I: User Options

Estimated reading time: 17 min

RxWorks has comprehensive user configuration capabilities to meet the needs of a typical multi-user practice environment.
You can configure each RxWorks user entry so that role-specific requirements, security clearance, and personal preferences needs are met.

User configuration is also used to record basic user identification details, default program behaviour, and printing preferences.
You can also assign users in to profile groups to make it easier to apply safety net, security, and workflow policies.

Accessing User Options & Setup

Go to Task Panel > Options & Setup > I-User

User Configuration Overview

The User Options Menu page shows a number of quick access links to specific configuration areas.

There are 7 major configuration areas as follows:

  • “User Details”
  • “Security”
  • “Default Search Fields for Client and Patient”
  • “Visit Settings”
  • “Financial Settings”
  • “Clipboard Settings”
  • “Counter Sale, Report and Other Settings”
  • A quick link to a sub-menu, ‘Security Access to Options & Setup’, is also shown in the menu window.

    All of the user options appear as one screen with many tabs. Clicking any one of the main menu links will navigate directly into the corresponding tab.

    You can use the tabs to access to each different type of user setting – all from the one, central location.

    Basic User Details

    The User Details tab allows you to add a new user, or change user details. Once a user has been set up under this tab, the remaining configuration options will be available to modify. The editable fields will be greyed out if you do not have access to edit user details. Read on to find out more about each of the basic user fields.

    User Information Fields

    User Initials/User

    User initials form the RxWorks user logon ID. These will be required to log into the RxWorks program. User initials are a person’s unique identifier and are linked to different activities within the program.

  • User Initials must be unique.
  • User Initials cannot be changed once a user has been added.
  • Login Name

    RxWorks can automatically use your windows Login Name in place of the user ID as the default log in credentials.
    Make use of this feature by adding the user’s Windows Login Name to this field.
    Either Login Name or User Initials will work to log into RxWorks if both fields are filled in.

    User Name

    This name is displayed in informational areas in RxWorks. This field is not used for login tasks.

    Printed Name

    The printed name over-rides the username on printed documents from RxWorks. Enter the printed name as you wish it to appear on practice documents such as certificates & letters.

    Employee Number

    Many Human Resources and payroll systems make use of an Employee Number to separate records. You can use this field to cross reference this list. Users of Performance Pack will need to fill in this field to assist with the Benchmarking features of Performance Pack.

    When you give out employee numbers, who gets what number and in what order is not as important as having a standard system in place and applying it consistently.


    Enter the user’s email address here. This is typically a practice-assigned email address.

    When the user sends an email to a client they can choose to send from this address, if filled-in. However emails will send from the clinic address by default.
    User email addresses are required for access to RxWorks’ support portal and help our support team communicate more effectively with users.
    Home Phone/Mobile Phone

    Normally the user’s home telephone number.

    However, when used in conjunction with the Mobile Phone field, it could be used to contain any telephone number. For example, you might add a personal mobile telephone number to the Home Phone field and a business mobile telephone number to the Mobile Phone field.

    List Order

    This number sets the position that a user will appear in any list of users. There are 1000 places so that large practices and groups can add new users around existing users. You may only want to make use of numbers 1 to 10, 1 to 100, or another subset of numbers. The number of staff in your practice usually determines if this option is required.

    If it is not necessary to numerically order users, simply leave the order as ‘0’ and list will automatically sort users by User Initials in alphabetical order.

    If you have already set a user to a numerical value greater than 0, you will not be able to change them back to 0. Similarly, each number you assign to a user is unique, i.e only one user can be number 1, one user can be number 2, etc.
    Options Access

    Select the level of access to the Options & Setup section from the drop down list. There are 10 access levels ranging from 0 (no access), through to 9 (full access). An access level of 0 is typical for most non-admin users.
    For detailed information on access levels, see “Options & Setup – (Security Levels)” in the Advanced User Management section of this article.

    Average Hours

    Performance Pack users will need to assign the average number of hours worked for each user. This information is used in performance pack settings and analysis.

    Licence Number

    You can record practitioner licence numbers in this field. You may choose to include one of a number of licence number merge fields in printed documents such as certificates & letters.

    General Notes

    Use this field for information about the user profile. What you write in here will not actually affect a user’s permissions, but it will give you a quick idea of what the user can and cannot do without checking every single screen.

    Because this is a notes field, it is only as correct as the person who completed it. Do not trust this field as a final audit or check on a profile.

    Filter & Sort The User List

    If you have a large number of users listed, you can use the sort and filter options to make finding user details easier.

    Include Deactivated

    Deactivated users are hidden by default so that you do not have to scroll through them to get to active user details. If you need access to view or change deactivated user details, check the box INCLUDE DEACTIVATED.

    Sort by Code or Name

    ID codes may not always reflect the user’s actual initials. This is may be due to a user’s name changing (recently married etc.)
    or where numbers have been used as part of the user ID (TW1, 2CW etc.). To make it easier to find a user in the list, sort the user list by username or by the ID code. Use the radio buttons to switch the sort mode as required.

    User Template Colours

    The user list shows the user ID, Name, and general notes. Each user entry has indicators to help you identify special user accounts and templates.

    Blue – System Administrator (Access Options 9)

    Green – Standard RxWorks User

    Yellow – User Template

    Strike Through – Deactivated User

    Advanced User Management

    In addition to basic user information, the User Details window has features to allow you to configure users based on templates, group users using profiles, and more. Read on to see the other user configuration options available.

    Apply User Settings Templates

    A user template is a set of predefined settings that can be applied to user accounts to set up security, and other program defaults. Templates speed up the process of setting up default user settings when a new user is added, meaning you only have to configure settings once for each role.

    Templates are usually role-specific with settings that are generally appropriate for that role. For example, a practice manager template may have security clearance to modify item & service sale prices, whereas a Vet or Nurse may not. Similarly, a Vet template may be set to always print certificates, but a Nurse template may not require this option.

  • Templates will apply consistent basic settings to a new user account.
  • Settings can be adjusted to fine-tune them more specifically for a user.
  • Apply a template to a new user or to an existing one.
  • Apply a Template to a New User

    Select a template from the drop-down menu on the Add New User screen.

    Apply a Template to an Existing User

    Select APPLY template from the User Details.

    Select a template from the drop-down menu to apply the settings to the current User.

    General Notes applied as part of a template may not accurately describe user settings & access. General Notes do not update when settings are changed ad-hoc to meet the needs of a user role.

    User Profiles

    RxWorks users can be assigned to one or more role-specific profiles. Profiles allow users to be grouped together for ease of assigning security levels in ‘Safety Nets & Policies’ and for sending internal messages to a group of staff.

    To assign a profile to a user, go to: Options & Setup > I-User > User Details

    1. Select the User (double-click the user or click the Edit button).
    2. Click EDIT PROFILES.
    3. Select a profile from the drop down list.
    4. Click ADD to select a profile.
    5. Repeat steps 3 & 4 to select multiple profiles. You can remove assigned profiles by clicking the X icon next to the profile in the list.
    6. ClickOK to complete the profile changes. Click the Save button on the main user screen to exit the edit mode.

    Options Access (Security Levels)

    Most of the global RxWorks settings are contained in ‘Options & Setup’. Once configured, there is usually little need for regular changes. You can set security access levels to ensure that changes to system settings are only undertaken by authorised users.
    There are 10 access levels ranging from 0 (no access), through to 9 (full access). An access level of 0 is typical for most non-admin users. Access levels from 1-8 can be defined to meet your needs.

    Set Access Levels

    Access levels can be setup by clicking the ellipsis button from any user’s details window.

    Select an access level to view the actions allowed for that level in each options & setup section.

    There are five different levels of access:

  • NONE – Cannot open or view this options & setup section.
  • VIEW –Can view the options but cannot make changes.
  • MODIFY – Can open, view and make changes to this options section.
  • ADD/DELETE – Extra options levels for user management only.
  • To change the allowed actions:

    1. Choose the access level that you wish to define from the drop down.
    2. Select the allowed actions under each section.
    3. Click Save.

    Repeat the above steps to make changes to other access levels. Once a suitable number of Options Access levels are defined, you can set an access level for a user account from the Options Access drop down.

    Access levels 0 and 9 have the allowed/disallowed actions pre-set at their minimum and maximum levels respectively.

    Other Basic User Settings

    User Password

    Clicking the password button allows an authorised user to change the password linked to the user ID. The password must be entered twice to ensure that it is entered correctly. The next time the user logs into RxWorks, their new password will be effective.

    It is important to maintain strong, secure passwords for all staff members, especially where users have a higher security clearance to perform special tasks, or access to modify or delete information.

    Some useful password tips:

  • A Strong password should contain a combination of letters, numbers and symbols.
  • Good passwords should not contain any easily guessed words or names.
  • Change passwords on a periodic basis.
  • If a password is given out to enable a task to be completed, change the password as soon as the task is complete.
  • Deactivated (Checkbox)

    Check this box if you wish to remove a user entry from active status. When a user is deactivated, log in will be disabled, and the user ID will no longer appear in any selectable options in RxWorks. If a user entry is no longer required, simply deactivate it by checking the box.
    Users that have had activity recorded against their login (visits, sales of items & services, stock purchases etc.) cannot be deleted.

    Template (Check Box)

    You can create your own templates to speed up the process of setting up default user settings when a new user is added. Once you have modified a new template with your preferred settings, check the template box to save it for re-use at a later time.

    Adding & Managing Users

    Adding new users is now even easier and has been updated to include the ability to assign the user to one or more profiles, and assign clinic security (for multi-site practices). Performance Pack & Centrally Aligned clinics will notice some improvements as adding new users can now be done within RxWorks, rather than the in the Performance Pack spreadsheet.

    This screen allows basic information such as name, qualifications and contact details to be entered. A template can be selected to set up the general settings required. In addition to the template, certain common system access overrides can be set from this screen. If these are not selected, the system access from the template will be used.

    The most recent user that was added is displayed at the bottom of the screen. This helps you to keep track of where you are up to if you are adding several users from a list at the same time.

    Add A New User

    Go to Task Panel >Options & Setup > I-User > User Details

    Basic User Details
    1. Click Add & a new window will open.
    2. Enter a User ID (These are the User Initials used to log into the program). You cannot have two users with the same initials.
    3. Enter a UserName and fill in the remaining basic user details as required.
    4. Choose a TEMPLATE to base the user’s basic details on.
    5. Choose SYSTEM ACCESS overrides if required.
    6. Set a user PASSWORD.
    7. ClickOK to move on to the user Profile section.
    8. Select a profile from the drop down menu and click Add. You can add multiple profiles if required.
    9. Click OK to move on to the Clinic Security Section (Multi-branch practice).
    10. Select the practice branch from the dropdown list and click Add. The user will only have login access to selected branches. If no branches are selected, the user will have login access to all branches.
    11. ClickOK to complete the new user addition.

    Creating A User Template

    There are a number of templates included in RxWorks.
    In most cases you can simply change the settings for these templates to suit your needs and apply them to new users. If extra templates are needed, simply add more as required.
    Create new User Templates in the same way as you would any other User Account. Once an account is created and configured with all relevant settings, check the TEMPLATE box on the user details window & click Save.
    You can now use the new template when adding users or re-applying a template.

    Older RxWorks versions do not have a template checkbox but may still create new templates. Ensure that user ID begins with ‘PR ’ (e.g. PR5, PR1) & RxWorks will automatically treat the account as a template.

    Editing User Details

    Changing user details, security and preferences is simple:

    1. Select the User Profile you wish to edit from the list.
    2. Click on Edit or double-click the user entry.
    3. Edit the user details as required.
    4. Click Save.

    Delete/Deactivate A User

    If a user has been added in error, select it from the list then click the DELETE button.
    User IDs are vital to system audit information & activity tracking. Therefore, a user who has added or modified any records in RxWorks CANNOT BE DELETED.
    User accounts that are no longer required (but were once active), may be deactivated. This prevents program login, and removes the user ID from selectable menus in RxWorks, while preserving audit record integrity.

    To deactivate a user:

    1. Select the User Profile you wish to deactivate from the list.
    2. Check the DEACTIVATE box.
    3. Click Save.

    User Security Options and Setup

    Use this screen to set the access that each user has to various areas within RxWorks.

    For detailed information please refer to the “Setting User Security” article in this manual.

    User / Patient Options and Setup

    Use this tab to set personal preferences for the “Patient” and “Client” Screens.

    Default Client Search Field

    When you search for a Client by clicking on a binocular button , or pressing Ctrl-F from the “Client Screen”, you are brought to the Find dialog. The Default Client Search Field is the field that the program jumps to automatically to speed up the search process by reducing the number of key-strokes needed.

    You can select:

  • Client Number
  • Client Last Name
  • Client Company
  • Client Phone Number
  • Default Patient Search Field

    When you search for a Patient by clicking on a binocular button, or pressing Ctrl-F from the Patient Screen, you are brought to the Find dialog. The Default Patient Search Field is the field that the program jumps to automatically to speed up the search process by reducing the number of keystrokes needed.

    You can select:

  • Client Name
  • Patient Name
  • Client Phone Number
  • Client Number
  • Play Reminder Bell

    Check this box if you want the Reminder Bell to sound for this user when there are Reminders current on the Patient.

    Add Postcode First – UK users only

    With appropriate software, UK users are able to make use of their postal code system to pinpoint client addresses by simply entering the postal code.
    Users with the software installed can check this Add Postcode First box to go directly to the postal code when entering new addresses for new or existing clients.

    User Visit Options and Setup

    Use this tab to set personal preferences for the Visit Screen.

    Consulting Vet

    Check this box to allow this user to be set as a Consulting Veterinarian for Visits. You can set a user who has this box checked as a consulting veterinarian on the appropriate visit.

    Print Certificate to Default

    By default, checking this box will print any handouts and certificates generated through charging fee items (Vaccinations, Desexing etc.) at the completion of a visit when the Finish & Action option is selected. Note: If you do not wish to print these certificates you have the option to selectively remove print material from the pop-up window when choosing to Finish & Action a visit.

    Print Invoice Default

    Checking this box will print an invoice at the completion of a visit by default. Note: If further items (such as flea and worming products) are likely to be added to the invoice at reception, it is best to leave this setting unchecked.

    Receipt Invoice Default

    Checking this box will open the payment screen at the completion of a visit by default. In most circumstances payment will be processed at reception.

    Show Help

    Tick this option to view help options throughout the program. For example, in the visit history text – if this option is selected there will be light blue text showing to guide users on how to use the section.

    Complete Visit on Saving

    The option for “Complete visit and create financial records” in the “Finish Visit” dialogue window will be checked by default. When the box is left blank, the box will be unchecked by default.

    Clipboard Notes to Consult

    Checking this box will allow notes from clipboard entries to be copied into the visit history. This will only occur when navigating to the patient or visit record from a clipboard entry, followed by the immediate creation of a new visit record.

    Default Date to Last Entered

    When adding new visit the date defaults to the last visit entered by that user. Used mostly with equine clinics.

    Use Type ahead

    Check this box to allow this user profile to use the type ahead functionality. Also: Preemptive text, predictive text, type ahead.
    Activate type-ahead functionality for each user profile who wishes to use it. Once activated, users will be able to use them within consultations.

    1. Go to Task Panel > Options & Setup > User > Visit Settings.
    2. Select the user profile you wish to activate type-ahead for.
    3. Click on EDIT.
    4. Check the box for type-ahead.
    5. From the ‘Type ahead Lookup’ drop-down list, select the way you wish to use Type ahead.
      • By partial word
      • OR

      • By code.
    6. Click SAVE.

    Learn more about setting up “Type aheads and lookupcodes”.

    Automatically List Visits

    Checking this box will automatically open the visit list when navigating to a visit record from the patient work area. This is useful as it displays full patient history, items & charges for previous visits in the one window. The window must be closed to begin working with existing or new visit records.

    Select Procedure When Adding Visit

    Check this box if visits are to be created by using pre-built procedures. When a user adds a new visit, they must select a procedure from the drop down list before continuing.

    Add New Treatment When Visit Incomplete

    Check this box if you wish to create multi-treatment visits by default when there is an existing incomplete visit. User will be prompted to continue an existing treatment rather than create a new visit. Useful for ongoing treatments such as hospital cases where you need all treatments to generate a single invoice.

    Default Procedure

    Select the default Procedure to apply when this user creates a visit. You would normally select the most common procedure this user performs, or opens on behalf of another. Option can be left blank.

    Default Tab

    Select either History or Exam Fields as your default entry type when creating a new visit. The History Tab allows you to fill in notes with ad-hoc or predefined headings, while the exam fields is more focused on discrete body scoring.

    Default Transaction Type

    Select a default transaction type which will appear on completion of a consult. Transaction type is used for financial reports and allows you to track the frequency and income generated from visits. For mobile Veterinarians you may choose to have the default transaction type set to ‘Farm Visit’ or ‘House Call’, where in-clinic staff may use ‘Clinic Visit’.

    Type ahead Lookup

    If this user has chosen to use Type ahead, use this dropdown list to configure the way they use type ahead.

    User Financial Options and Setup

    Use this tab to set personal finance preferences.

    Section to be completed.

    User Clipboard Options and Setup

    Use this tab to set personal clipboard preferences. You will need to log out and log back in again for most of these changes to take effect.

    The User Clipboard options allow you to set clipboard options for individual users, such as the default background colour for appoints.
    So long as you have the security permissions to do so, you can select the user and change:

    Default Clipboard

    When the selected user opens Appointments and Clipboards, this will be the first clipboard they will see. Individual Veterinarians may wish to see only their own clipboard of appointments as a default, while reception staff will find more use in having the group appointments clipboard open first.
    Select the clipboard from the drop down list of all clipboards.

    Default Appointment Type

    When a user creates an appointment, the new appointment dialog box will include a default setting for Appointment Type.

    This is where you set that default appointment type. Choose from the drop down list of all appointments types.

    Healthcare Prompter – Healthcare Manager Only

    An integral part of the Healthcare Manager system, the Healthcare Prompter can assist in helping staff identify Healthcare Indicators – overdue vaccines, tests, treatments, etc that can have a profound positive effect on the wellness of your patients.

    RxWorks recommends strongly that you do not turn off the healthcare prompter as doing so may have an equally profound, but negative effect on the results of Healthcare Manager.
    However, if you do choose to do so, you can allow members of staff to turn off the Healthcare Prompter, or downgrade it here.

    Clipboard Grid Background Colour

    Set the background colour for appointments made for this member of staff here. This colour relates to the member of staff (normally veterinarian, although other staff performing grooming services, etc would also be covered) who is conducting the “consultation,” not the member of staff who enters the appointment (unless it is the same person). (See Clipboard Grid Text Colour directly below)

    Clipboard Grid Text Colour

    If you have set a dark clipboard background colour above, set a light colour here. If you have set a light clipboard background colour, set a dark colour here. Make a test clipboard entry to make sure the colours are compatible. (See Clipboard Grid Background Colour directly above)

    Show Single Line Display

    You can either set the clipboard display to show single or double lines. Check the box to restrict the clipboard time slots to one line.

    Send to Clipboard

    Whenever you Finish and Action a visit, a prompt will appear. Depending on the type of visit, several options may become available. The option to “Send to Clipboard” always appears, however, and by checking this box, you cause the corresponding box after you Finish and Action a visit to appear checked.

    Default Transfer Clipboard

    Set the default transfer clipboard for the selected user. Whenever the selected user chooses to transfer to a clipboard, this will be the default option.

    User Counter, Report & Other Options and Setup

    Section to be completed.

    User Accessible Profile Settings

    Individual users have some control over certain program settings & contact information. This makes it easier for individuals to keep their information and login preferences up to date without the need to access the main Options & Setup configuration.

    Accessing User Profile Settings

    The profile settings can be accessed from the user’s drop-down menu at the top right of the main RxWorks window. Select ‘Edit User Profile’ from the menu to view the settings.

    The User Profile window opens ready for updating. Use the SAVE button at the top of the window to confirm your changes. Read on for more information about each section of the profile.

    User Name, Windows Login & License Number

    User Name

    This is the username that will be displayed in multiple locations within the RxWorks program. This is also the default printed name on documents and reports if an alternate ‘Printed Name’ is not specified.

    Windows Login Name

    Your windows login name can be linked to your RxWorks login. You can use your Windows username as an alternative login method to using your User Initials. Once you are logged into Windows, your Windows user name appears as the default login to RxWorks.

    License Number

    Your professional Registration/License number can be stored here for use on some printed material.

    Update Your Password

    You may be required to change your RxWorks password periodically. Add in your new password in both fields to confirm the change.

    Practice Login Options

    RxWorks can automate which branch a user logs into by default. Users can choose their default branch using one of these methods:

  • Specify the default branch.
  • OR

  • Automatically detect the correct branch from the IP Subnet.
  • Specify a Default Branch

    Choose to automatically log into a specific branch by selecting the ‘Specific Clinic’ radio button. Select your preferred branch from the drop down list.

    The ‘Specific clinic’ option is useful for administration staff members who always work in the same practice.
    Automatically Detect Branch Location

    RxWorks can detect which location you are physically logging in from & automatically select the correct branch. This feature helps prevent staff from logging in to the wrong branch by mistake. Choose the ‘Select based on location’ radio button to activate this feature.

    The ‘Select based on location’ option is useful for staff that move between branch practices. It will help to ensure those staff members create visits and payments against the correct clinic (practice) code.
    The IP Subnet must be defined for each branch before this feature can be enabled.

    Update Your Contact Phone, Mobile & Email

    Update your contact details quickly & easily so that they are always up to date. This information is stored for use within the practice and is not printed on any client material

    Change Your Preferred Search Field

    A search on Client/Patient Name is the default action when the ‘FIND’ function is used to locate a client or patient record. Each user can change their preference to search on other criteria such as a Client Number by default. Simply select one of the options from the default search drop-down lists

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