conversion
    Together with your Implementation Consultant, when your site goes live with Communicare, a clinician with Administrator user privileges can use the Terms Converter tool to convert local terms into centrally maintained terms, for example, ICPC-2 PLUS terms.
  - CAT Export Tool
    Use the CAT Export Tool to export datasets defined by the Improvement Foundation, from Communicare as XML.
  - Background Processes
    Communicare runs a number of server-side background processes that integrate with various external services.
- Tools
  Use these tools to help manage Communicare.
- Regular Administrator Tasks
  There are several regular maintenance tasks for the Communicare Administrator to perform.

Adding users to user groups

Communicare organises users into groups. All rights to access Communicare modules and information are allocated to User Groups.

If your Communicare user groups have been synchronised to Active Directory, for information about SSO, see Active Directory integration.

Note: Use the System Administrators group with caution. Never put anyone in this group who does not have to be a System Administrator. System Administrator is a position of great trust and responsibility since this role allows the user to do just about anything within Communicare and the Communicare Database.

To add users to a user group:

Select File > User Groups.
On the Users tab, click Add User.
In the User Maintenance window, in the User Name field, enter a unique username for the user. Usernames in the System Administrators group can contain only alpha-numeric characters and cannot contain any of the following characters: \, /, :, *, ?, ", <, >, |, '.
In the Password and Confirm Password fields, enter and confirm a password that will be used by that user to access Communicare.
If you have entered a temporary password that you want the user to change at their next login, set Can change password. For Administrators, if you change your password, you cannot reset user passwords until you restart Communicare.
If you want the user to have access to Communicare immediately, set Active. A user cannot be activated if the number of allowable active users in the license agreement is exceeded. For further assistance, contact Communicare Support.
Click Save.

The new user is added to the list of users on the User Group Maintenance window. Here, you can move users from one group to another and delete users.

If you set Can change password in step 5, to reset their password, users can select File > Change Passwords.

To reset a user's password, at step 2, double-click a user, then repeat steps 4-7.

15 November 2023