RESOURCE AND PATIENT MANAGEMENT SYSTEM
Personal Health Record
(BPHR)
Web Portal User Manual
Version 2.0 Patch 5 September 2020
Office of Information Technology Division of Information Technology Personal Health Record (BPHR) Version 2.0 Patch 5
Table of Contents
1.0 Introduction ...... 1 1.1 PHR Web Portal Application Requirements ...... 1 1.2 PHR Users and Definitions ...... 2 2.0 Register to Use PHR ...... 4 3.0 Common Functions ...... 10 3.1 Logon ...... 10 3.2 About the PHR ...... 11 3.3 Privacy Policy ...... 11 3.4 Terms and Conditions ...... 12 3.5 Contact Us ...... 12 3.6 FAQ ...... 12 3.7 Download Adobe Acrobat Reader ...... 12 3.8 My PHR Settings ...... 12 3.9 Home ...... 13 3.10 Help ...... 13 3.11 Sign Out ...... 13 3.12 Session Timeout ...... 13 4.0 Home Page ...... 14 4.1 The Next Steps ...... 14 4.2 My Health Records ...... 14 4.3 My Accounts ...... 15 5.0 My Health Records ...... 16 5.1 Inpatient and Outpatient Visits ...... 16 5.2 Download/Save/Print Visit Health Information ...... 17 5.2.1 XML File Format ...... 17 5.2.2 Text File Format ...... 18 5.2.3 Print ...... 19 5.3 Sort Visits ...... 19 5.4 View My Activity Log ...... 20 5.5 Update My PHR Profile Settings and Change My Password ...... 21 5.6 Manage My Accounts ...... 22 6.0 Visit Information ...... 24 6.1 Appointments ...... 25 6.2 My Info ...... 26 6.3 Medications ...... 27 6.3.1 Medication Instructions ...... 28 6.3.2 More Information about a Medication ...... 28 6.3.3 Sort Medications ...... 29 6.4 Health Issues ...... 31
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6.4.1 Sort Health Issues ...... 32 6.5 Test Results ...... 33 6.5.1 View Lab Name and Result ...... 34 6.5.2 View Lab Test Details ...... 34 6.6 Imaging Results ...... 35 6.6.1 Sort Imaging Results ...... 36 6.6.2 Expanding the Imaging Results ...... 36 6.7 Immunizations ...... 37 6.7.1 Sort Immunizations ...... 38 6.8 Vital Signs ...... 39 6.8.1 View Vital Sign Measurement and Result ...... 40 6.9 My Messages ...... 40 6.9.1 Compose and Send New Secure Messages ...... 42 6.9.2 Reply to a Secure Message ...... 45 6.9.3 Update Secure Message Folders ...... 46 6.9.4 Delete Secure Messages ...... 47 6.9.5 Update Preferences for Secure Messages ...... 50 6.9.6 Manage Secure Messages Folder Actions ...... 52 6.9.7 Sort Secure Messages ...... 58 6.9.8 Secure Message Priority and Sensitivity ...... 59 6.10 Procedures ...... 61 6.10.1 Sort Procedures ...... 61 6.11 Medical equipment ...... 62 6.11.1 Sort Medical Equipment ...... 63 6.12 My Goals ...... 64 6.12.1 Sort My Goals ...... 64 6.13 Hospital Admissions ...... 65 6.14 For More Information ...... 66 6.15 Download My Data ...... 67 7.0 My Accounts ...... 69 7.1 Access My PHR ...... 69 7.2 View Other PHR Accounts ...... 70 7.3 Grant Others Access to Your PHR ...... 70 7.3.1 Full Access for Personal Representative ...... 73 7.3.2 Limited Access for Personal Representative ...... 74 7.3.3 Update Access Type ...... 76 7.3.4 Edit Hidden Sections ...... 78 7.3.5 Delete Access ...... 81 8.0 Activity Logs ...... 84 8.1 PHR Activities ...... 84 8.2 My Messaging Activities ...... 87 8.3 Sort Activity Log Reports ...... 88 8.4 Export Activity Log Reports ...... 88 9.0 Forgot Username ...... 90
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9.1 Forgot Username or Password ...... 90 9.2 Recover PHR Username from Facility ...... 92 10.0 Reset Password ...... 93 10.1 Forgot Username or Password ...... 94 10.2 Invalid Logon ...... 97 10.3 My Account Information ...... 98 10.4 My PHR Settings ...... 100 10.5 Facility PHR Password Reset ...... 102 11.0 Update PHR Profile Settings ...... 103 11.1 My Account Information ...... 103 11.1.1 Edit Account Security Questions ...... 104 11.1.2 Edit Personal Details ...... 105 11.2 My PHR Settings ...... 106 12.0 Report a Breach or Misuse of the PHR ...... 107 13.0 Technical Support ...... 108 Appendix A Rules of Behavior ...... 109 A.1 All RPMS Users ...... 109 A.1.1 Access ...... 109 A.1.2 Information Accessibility ...... 110 A.1.3 Accountability ...... 110 A.1.4 Confidentiality ...... 111 A.1.5 Integrity ...... 111 A.1.6 System Logon ...... 112 A.1.7 Passwords ...... 112 A.1.8 Backups ...... 113 A.1.9 Reporting ...... 113 A.1.10 Session Timeouts ...... 113 A.1.11 Hardware ...... 113 A.1.12 Awareness ...... 114 A.1.13 Remote Access ...... 114 A.2 RPMS Developers ...... 115 A.3 Privileged Users...... 116 Acronym List ...... 118 Contact Information ...... 119
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Preface
This user manual provides instructions for using the Indian Health Service (IHS) Personal Health Record (PHR) Web Portal application.
The contents of this PHR Web Portal User Manual are organized by subject matter, with headings and pages corresponding to the PHR Web Portal menus and options.
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Revision History
Version Date Description Sections 1.0 10/1/2015 Initial Release All 1.1 12/15/2016 v2.0 Patch 1 Updates 6.8.2 and 7.0 1.2 02/10/2017 v2.0 Patch 2 Updates 6.2, 6.3, and 6.10 1.4 12/1/2017 V2.0 Patch 3 Updates 5.0, 6.1. 6.2, 6.3, 6.7 through 6.8.2 1.5 11/15/2018 V2.0 Patch 4 Updates 3.0, 6.1 through 6.3 1.6 09/24/20 V2.0 Patch 5 updates All
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1.0 Introduction The IHS Office of Information Technology (OIT) developed the PHR to help IHS patients manage their health more effectively. The PHR is a secure and private internet application that conforms to all federal privacy laws and regulations. It enables verified patients, and their authorized representatives, to view their clinical information. This health information includes allergies, medications, health issues, recent lab results, immunizations, recent vital signs, implantable devices, and procedures in electronic form. By using the PHR to access health information between visits, patients can: • Ensure the information in their medical record is correct. • Learn more about their medications and health issues. • Save, print, and email a copy of their health information. • Share their health information with a caregiver or other personal representative. • Prepare questions or concerns they would like to discuss with their health care providers. • Exchange messages with their health care team using a private and secure email system. Patients can share their health information with their personal representatives. Patients who have completed the verification process can delegate, manage, and revoke access to their PHR to any registered PHR user. A registered PHR user is someone who has registered to use the IHS PHR and may or may not have completed the verification process. The verified PHR user delegating access can manage the areas of their PHR that the delegate can and cannot view through access controls.
This manual in its entirety can be accessed from the PHR Web Portal (https://phr.ihs.gov/phr/PHRLogin) Help link after login.
1.1 PHR Web Portal Application Requirements The PHR Web Portal is a stand-alone web application in which patients and patients’ personal representatives can view Protected Health Information (PHI) and Personally- Identifiable Information (PII). Therefore, use caution when accessing or downloading information from the PHR Web Portal using a public or shared computer.
The PHR Web Portal supports the following Internet browsers: • Internet Explorer (Version 9.0 or Greater) • Firefox (Latest Version) • Google Chrome (Latest Version)
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• Safari (Latest Version)
1.2 PHR Users and Definitions PHR users include PHR registered and PHR verified users, which includes patients and patients’ personal representatives. To access the PHR Web Portal, these users must register to use the PHR.
PHR Registered User: This user has registered to use the PHR but has not verified their identity. A registered user can be a patient or a patient’s personal representative and the patient, or the representative can access the PHR. This user cannot view IHS medical records unit his or her identity has been verified.
PHR Verified User: This user is a patient of the IHS or another IHS service unit or facility, has registered to use the PHR, and has verified his or her identity. A verified user can access the PHR and view and download IHS medical information and communicate with the healthcare team. This user can grant PHR registered users and other PHR verified users access to view IHS medical records. In addition, this user can serve as a patient’s personal representative.
Patient: A patient is someone who has received or is receiving healthcare from the IHS and other IHS service units and facilities. Patients must verify their identity by completing the following steps: 1. Visit their local IHS facility. 2. Bring one form of identification. 3. Complete the IHS-810 form requesting access to their IHS medical information. 4. Show identification to the PHR Registration Clerk at the IHS facility.
Note: If the identity of the patient requesting PHR access is personally known to the responsible PHR Registrar, the patient’s representation regarding their identity is sufficient verification if it is reasonable under the circumstances.
• Driver License • Tribal Identification Card • Employment Identification Card or Badge • Military Identification Card • Passport • Alien Registration Card
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Note: If a patient is requesting his or her own PHR, the name on the identification must match the name of the patient whose record is being sought. If the patient’s name has been legally changed, evidence documenting the name change must be presented. Additionally, the patient must provide particulars, which can be verified by information already included in the record such as place of birth, names of parents, an occupation, rank attained in Uniformed Services, or specific times the patient received medical treatment.
Patient’s Personal Representative: A patient’s personal representative is an individual authorized by the patient to access the PHI pursuant to an authorization or as authorized by applicable law. A patient’s personal representative acts on behalf of, or assists the patient with, healthcare decisions and are responsible to adhere to the PHR Terms and Conditions. For more information see the Policy and Procedure for the Use and Disclosure of Protected Health Information for Emancipated Minors and Adults with Personal Representatives or Legal Guardians at https://www.ihs.gov/IHM/pc/#2-7.25.
Note: If the patient’s personal representative is not a patient of the IHS health system, or is a patient of the IHS health system but is not using the PHR to access his or her IHS healthcare information, then these users do not need to verify their identity.
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2.0 Register to Use PHR Before a patient can be matched to his or her IHS medical record, or a patient’s personal representative can be granted access, the patient and the patient’s personal representative must register to use the PHR by completing the online PHR registration application. To register to use PHR: 1. Go to the PHR Web Portal Login page at https://phr.ihs.gov.
Figure 2-1: PHR Web Portal Login
2. Click Register to use PHR (Figure 2-1). The Step 1: Create Your Account page opens (Figure 2-2).
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Figure 2-2: Register to Use PHR – Step 1: Create Your Account
3. Complete the form on the Step 1: Create Your Account page, following the instructions on the page (Figure 2-2).
4. Click Next to continue. The Step 2: Your Security Questions and Answers page displays (Figure 2-3).
a. Click Cancel to return to the PHR Web Portal login page.
Figure 2-3: PHR Patient Web Portal application Step 2: Your security questions and answers
5. Complete the form on the Step 2: Your Security Questions and Answers page (Figure 2-3) by selecting a security question from each list and type an answer for each question in the Security Answer fields. 6. Click Next to continue. The Step 3: Enter Your Information page (Figure 2-4) opens.
a. Click Previous to go back to the Step 1: Create Your Account page.
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b. Click Cancel to return to the PHR Web Portal login page.
Figure 2-4: PHR Patient Web Portal application Step 3: Enter your information
7. Complete the form on the Step 3: Enter Your Information page (Figure 2-4) by following the instructions on the page.
8. Click Next to continue. The IHS.gov Privacy Policy page (Figure 2-5) opens.
Note: Fields marked with a red asterisk (*) are required fields. Additional information provided will help the PHR Registrar minimize the time to process the PHR application.
a. Click Previous to go back to the Step 2: Your Security Question and Answers page. b. Click Cancel to return to the PHR Web Portal login page.
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Figure 2-5: PHR Patient Web Portal application IHS Privacy Policy Statement
9. To show the Adobe Acrobat Toolbar, Save, Print, Zoom Out, or Zoom In, place the cursor over the IHS.gov Privacy Policy Statement and select one of the options from the Acrobat menu (Figure 2-6).
Figure 2-6: Adobe Acrobat menu
10. Registering PHR users must accept the IHS.gov Privacy Policy Statement as part of the registration process. Read the IHS.gov Privacy Policy Statement and do one of the following:
a. Click Accept to continue. The IHS Terms and Conditions page (Figure 2-7) opens b. Click Cancel to return to the PHR Web Portal login page (Figure 2-1).
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Figure 2-7: PHR Patient Web Portal application IHS Terms and Conditions
11. To Save, Print, Zoom Out, Zoom In, or Show the Adobe Acrobat Toolbar, place the cursor over the IHS.gov Privacy Policy Statement and select one of the options from the Acrobat menu (Figure 2-6).
12. Registering PHR users must accept the IHS Terms and Conditions as part of the registration process. Read the IHS Terms and Conditions and click Accept to continue. The Final Step: Confirm Your Information page (Figure 2-8) opens. a. Click Cancel to return to the PHR Web Portal login page.
Figure 2-8: PHR Patient Web Portal application Final Step: Confirm Your Information
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13. Review the information entered during the PHR registration process on the Final Step: Confirm Your Information page and do one of the following: a. Click Edit Account Details to redisplay the Step 1: Create Your Account page (Figure 2-2). Repeat Steps 3-8. b. Click Edit Account Security Questions to redisplay the Step 2: Your Security Questions and Answers page (Figure 2-3). Repeat Steps 3-8 c. Click Edit Personal Details to redisplay the Step 3: Enter Your Information page (Figure 2-4). Repeat Steps 7-8. d. Click Register to complete the registration. The Next Steps page (Figure 2-9) opens. e. Click Cancel to return to the PHR Web Portal login page. Note: You must click Register to create an account for PHR access.
Figure 2-9: Register to Use PHR – The Next Steps page
14. Follow the information on The Next Steps page to complete the registration process.
15. Close the window or click Back to Login Page to return to the PHR Patient Web Portal login page.
Note: At this point, your PHR account is created and you can logon to the PHR. However, until your identity is verified, and the application is processed, you cannot view your IHS medical record.
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3.0 Common Functions The PHR Web Portal provides common functionality on each page throughout the portal.
3.1 Logon The PHR Web Portal login page (Figure 3-1) is located at https://phr.ihs.gov. This page allows PHR users to perform common functions, such as logon to the PHR Web Portal application, view information about the PHR, the privacy policy, terms and conditions, contact information, PHR frequently asked questions (FAQ), and Download Adobe Acrobat Reader. Only PHR registered users can logon to the portal; however, only PHR verified users can view their IHS health information.
Figure 3-1: PHR Web Portal Login page
To logon to the PHR Web Portal application: 1. Type your PHR Username. 2. Type your Password. 3. Click Login. The PHR will open one of the following pages:
• The Next Steps: Registered users who have not verified their identity (Figure 3-2). • My Health Records: Verified users who been granted access by another verified user to view their PHR (Figure 3-3).
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• My Accounts: Registered and verified users who have been granted access by another verified user to view their PHR (Figure 3-3).
Figure 3-2: Registered non-verified users successful Logon page (The Next Steps)
Figure 3-3: My Health Records - Verified user’s successful Logon page (with access to view another user’s PHR)
3.2 About the PHR Click the About PHR link at the bottom of the page to view information about the PHR.
3.3 Privacy Policy Click the Privacy Policy link at the bottom of the page to view the Website Privacy Policy.
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3.4 Terms and Conditions Click the Terms and Conditions link at the bottom of the page to view the PHR Terms and Conditions.
3.5 Contact Us Click the Contact Us link at the bottom of the page to view information on how to contact us.
3.6 FAQ Click the FAQ link at the bottom of the page to view PHR frequently asked questions.
3.7 Download Adobe Acrobat Reader A PDF reader may be necessary to view the Privacy Policy, Terms and Conditions, and other files with a .pdf extension. To download Adobe’s Acrobat Reader to view these files, click the Download Adobe Acrobat Reader link at the bottom of the page.
Note: Other PDF readers may be used to view files with a .pdf extension.
3.8 My PHR Settings After logon, reset your password and update your PHR profile settings by clicking the My PHR Settings link at the bottom of the page. Refer to Sections 10.0 and 11.0 for detailed information.
Note: My PHR Settings will only update your PHR account and not your IHS medical record. To update your IHS medical record at your facility, download, complete, and submit the Request for Correction/Amendment of Protected Health Information Form at https://www.hhs.gov/sites/default/files/forms/ihs917.pdf. Any changes you request will only be made to your record at the facility that the form was submitted and not at any other facilities where you may receive medical care.
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3.9 Home Return to the PHR home page by clicking the Home link in the upper right-hand corner of the page. Refer to Section 4.0 for more information about the PHR Web Portal’s Home page.
3.10 Help After logon, access the PHR Web Portal User Manual by clicking the Help link in the upper right-hand corner of the page.
3.11 Sign Out Click Sign Out in the upper right-hand corner of the page or close the web browser to exit the PHR Web Portal.
3.12 Session Timeout PHR Web Portal will automatically log you off the PHR Web Portal after 10 minutes of inactivity. After nine minutes of inactivity, you are prompted with a PHR Session Timeout dialog (Figure 3-4) with a 60-second timer. Click Stay Active to continue working in the current PHR session. Click Log Out to sign out of the PHR immediately. If neither button is clicked, the PHR Web Portal will automatically sign you out of the PHR Web Portal when the PHR Session Timeout timer reaches zero (0) seconds. You must again logon to the PHR Web Portal to regain access to the PHR.
Figure 3-4: PHR Session Timeout dialog
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4.0 Home Page After logon, your home page, also known as the PHR Web Portal page, opens. Your home page is based on your user type (Section 1.2) and whether or not you have been granted access to someone else’s IHS PHR as a Patient’s Personal Representative (Section 7.3). The home page is one of the following: • PHR Registered User – The Next Steps (Figure 4-1) • PHR Verified User – My Health Records (Figure 4-2) • Patient’s Personal Representative – My Accounts (Figure 4-3)
4.1 The Next Steps The home page for PHR Registered Users who have not verified their identity is The Next Steps page (Figure 4-1). This page describes the steps the user must complete before they can view the IHS medical record.
Figure 4-1: PHR Web Portal Home page: The Next Steps for registered users
4.2 My Health Records The home page for PHR Verified Users who have not been granted access by another verified user to view their PHR is the My Health Records page (Figure 4-2). This page lists the user’s inpatient and outpatient visits. See Section 5.0 for detailed information about this page.
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Figure 4-2: PHR Web Portal Home page: My Health Records page for users without access to view another user’s PHR
4.3 My Accounts The home page for a Patient’s Personal Representative is the My Accounts page (Figure 4-3). This page will display any additional PHR accounts the user can view. See Section 7.0 for detailed information about this page.
Figure 4-3: PHR Web Portal Home page: My Accounts page for Patients' Personal Representatives
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5.0 My Health Records The My Health Records page is home page for PHR verified users who have not been granted access by another verified user to view their PHR. This page lists a verified user’s last five inpatient and outpatient visits, which includes the visit date, the date the visit’s record was last updated, and the type of document the user can download. Visits are sorted by most recent visit date to oldest visit date. This page also includes an account information menu at the bottom of the page. A verified user can perform the following actions on this page: • View inpatient and outpatient visits (Section 5.1). • Select a visit to view detailed visit information (Section 5.1). • Download or Save a visit’s health information (Section 5.2). • Sort visits by Facility Name, Visit Date, and Last Updated (Section 5.3). • View activity log (Section 5.4). • Update PHR profile settings and password (Section 5.5). • Manage accounts (Section 5.6).
5.1 Inpatient and Outpatient Visits Inpatient and outpatient visits are displayed in separate sections on the My Health Records page (Figure 5-2). Each section is sorted by Visit Date in descending order starting with the most recent visit. Selecting one of these visits will display the visit’s detailed health information.
1. Click on the Visits drop-down menu and select All Visits (Figure 5-2) to see all visits. Click on the visit you would like to view. See Section 6.0 to learn about the details of the facility page.
Figure 5-1: PHR Patient Web Portal - My Health Records Page Facility List
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Figure 5-2: My Health Records page Inpatient Visits and Outpatient Visits
Note: Inpatient visits are updated within 48 hours of discharge. Outpatient visits are updated within 24 hours of the visit. If you do not see your most recent inpatient or outpatient visit within 72 hours of the visit, contact your facility. If no records are found, a message will display informing the user that the system could not find any visits matching their information. If you believe this to be in error, contact your facility.
5.2 Download/Save/Print Visit Health Information There are two ways to download your visit information: • Download the information as an XML file, which can be read by computers. You may want an XML file for upload if you are taking your information to another doctor or to a hospital. • Download the information as a text file that you can easily read. You may want a text file to print or save a copy of your visit information.
5.2.1 XML File Format To download or save a visit’s unedited xml health information: 1. On the My Health Records page (Figure 5-1), click the diskette icon corresponding to a specific visit in the Save column. A confirmation dialog (Figure 5-3) opens.
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Figure 5-3: Downloading Files Warning dialog
2. Click OK to download the data. Click Cancel to return to the My Health Records page. 3. Follow the instructions from your internet browser to Open, Save, or Cancel the file download.
5.2.2 Text File Format To download/save a visit’s health information in a human readable text file format: 1. Select a visit as described in Section 5.1. 2. Select the Download My Data option from the left menu (Figure 5-4) and follow the instructions as described in Section 6.15.
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Figure 5-4: Visit Information page Option: Download My Data
Note: Printable sections will be converted to a .PDF file, which can be saved or printed. You will need to install a PDF reader, such as Adobe Acrobat Reader to use this printing option.
5.2.3 Print To print a copy of your visit health information, do the following: Select the visit you want to print and download a text file format as described in Section 5.2.2. Once the file is saved, open the file and print.
5.3 Sort Visits Visits can be sorted by Facility Name, Visit Date, and Last Updated columns in ascending or descending order.
The visits sections on the My Health Records page are sorted by Visit Date in descending order when the user first logs on.
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1. Click the Facility Name column header once to sort the column in ascending order (Figure 5-5). Click the Facility Name column header again to sort the column in descending order (Figure 5-6).
Figure 5-5: Visits sorted by the Facility Name column in ascending order
Figure 5-6: Visits sorted by the Facility Name column in descending order
2. Click the Visit Date column header once to sort the column in descending order (Figure 5-7). Click the Visit Date column header again to sort the column in ascending order.
Figure 5-7: Visits sorted by the Visit Date column in descending order (default sort)
3. Click the Last Updated column header once to sort the column in ascending order (Figure 5-8). Click the Last Updated column header again to sort the column in descending order.
Figure 5-8: Visits sorted by the Last Updated column in ascending order
5.4 View My Activity Log The PHR activity log is a tool that lets you view your PHR and secure messaging activities. In addition, you can view activities performed by your personal representative within his or her PHR. To view the PHR activity logs: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0.
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3. On the My Health Records page, click the View my activity log link (Figure 5-9) in the My Account Information section at the bottom of the page.
Figure 5-9: My Account Information section: View my activity log
4. Search for the PHR logs that you want to view. See Section 8.0 for detailed information.
5.5 Update My PHR Profile Settings and Change My Password The Update my PHR profiles settings and password link at the bottom of the My Health Records page (Figure 5-1) allows you to reset your password and update your PHR profile settings.
To update your PHR profile or reset your password using the Update my PHR profiles settings and password link: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the Update my PHR profiles settings and password link in the My Account Information section at the bottom of the page (Figure 5-10). See Section 9.0 for a forgotten username and 10.0 to reset a password.
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Figure 5-10: My Account Information section: Update my PHR profile settings and change my password is the second selection in this section
Note: Any changes made to your PHR profile settings will only update your PHR account and not your IHS medical record. To update your IHS medical record at your facility, download, complete, and submit the Request for Correction/Amendment of Protected Health Information Form at: https://www.hhs.gov/sites/default/files/forms/ihs917.pdf. Any changes you request will only be made to your record at the facility that the form was submitted and not to any other facilities where you may receive medical care.
5.6 Manage My Accounts You can grant personal representatives access to your PHR by clicking the Manage my Accounts link at the bottom of the page. See Section 7.0 for detailed information.
To view and manage your accounts: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the Manage my Accounts link in the My Account Information section at the bottom of the page (Figure 5-10). See Section 7.0 for detailed information.
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Figure 5-11: My Account Information section: Manage my Accounts
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6.0 Visit Information The information displayed about the selected visit is facility and visit specific and may contain historical information. Visit information may contain PII or PHI.
Note: This information is from your IHS medical record at the selected visit’s facility. You can update this information by completing the Request for Correction/Amendment of Protected Health Information Form located at https://www.hhs.gov/sites/default/files/forms/ihs917.pdf. Any changes you request to your medical record at the selected facility will only be made to that facility’s record and not to any other facilities where you may receive medical care.
To view detailed health information for a specific visit: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page (Figure 6-1), click the name of the facility in the Facility Name column for a specific visit in the Visit Date column.
Figure 6-1: My Health Records: Inpatient Visits and Outpatient Visits
4. Sections 6.1 through 6.15 explain how to view the visit’s detailed health information, such as appointments, facility medical record information, medications, health issues, test results, immunizations, vital signs, procedures, hospital admissions, send and receive secure messages, download visit information, and access additional health-related educational resources.
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6.1 Appointments The Appointments List page is the first page displayed after selecting a visit from the My Health Records page. This page displays clinical reminders, information about upcoming tests, appointments, and referrals.
In any of the My Health Records sections, you may print that section by choosing the print icon on the left (Figure 6-2).
Figure 6-2: Print Section
To view the Appointments List page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page (Figure 6-1), click the name of the facility in the Facility Name column for a specific visit in the Visit Date column. The Appointments List page opens (Figure 6-3).
Figure 6-3: Visit Information: Appointments List
Note: If you navigate to another page using the options within the selected visit, you can return to the Appointments List page by clicking the Appointments List option (Figure 5-4).
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6.2 My Info The My Info page displays personal information, such as date of birth, race, ethnicity, preferred language, gender, address, email, phone number, and preferred method of contact. In addition, this page includes smoking status, allergies, activities of daily living (cognitive functional status), visit care team members, visit facility name and address, and the visit date of the selected visit.
To view the My Info page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the My Info option on the menu on the left (Figure 5-4). The My Information page opens (Figure 6-4).
Figure 6-4: Visit Information: My Information
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6.3 Medications The Medications page displays a list of medications from the facility’s medical record for the selected visit. This page allows you to: • View details of the medication that you are currently taking on the Active Medications tab, such as medication name, prescription number, dosage, remaining refills, and status. • View a historical record of the on the Medication History tab. • View instructions for a selected medication. • View detailed information about a selected medication from the MedlinePlus health information library. • Sort medications by medication name, prescription number, dosage, remaining refills, or status. • Submit a refill request for a medication. To view the Medications page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the Medications option. The Medications page opens (Figure 6-6). a. The Active Medication tab opens by default.
Figure 6-5: Visit Information: Active Medications
b. Click the Medication History tab to view a historical record of your medications (Figure 6-6).
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Figure 6-6: Visit Information: Historical Medications
6.3.1 Medication Instructions 1. Click a medication in the Medication Name column to view a medication’s instructions. This will expand the instructions for the selected medication (Figure 6-7).
Figure 6-7: Visit Information: Medications page with medication instructions
a. Click the Medication Name column again to hide the medication instructions.
6.3.2 More Information about a Medication 1. Click the More Info link in the More Information column (Figure 6-8) to view detailed information about a medication from the MedlinePlus health information library. This link opens a new browser window with the medication results from the MedlinePlus health information library.
Figure 6-8: Visit Information: More Information column
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2. Click the medication name on the MedlinePlus results page to view detailed information about the selected medication, such as warnings, side effects, usage, and more.
6.3.3 Sort Medications The medication list can be sorted by Medication Name, Prescription Number, Dose, Refills, and Status columns in ascending or descending order.
1. Change the sorting order for Active Medications or Medication History tabs by clicking the Medication Name column header once to sort the column in ascending order (Figure 6-9).
Figure 6-9: Medications sorted by the Medication Name in ascending order
a. Click the Medication Name column header again to sort the column in descending order (Figure 6-10).
Figure 6-10: Medications sorted by Medication Name in descending order
2. Click the Prescription Number column header once to sort the column in ascending order (Figure 6-11).
Figure 6-11: Medications sorted by the Prescription Number in ascending order
a. Click the Prescription Number column header again to sort the column in descending order (Figure 6-12).
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Figure 6-12: Medications sorted by the Prescription Number in descending order
3. Click the Dose column header once to sort the column in ascending order (Figure 6-13).
Figure 6-13: Medications sorted by the Dose in ascending order
a. Click the Dose column header again to sort the column in descending order (Figure 6-14).
Figure 6-14: Medications sorted by the Dose in descending order
4. Click the Refills column header once to sort the column in ascending order (Figure 6-15).
Figure 6-15: Medications sorted by Refills in ascending order
a. Click the Refills column header again to sort the column in descending order (Figure 6-16).
Figure 6-16: Medications sorted by Refills in descending order
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5. Click the Status column header once to sort the column in ascending order (Figure 6-17).
Figure 6-17: Medications sorted by the Status in ascending order
a. Click the Status column header again to sort the column in descending order (Figure 6-18).
Figure 6-18: Medications sorted by the Status in descending order
6.4 Health Issues The Health Issues page displays a list of health issues that have been identified during one or more visits at the selected visit’s facility. Health issues that are associated with a goal or plan of care open in a different color. This page allows user to: • View the details of health issues identified during one or more visits to the facility. • View the goals and plan-of-care details associated with a health issue. • View detailed information about a selected health issue from the MedlinePlus health information library. To view the Health Issues page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the Health Issues option (Figure 5-4). The My Health Issues page opens (Figure 6-19).
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Figure 6-19: Visit Information: Active Health Issues
6.4.1 Sort Health Issues The health issues list can be sorted by the Issue and Date column in ascending or descending order. The Health Issues page is sorted by Date in descending order.
To change the sorting order for Health Issues, do one of the following: 1. Click the Issue column header once to sort the column in ascending order (Figure 6-20).
Figure 6-20: Health Issues sorted by Issue in descending order
a. Click the Issue column header again to sort the column in descending order (Figure 6-21).
Figure 6-21: Health Issues sorted by Issue in ascending order
2. Click the Date column header once to sort the column in ascending order (Figure 6-22).
Figure 6-22: Health Issues sorted by Date in ascending order
a. Click the Date column header again to sort the column in descending order (Figure 6-23).
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Figure 6-23: Health Issues sorted by Date in descending order
6.5 Test Results The Test Results page displays a list of the most recent lab results from the selected visit’s facility. This page allows you to: • View recent lab test result dates. • View lab test name and results. • View lab test details, such as reference range and interpretation, if any. • View detailed information about a selected lab test from the MedlinePlus health information library. To view the Test Results page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the Test Results option (Figure 5-4). The Test results page opens (Figure 6-24).
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Figure 6-24: Visit Information: Test Results
6.5.1 View Lab Name and Result 1. Click a dated Recent Lab Results link to view the lab name and result of a recent lab test. This will expand the recent lab test and display the tests Lab Name and Result. a. Click the Recent Lab Results link again to hide the test’s lab name and result.
Figure 6-25: Visit Information: Test Results page with selected test
6.5.2 View Lab Test Details To view the lab test details of a recent lab test: 1. Click a dated Recent Lab Results link. This will expand the recent lab test and display the tests Lab Name and Result (Figure 6-24).
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2. Click the lab test displayed in the Lab Name column (Figure 6-25). This will expand the lab test details for the selected lab test.
a. Click the lab test again to hide the lab test details. Click the Recent Lab Results link again to hide the test’s lab name and result (Figure 6-26).
Figure 6-26: Visit Information: Test Results page
6.6 Imaging Results The Imaging Results page displays the list of imaging results, such as X-Ray, CT, MRI, Ultrasound, etc. and displays if you have imaging results. This page allows you to: • View imaging results at the facility and the date of the imaging. • Sort the imaging results by image type and date of imaging. To view the Imaging Results page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the Imaging Results option (Figure 6-27)
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Figure 6-27: Imaging Results: Recent Images
6.6.1 Sort Imaging Results The Imaging Results list can be sorted by the Image Name, Date, and Where Done, columns in ascending or descending order.
To change the sorting order for the immunization list, do one of the following: 1. Click the Image Name column header once to sort the column in ascending order. a. Click the Image Name column header again to sort the column in descending order. 2. Click the Date column header once to sort the column in ascending order. a. Click the Date column header again to sort the column in descending order. 3. Click the Where Done column header once to sort the column in descending order.
a. Click the Where Done column header again to sort the column in ascending order.
6.6.2 Expanding the Imaging Results The specific Imaging Result can be expanded to show additional information about the image results. Within the expanded window, the imaging location and contact information can display, if available.
1. Click the specific image result to view the additional information (Figure 6-28). 2. Click the Where Done Contact Information to see the contact information for the location, if available (Figure 6-28)
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Figure 6-28: Imaging Results: Recent Results: Where Done
3. Click the imaging result again to close the expanded panel.
6.7 Immunizations The Immunizations page displays a list of vaccinations from the facility’s medical record for the selected visit. This page allows you to: • View immunization records at the facility, which includes vaccinations received at the facility, vaccinations received elsewhere (historical), and vaccinations that are due. • Sort immunizations by immunization record, date and time, and status. To view the Immunizations page:
1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the Immunizations option on the left menu.
Figure 6-29: Visit Information: Immunizations page
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6.7.1 Sort Immunizations The immunization list can be sorted by the Immunization Record, Date and Time, and Status, columns in ascending or descending order. The Immunizations page is sorted by Status in ascending order then by Date and Time in descending order.
To change the sorting order for the immunization list, do one of the following:
1. Click the Immunization Record column header once to sort the column in ascending order (Figure 6-30).
Figure 6-30: Immunizations sorted by Immunizations Record in ascending order
a. Click the Immunization Record column header again to sort the column in descending order (Figure 6-31).
Figure 6-31: Immunizations sorted by Immunizations Record in descending order
2. Click the Date and Time column header once to sort the column in ascending order (Figure 6-32).
Figure 6-32: Immunizations sorted by Date and Time in ascending order
a. Click the Date and Time column header again to sort the column in descending order (Figure 6-33).
Figure 6-33: Immunizations sorted by Date and Time in descending order
3. Click the Status column header once to sort the column in descending order (Figure 6-34).
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Figure 6-34: Immunizations sorted by Status in descending order
a. Click the Status column header again to sort the column in ascending order (Figure 6-35).
Figure 6-35: Immunizations sorted by Status in ascending order
6.8 Vital Signs The Vital Signs page displays a list on the most recent vital sign measurements taken from the selected visit’s facility, such as height, weight, temperature, blood pressure, heart rate, and more. This page allows you to: • View recent vital sign measurement dates. • Filter vital sign measurements by category, name, or date. To view the Vital Signs page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the Vital Signs option (Figure 5-4). The Vital Signs page opens (Figure 6-36).
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Figure 6-36: Visit Information: Vital Signs page
6.8.1 View Vital Sign Measurement and Result 1. Vital Signs and Measurements may be filtered by clicking on the Vital Category, Vital Name, or Date drop-down menu (Figure 6-37).
Figure 6-37: Visit Information: Vital Signs and Measurements drop-down menus
6.9 My Messages PHR verified users can send and receive secure messages and exchange their healthcare information with their health care team using a private and secure email system from the My Messages page. Messages may be added to your medical record; therefore, the My Messages page should only be used to send and receive health information.
Note: Do not use e-mail for emergencies. If you are having an emergency, call 911.
There are two types of files for sharing your healthcare information, XML or PDF. Both contain the same healthcare information. The XML document is a document in XML language that healthcare systems can upload and read. The PDF document is a formatted document that patients and other users can read.
The My Messages page allows you to: • View secure messages. • Compose and send new secure messages. • Reply to a secure message. • Update secure message folders. • Delete secure messages.
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• Update preferences for secure messages. • Manage secure messages folder actions. • Sort secure messages. To view the My Messages page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Select the My Messages option (Figure 5-4). The My Messages page opens (Figure 6-38).
5. The My Messages page (Figure 6-38) displays messages in the Inbox folder by default. Received messages will remain in the Inbox folder until the messages are moved to another folder or deleted. The number of unread messages is displayed to the right of the Inbox folder and unread messages within the folder display in bold.
Figure 6-38: Visit Information: My Messages page
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Note: The first time the My Messages page is accessed, the Preferences window opens. To prevent this window from displaying each time you logon and access the My Messages page, type your name in the Full Name field and click Save. Click Cancel to cancel changes and close the Preferences window.
6. Click a message to display the message details.
Note: To view secure messages in another mail folder, click a different folder name and repeat Step 6.
6.9.1 Compose and Send New Secure Messages To compose and send a new secure message: 1. Click the Compose option (Figure 6-39).
Figure 6-39: Visit Information: My Messages: Compose
2. Select a pre-defined subject from the Subject menu (Figure 6-40).
Figure 6-40: Visit Information: My Messages pre-defined Subjects
Note: The To: address field is not editable. This e-mail should only be used for health information. Messages may be added to your medical record. Do not use e-mail for emergencies. If you are having an emergency, call 911.
3. Type your message in the message body pane (Figure 6-41.
Figure 6-41: Visit Information: My Messages: message body window Web Portal User Manual Visit Information September 2020 42 Personal Health Record (BPHR) Version 2.0 Patch 5
Note: Use the message body toolbar options to customize your message. Move the mouse over a toolbar option for more details about that option.
4. Click the Attach File option to attach a file (Figure 6-42).
Figure 6-42: Visit Information: My Messages Attach File option
a. Browse for a file to attach, select the file, and click Open (Figure 6-43). b. Click Cancel to end the file attachment.
Figure 6-43: Microsoft Windows browse for file explorer window
5. Click Remove next to the attached file on the message window (Figure 6-44) to end attaching the file.
Figure 6-44: Visit Information: My Messages: compose mail with file attached
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Note: Any file attached that is missing a file extension or has a file extension other than the following is removed automatically from the message prior to send. A file extension is a group of letters that follow the period in a file name (i.e., demo.txt, demo.html…etc.).
Accepted file type extensions include: ASC, BMP, HTM, HTML, JPG, MHT MHTML, PDF, TIF, TXT, XML, and DCM.
6. Click the Save as Draft option (Figure 6-45) to save the message.
Figure 6-45: Visit Information: My Messages: Save As Draft
7. Click the Options function (Figure 6-46) to display the message priority, sensitivity, or request a read-receipt (Figure 6-47).
Figure 6-46: Visit Information: My Messages: Options
Figure 6-47: Visit Information: My Messages: Priority, Sensitivity, and Request read- receipt
a. To change the priority, select Low, Normal, or High from the Priority menu (Figure 6-48).
Figure 6-48: Visit Information: My Messages: Priority options
b. To change the sensitivity, select Normal, Personal, Private, or Confidential from the Sensitivity menu (Figure 6-49).
Figure 6-49: Visit Information: My Messages compose: Sensitivity options
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c. To request a receipt, check the Request read receipt check box (Figure 6-50).
Figure 6-50: Visit Information: My Messages compose: Request read-receipt
8. Click the Cancel option (Figure 6-51) to cancel the reply without sending.
Figure 6-51: Visit Information: My Messages: Cancel option
a. Click Yes on the Confirmation Needed dialog (Figure 6-52) to complete cancelation request. b. Click No on the Confirmation Needed dialog (Figure 6-52) to return to Compose Mail window.
Figure 6-52: Confirmation Needed dialog
9. Click the Send Mail option to send the message reply (Figure 6-53).
Figure 6-53: Visit Information: My Messages: Send Mail option
6.9.2 Reply to a Secure Message To reply to a secure message: 1. Click the folder that contains the message to which you want to reply.
Note: The My Messages page displays the messages in the Inbox folder by default.
2. Click the message to which you want to reply, and click the Reply or Reply All option (Figure 6-54).
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Figure 6-54: Visit Information: My Messages: Reply and Reply All
3. Select a pre-defined subject from the Subject menu (Figure 6-55).
Figure 6-55: Visit Information: My Messages: pre-defined Subjects
Note: The To: address field is not editable and will display the name and email address of the person or persons that you are replying to.
4. Type a reply in the message body pane (Figure 6-56).
Note: Use the message body toolbar options to customize your message. Move the mouse over a toolbar option for more details about that option.
Figure 6-56: Visit Information: My Messages: message body window
5. Go to Step 2 and follow steps 6-9 to finish your reply.
6.9.3 Update Secure Message Folders 1. Click the folder that you want to update. 2. Click the Refresh option (Figure 6-57).
Figure 6-57: Visit Information: My Messages: Refresh
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6.9.4 Delete Secure Messages Deleting secure messages will move the messages to the Deleted folder. You can perform the following delete functions: • Delete a single secure message (Section 6.9.4.1). • Delete multiple secure messages (Section 6.9.4.2). • Delete all secure messages (Section 6.9.4.3).
6.9.4.1 Delete a Single Secure Message 1. Click the folder that contains the message you want to delete (Figure 6-58).
Figure 6-58: Visit Information: My Messages: Secure Messages
2. Click the message you want to delete (Figure 6-58). a. Check the box next to the message that you want to delete (Figure 6-58). Note: Clicking the message will display the message details in the preview pane below the message (Figure 6-59). Checking the box next to the message will not display the message details in the preview pane.
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Figure 6-59: Visit Information: My Messages: message details
3. Click the message Delete option (Figure 6-60).
Figure 6-60: Visit Information: My Messages: Delete option
Note: To permanently delete the message, select the Deleted folder, and repeat Steps 2 through 3.
6.9.4.2 Delete Multiple Secure Messages 1. Click the folder that contains the messages you want to delete (Figure 6-61). 2. Check the box next to each message that you want to delete (Figure 6-61).
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Figure 6-61: Visit Information: My Messages: multiple message check boxes checked
3. Click the message Delete option (Figure 6-62).
Figure 6-62: Visit Information: My Messages: Delete
Note: To permanently delete the messages, select the Deleted folder, and repeat Steps 2 through 3.
6.9.4.3 Delete All Secure Messages 1. Click the folder that contains the messages you want to delete (Figure 6-63). 2. Check the box on the secure messages column header (Figure 6-63), which will select all messages in the selected folder.
a. Uncheck the box on the secure messages column header to uncheck all messages.
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Figure 6-63: Visit Information: My Messages: Secure Messages column header and all message check boxes checked
b. Uncheck the box next to any message that you do not want to delete. 3. Click the message Delete option (Figure 6-64).
Figure 6-64: Visit Information: My Messages: Delete
Note: To permanently delete the messages, select the Deleted folder, and repeat Steps 2 through 3.
6.9.5 Update Preferences for Secure Messages 1. Click the Preferences option (Figure 6-65) to open the Preferences window (Figure 6-66).
Figure 6-65: Visit Information: My Messages: Preferences
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Figure 6-66: Visit Information: My Messages: Preferences window
2. In the Preferences window (Figure 6-66), update your name in the Full Name preference field. The field displays in the From field for any secure message that you send.
Note: The Email Address field is not editable and will display your secure messaging email address. This address cannot be accessed out of the secure messaging system. For example, you cannot send an email message to this email address using your personal email account.
3. Select On or Off from the New Mail Sound Alert menu (Figure 6-67) to update the alert preference.
Figure 6-67: Visit Information: My Messages: New Mail Sound Alert
4. Select Yes or No from the Save Sent Mail menu (Figure 6-68) to update the preference.
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Figure 6-68: Visit Information: My Messages: Save Sent Mail
5. Type your signature text in the Signature text field followed by your name (Figure 6-69) to add or update a signature.
Figure 6-69: Visit Information: My Messages: Signature
6. Select Insert At Top or Insert At Bottom from the Signature Position menu (Figure 6-70) to update the signature position.
Figure 6-70: Visit Information: My Messages: Signature Position
7. Select Ask me before sending or Always send from the Send Read Receipt menu (Figure 6-71) to update the preference.
Figure 6-71: Visit Information: My Messages: Send read-receipt
8. Click Save (Figure 6-72) to save your updates.
Figure 6-72: Visit Information: My Messages: Save button
a. Click Cancel (Figure 6-73) to exit preference updates.
Figure 6-73: Visit Information: My Messages: Cancel button
6.9.6 Manage Secure Messages Folder Actions Folder actions allows users to perform the following actions: • Create new folders.
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• Empty the contents of a folder. • Rename a created folder. • Delete a created folder. To manage secure messaging folder actions: 1. Select a folder to manage and click the Folder Actions option in the bottom left corner of the Secure Messages window (Figure 6-74).
Figure 6-74: Visit Information: My Messages: Inbox folder selected and the Folder Actions
2. Click on Folder Actions (Figure 6-74). The Folder Actions dialog opens (Figure 6-75).
Figure 6-75: Visit Information: My Messages: Folder Actions
Note: The selected folder displays at the top of the Folder Actions options as Folder: [Folder Name]. For example: Folder: Inbox.
3. Click the Create New Folder option to create a new folder (Figure 6-76). The Create New Folder dialog opens (Figure 6-77).
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Figure 6-76: Visit Information: My Messages: Create New Folder
Figure 6-77: Visit Information: My Messages: Create New Folder dialog
a. Type the name of new folder in the Name field on the Create New Folder dialog (Figure 6-77). b. Click OK (Figure 6-77) to complete the creation of the new folder. The new folder displays on the Folder List (Figure 6-78). c. Click Cancel (Figure 6-77) to return to the My Messages page.
Figure 6-78: Visit Information: My Messages: newly created Demo New Folder selected
Note: The created folder will display at the bottom of the folder list (i.e., Demo New Folder).
4. Click the Empty Folder option (Figure 6-79) to remove the contents of a selected folder.
Figure 6-79: Visit Information: My Messages: Empty Folder
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a. Click Yes on the Empty Folder Confirmation dialog (Figure 6-80) to empty the contents of the selected folder. Note: The empty folder action will permanently delete the contents of selected folder and cannot be undone.
Figure 6-80: Visit Information: My Messages: Empty Folder Confirmation dialog
b. Click No on the Empty Folder Confirmation dialog to return to the My Messages page.
6.9.6.1 Renaming Created Secure Message Folders 1. Select the folder name and click the Folders Action option (Figure 6-81).
Figure 6-81: Visit Information: My Messages: Demo New Folder selected and Folder Actions options expanded
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Note: You cannot rename system folders: Inbox, Drafts, Sent, Deleted, and Junk. The Renaming Folder option will not be displayed for these folders.
2. Click the Renaming Folder option (Figure 6-82).
Figure 6-82: Visit Information: My Messages: Renaming Folder
3. Type the new name in the Name field on the Renaming Folder dialog (Figure 6-83).
Figure 6-83: Visit Information: My Messages: Renaming Folder dialog
4. Click OK (Figure 6-83) to complete the folder renaming action. The folder is now renamed (Figure 6-84)
a. Click Cancel (Figure 6-83) to return to the My Messages page.
Figure 6-84: Visit Information: My Messages: Renamed Folder selected
Note: The folder is renamed and displayed in the original location of the folder (i.e., at the bottom of the folder list: Renamed Folder).
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6.9.6.2 Deleting Created Secure Message Folders 1. Select the folder name and click the Folders Action option (Figure 6-85).
Figure 6-85: Visit Information: My Messages: Renamed Folder selected and Folder Actions options expanded
Note: You cannot delete system folders: Inbox, Drafts, Sent, Deleted, and Junk. The Delete Folder option will not display for these folders.
2. Click the Delete Folder option (Figure 6-86).
Figure 6-86: Visit Information: My Messages: Delete Folder
3. Click Yes on the Mail Folder Deletion Confirmation dialog (Figure 6-87) to delete the selected folder.
Note: The delete folder action will permanently delete the selected folder and cannot be undone.
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Figure 6-87: Visit Information: My Messages: Mail Folder Deletion Confirmation dialog
a. Click No on the Mail Folder Deletion Confirmation dialog (Figure 6-87) to return to the My Messages page. Note: Once the folder is deleted, the My Messages page will default back to the Inbox (Figure 6-88).
Figure 6-88: Visit Information: My Messages: folder list with the Inbox folder selected
6.9.7 Sort Secure Messages Messages can be sorted by the From, To (Sent folder only), Subject, Date, and Size, columns in ascending or descending order. Messages are sorted by the Date column in descending order by default.
To change the sorting order for your secure messages: 1. Click the From column header once to sort the column in descending order (Figure 6-89).
Note: Follow the same process for the To, Subject, and Date column headers in the sent folder.
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Figure 6-89: Visit Information: My Messages: From column header indicating descending order
a. Click the From column header again to sort the column in ascending order (Figure 6-90).
Figure 6-90: Visit Information: My Messages: From column header indicating ascending order
Note: If you have already sorted another column, clicking the Date will sort the mail in descending order first (default sort order). Clicking the Date column header again will sort the column in ascending order.
6.9.8 Secure Message Priority and Sensitivity A secure messages with a priority or sensitivity other than normal will have an image in the column header that contain and exclamation point and a lock (Figure 6-91). This column will display one or more images as follows based on the priority and sensitivity levels for the message: • If a message has a low or high priority setting with a normal sensitivity setting, only the priority image for the message displays in this column. • If a message has a low or high priority setting and a personal, private, or confidential sensitivity setting, the priority and sensitivity image for the message displays in this column. The priority image displays first, followed by the sensitivity image. • If a message has a normal priority setting and a personal, private, or confidential sensitivity setting, only the sensitivity image for the message displays in this column. Note: A message with normal priority and sensitivity will not display an image in this column. Sent messages are set with a normal priority and sensitivity level. To change the priority or sensitivity level for outgoing messages, refer to Section 6.9.1, Step 7.
Figure 6-91: Visit Information: My Messages page: priority and sensitivity column header
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6.9.8.1 Priority Images Secure messages may contain one of the following priority images: 1. Low priority messages contain a blue down arrow in the priority and sensitivity column (Figure 6-92).
Figure 6-92: Visit Information: My Messages: low priority image
2. Normal priority messages do not have a priority image. 3. High priority messages contain a red exclamation point in the priority and sensitivity column (Figure 6-93).
Figure 6-93: Visit Information: My Messages: high priority image
6.9.8.2 Sensitivity Images Secure messages may contain one of the following sensitivity images:
1. Normal sensitivity messages do not have a sensitivity image. 2. Personal sensitivity messages contain a green lock image in the priority and sensitivity column (Figure 6-94).
Figure 6-94: Visit Information: My Messages: personal sensitivity image
3. Private sensitivity messages contain a yellow lock image in the priority and sensitivity column (Figure 6-95).
Figure 6-95: Visit Information: My Messages: private sensitivity image
4. Confidential sensitivity messages contain a red lock image in the priority and sensitivity column (Figure 6-96).
Figure 6-96: Visit Information: My Messages: confidential sensitivity image
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6.10 Procedures The Procedures page displays a list of procedures. This page allows you to: • View the procedure record at the facility, which includes facility performed procedures, and procedures performed elsewhere (historical). • Sort procedures by procedure and date. To view the Procedures page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the Procedures option. The Recent Procedures page opens (Figure 6-97).
Figure 6-97: Visit Information: Procedures
6.10.1 Sort Procedures You can sort the procedure list by the Procedure, and Date, columns in ascending or descending order. The Procedure page is sorted by Date in descending order by default.
To change the sorting order for the procedure list, do one of the following: 1. Click the Procedure column header once to sort the column in ascending order (Figure 6-98).
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Figure 6-98: Procedures Sorted by the Procedure in Ascending Order
a. Click the Procedure column header again to sort the column in descending order (Figure 6-99).
Figure 6-99: Procedures Sorted by the Procedure in Descending Order
2. Click the Date column header once to sort the column in ascending order (Figure 6-100).
Figure 6-100: Procedures Sorted by the Date in Ascending Order
a. Click the Date column header again to sort the column in descending order (Figure 6-101).
Figure 6-101: Procedures Sorted by the Date in Descending Order
6.11 Medical equipment The Medical Equipment page displays any implantable devices (Medical Equipment) that you have received. The sortable categories displayed are: • Device/Equipment • Area/Body Site Location • Unique Device Identifier/Device Identifier • Assigning Authority • Date To view the Medical Equipment page: 1. Logon to the PHR as described in Section 3.1.
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2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the Medical Equipment option. The Medical Equipment History (Implantable Devices) page opens (Figure 6-102).
Figure 6-102: Visit Information: Medical Equipment History (Implantable Devices)
6.11.1 Sort Medical Equipment You can sort the Medical Equipment list by the Device/Equipment, Area/Body Site Location, Unique Device Identifier, Assigning Authority, and Date in ascending or descending order. The Medical Equipment page is sorted by Date in descending order by default.
To change the sorting order for the procedure list, do one of the following: 1. Click the Device/Equipment column header once to sort the column in ascending order. Click the Device/Equipment column header again to sort the column in descending order.
2. Click the Area/Body Site Location column header once to sort the column in ascending order. Click the Area/Body Site Location column header again to sort the column in descending order.
3. Click the Unique Device Identifier column header once to sort the column in ascending order. Click the Unique Device Identifier column header again to sort the column in descending order.
4. Click the Assigning Authority column header once to sort the column in ascending order. Click the Assigning Authority column header again to sort the column in descending order.
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5. Click the Date column header once to sort the column in ascending order. Click the Date column header again to sort the column in descending order.
6.12 My Goals The My Goals page displays goals that the patient and the healthcare professional have set. • View the goals you have set with the healthcare team at the selected facility and the start date. • Sort goals by Goal or date. To view the My Goals page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the My Goals option (Figure 6-103). The My Goals page opens (Figure 6-103).
Figure 6-103: Visit Information: My Goals
6.12.1 Sort My Goals You can sort the goals list by the Goal Set and Start Date columns in ascending or descending order. The My Goals page is sorted by Date in descending order by default. This sort order displays the most recent Goal first followed by the oldest Goal last.
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To change the sorting order for the My Goals list, do one of the following: 1. Click the Goal Set column header once to sort the column in ascending order (Figure 6-104).
Figure 6-104: My Goals sorted by the Goal Set column in Ascending Order
a. Click the Procedure column header again to sort the column in descending order (Figure 6-105).
Figure 6-105: My Goals sorted by the Goal Set column in Descending Order
2. Click the Date column header once to sort the column in ascending order (Figure 6-106).
Figure 6-106: Procedures Sorted by the Date Column in Ascending Order
a. Click the Date column header again to sort the column in descending order (Figure 6-107).
Figure 6-107: Procedures Sorted by the Date Column in Descending Order
6.13 Hospital Admissions The Hospital Admissions page displays the admission dates, discharge date, admission diagnosis, discharge diagnosis, and the discharge instructions from the facility’s medical record for the selected inpatient visit. This page allows users to: To view the Hospital Admissions page:
1. Logon to the PHR as described in Section 3.1.
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2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts opens after logon, click My Account as described in Section 7.0 to navigate to the My Health Records page. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient visit in the Visit Date column. 4. Click the Hospital Admissions option.
Figure 6-108: Visit Information: Hospital Admissions page with the Hospital Admissions option selected
6.14 For More Information The For More Information page displays links to additional health education resources. These resources are for information purposes only and are not associated with any specific health issue or your IHS medical record. Consult your health care team about specific questions related to your medical record.
To view the For More Information page: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, go to Step 3. If the My Accounts page opens after logon, click My Account and navigate to the My Health Records page. Details are described in Section 7.0. 3. On the My Health Records page, click the name of the facility in the Facility Name column for a specific inpatient or outpatient visit in the Visit Date column. 4. Click the For More Information option. The For More Information page opens (Figure 6-109).
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Figure 6-109: Visit Information: For More Information
5. Click a link to open the link in a new browser tab or window.
Note: The links associated with additional health education resources may change without notice. In this case the web link may no longer exist and return a web page cannot be found error. If this continues to happen, contact your facility’s PHR Registrar to report the issue.
6.15 Download My Data The Download My Data page displays the complete visit information for the selected visit in a text formatted window. This page allows users to view and download the visit information in a text file, which is easy to read and allows you to print or save a copy for your records.
To view the Download My Data page: 1. Click the Download My Data option. The Continuity of Care document opens (Figure 6-110).
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Figure 6-110: Visit Information: Download My Data
2. Select the Create PDF of Your Health Information (Figure 6-111).
Figure 6-111: Visit Information: Create PDF
3. A warning message displays (Figure 6-112).
Figure 6-112: Alert message
4. Click OK to download and save the file to your computer a. Click Cancel to cancel. 5. Follow the instructions from your browser for saving or printing the PDF file.
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7.0 My Accounts The My Accounts page is a snapshot of the PHR accounts that you can view. This page is the default home page for a Patient’s Personal Representative (see Section 1.2) and allows you to: • Access your personal health information. • View other PHR accounts as a personal representative. • Grant personal representative’s access to your PHR.
Figure 7-1: PHR Web Portal Application: My Accounts
7.1 Access My PHR 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens after logon, click Manage My Accounts in the lower left under the My Account Information heading (Figure 7-2).
Figure 7-2: My Account Information section at the bottom of the Health Records page
3. Click the My Account link under the My Personal Health Record (PHR) section (Figure 7-1).
Note: PHR Verified Users (see Section 1.2) are redirected to the My Health Records page. PHR users that have not verified their identity are redirected to The Next Steps page (see Section 4.1).
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7.2 View Other PHR Accounts 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens, click the Manage my Accounts link in the My Account Information section at the bottom of the page (Figure 7-3).
Figure 7-3: My Account Information section at the bottom of the Health Records page
3. If the My Accounts page opens, you have been granted access by another PHR user’s account.
4. Click a link under the PHR Accounts I can View section (Figure 7-4).
Note: The PHR account name is the name of the person that has granted you access.
Figure 7-4: My Accounts page: PHR Accounts I Can View
Note: This will take you to the selected account’s My Health Records page. See Section 5.0 for detailed page information.
7.3 Grant Others Access to Your PHR The My Accounts pages allows a PHR Verified User to grant other PHR registered or verified users access to their PHR (see Section 1.2).
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Note: An individual that you grant access to view your personal health information is referred to as a personal representative. A patient’s personal representative is an individual authorized by the patient to access their PHI pursuant to an authorization or as authorized by applicable law (see Section 1.2).
To grant a personal representative access to your PHR: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens, click the Manage my Accounts link in the My Account Information section at the bottom of the page (Figure 7-5).
Figure 7-5: My Account Information section at the bottom of the Health Records page
3. Click the Add/Update Account Access link under the Manage Access to My Personal Health Record section at the bottom of the My Accounts page (Figure 7-6).
Figure 7-6: PHR Web Portal Application: Manage Access to My Personal Health Record page
4. Click Add Access on the Manage Access to My Personal Health Record page (Figure 7-7).
Figure 7-7: PHR Web Portal Application: Manage Access to My Personal Health
a. Click << My Accounts (Figure 7-8) to cancel and return to the My Accounts page.
Figure 7-8: PHR Web Portal Application: Manage Access to My Personal Health Record
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5. Complete the form on the Add Access to Your Personal Health Record page (Figure 7-9) and click Verify User Name>> (Figure 7-10).
Figure 7-9: PHR Web Portal Application: Add Access to Your Personal Health Record
Note: You must know the PHR user name, first name, and last name of the person you are granting access to view your PHR. This person must be a Registered or Verified PHR user (see Section 1.2). Giving others access will allow them to view all or part of your personal health information.
Figure 7-10: PHR Web Portal Application: Add Access to Your Personal Health Record: Verify User Name>>
a. Click Cancel (Figure 7-11) to cancel and return to the Manage Access to my Personal Health Record page.
Figure 7-11: PHR Web Portal Application: Add Access to Your Personal Health Record: Cancel
6. Choose one of the following types of access to grant to the user from the Type of Access menu on the Personal Health Record Access Types page and click Next>> to continue.
• Full Access – Selecting this option will allow the user to view all of the patient’s personal health information except for the My Messages section. The user can also download the patient’s visit information. • Limited Access – Selecting this option will allow the user to view only the section that the patient wants the user to view. Access to the My Messages section is not permitted and the Download My Data section is disabled by default.
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Note: You can change access types and sections anytime on the Manage Access to My Personal Health Record page.
Figure 7-12: PHR Patient Web Portal: Personal Health Record Access Types
a. Click < 7.3.1 Full Access for Personal Representative 1. Choose Full Access from the drop-down menu at the bottom of the page (Figure 7-12). 2. Click Add Access to grant access to the user (Figure 7-13). a. Click < Web Portal User Manual My Accounts September 2020 73 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 7-13: PHR Patient Web Portal: Confirm Access page: Full Access 7.3.2 Limited Access for Personal Representative 1. Follow the instructions on the screen and select or de-select the PHR sections to grant the user access and click Next>> to continue (Figure 7-14). Web Portal User Manual My Accounts September 2020 74 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 7-14: PHR Patient Web Portal: Personal Health Record Access page Note: By default the Download My Data section is unchecked, which prevents the user from downloading the patient’s visit information. a. Click Cancel to cancel and return to the Manage Access to my Personal Health Record (PHR) page. 2. Click Next>> and on the Confirm Access page grant access to the user (Figure 7-13). The Manage Access to My Person Health Record (PHR) page opens (Figure 7-15). a. Click < Web Portal User Manual My Accounts September 2020 75 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 7-15: PHR Patient Web Portal: Manage Access to my Personal Health Record 7.3.3 Update Access Type 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens, click the Manage my Accounts link in the My Account Information section at the bottom of the page (Figure 7-16). Figure 7-16: My Account Information section at the bottom of the Health Records page 3. Click the Add/Update Account Access link under the Manage Access to My Personal Health Record section (Figure 7-17). The Manage Access to My Personal Health Record page opens (Figure 7-18). Figure 7-17: PHR Web Portal Application: My Accounts page with sample data 4. Click the pen and paper icon under the Update Access column on the Manage Access to my Personal Health Record page for the user you want to update (Figure 7-18 and Figure 7-19). The Update Access to My Personal Health Record page opens. Web Portal User Manual My Accounts September 2020 76 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 7-18: PHR Patient Web Portal: Manage Access to my Personal Health Record Figure 7-19: PHR Patient Web Portal: Manage Access to my Personal Health Record: Update Access 5. Click the Edit Access Type link in the Access Information pane on the Update Access to My Personal Health Record page (Figure 7-20). Figure 7-20: PHR Patient Web Portal: Update Access to My Personal Health Record a. Click < 6. Choose the type of access (follow the directions in Sections 7.3.1 and 7.3.2). Web Portal User Manual My Accounts September 2020 77 Personal Health Record (BPHR) Version 2.0 Patch 5 7.3.4 Edit Hidden Sections To edit the blocked sections to the individuals listed on the approved IHS-810 form with the Limited Access type, do the following: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens, click the Manage my Accounts link in the My Account Information section at the bottom of the page (Figure 7-21). Figure 7-21: My Account Information section at the bottom of the Health Records page 3. Click the Add/Update Account Access link under the Manage Access to My Personal Health Record section (Figure 7-22). The Manage Access to My Personal Health Record page opens (Figure 7-23). Figure 7-22: PHR Web Portal Application: My Accounts 4. Click the pen and paper icon under the Update Access column on the Manage Access to my Personal Health Record page for the user you want to update (Figure 7-23 and Figure 7-24). The Update Access to My Personal Health Record page opens. Web Portal User Manual My Accounts September 2020 78 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 7-23: PHR Patient Web Portal: Manage Access to my Personal Health Record Figure 7-24: PHR Patient Web Portal: Manage Access to my Personal Health Record: Update Access 5. Click the Edit Hidden Sections link in the Hidden Sections pane (Figure 7-25). a. Click < Figure 7-25: PHR Patient Web Portal: Manage Access to my Personal Health Record: Hidden Sections 6. On the Edit Personal Health Record Section Access page select or de-select the PHR sections to grant the user access and click Update to continue (Figure 7-26). Note: By default the Download My Data section is unchecked, which prevents the user from downloading the patient’s visit information. Web Portal User Manual My Accounts September 2020 79 Personal Health Record (BPHR) Version 2.0 Patch 5 a. Click Cancel (Figure 7-26) to cancel and return to the Manage Access to My Personal Health Record page. Figure 7-26: PHR Patient Web Portal - Edit Personal Health Record Section Access page 7. Verify the Hidden Sections pane was updated on the Update Access for delegate user page (Figure 7-27). Web Portal User Manual My Accounts September 2020 80 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 7-27: PHR Patient Web Portal: Update Access to My Personal Health Record 8. Click < 7.3.5 Delete Access To delete PHR access for individuals you have granted access to view your PHR, do the following: 1. Logon to the PHR as described in Section 3.1. 2. If the My Health Records page opens, click the Manage my Accounts link in the My Account Information section at the bottom of the page (Figure 7-28). Figure 7-28: My Account Information section at the bottom of the Health Records page 3. Click the Add/Update Account Access link under the Manage Access to My Personal Health Record section (Figure 7-29). The Manage Access to My Personal Health Record page opens (Figure 7-30). Web Portal User Manual My Accounts September 2020 81 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 7-29: PHR Web Portal Application: My Accounts Figure 7-30: PHR Patient Web Portal: Manage Access to my Personal Health Record 4. Click the icon under the Delete Access column on the Manage Access to my Personal Health Record (PHR) page for the user you want to delete access from viewing your PHR (Figure 7-31). Figure 7-31: PHR Patient Web Portal: Manage Access to my Personal Health Record: Delete Access 5. Click OK on the dialog to delete the selected user’s access. Click Cancel to return to the Manage Access to My Personal Health Record (PHR) page and cancel the access deletion. Web Portal User Manual My Accounts September 2020 82 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 7-32: Are you sure you want to revoke delegated access for this user dialog Web Portal User Manual My Accounts September 2020 83 Personal Health Record (BPHR) Version 2.0 Patch 5 8.0 Activity Logs The PHR records specific events that occur within the Patient Web Portal. These events are captured in the following categories: • PHR Activities • My Messaging Activities Users can generate a report for each of these events to review and verify your PHR and messaging activities. The PHR activities includes the patient’s and the patient’s personal representatives’ PHR activities. Note: Personal representatives do not have access to your messages. 8.1 PHR Activities To create a report for a PHR activity: 1. Logon to the PHR as described in Section 3.1. 2. Click the My Account link at logon (Figure 8-1). Figure 8-1: My Accounts page: My Personal Health Record: My Account link 3. Click View my activity log under My Account Information (Figure 8-2). The Search Your Activities page opens (Figure 8-3). Figure 8-2: My Account Information section Web Portal User Manual Activity Logs September 2020 84 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 8-3: PHR Patient Web Portal - Search Your Activities page no data 4. Select a date range (Figure 8-4 and Figure 8-5). a. Click to place the cursor in the From: field. and do one of the following: – Type the date using the format MM/DD/YYYY. Figure 8-4: Search Your Activities: date selection – Or the Calendar tool may be used to pick the date. b. Click to place the cursor in the To: field and do one of the following: – Type the date using the format MM/DD/YYYY. Web Portal User Manual Activity Logs September 2020 85 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 8-5: Search Your Activities page: To: date field and calendar selection – Or the Calendar tool may be used to pick the date. 5. Select an activity from the Activity Type menu (Figure 8-6). Figure 8-6: Search Your Activities page: Activity Type menu Note: The report for all of your PHR activities within the specified time frame will run if no selection is made. This report may take several minutes to run. 6. Click Search to run the report (Figure 8-3). Web Portal User Manual Activity Logs September 2020 86 Personal Health Record (BPHR) Version 2.0 Patch 5 a. Click Back to My Health Records to go back to the My Health Records page. 7. The report will display below the Search and Back to My Health Records buttons. Figure 8-7: PHR Patient Web Portal: Search Your Activities results Note: The search results include the PHR activities for the user and the personal representatives. 8. The report can be exported by clicking on the PDF or XLS options at the top of the report next to Download Report (Figure 8-7). 8.2 My Messaging Activities To create a report for a My messaging activity: 1. The initial steps for creating this report are the same as for creating a report for PHR Activities in Section 8.1 steps 1-5. 2. Select the My messaging activities check box (Figure 8-8). Figure 8-8: Search Your Activities page: My messaging activities check box 3. Click Search to run the report. a. Click Back to My Health Records to go back to the My Health Records page. Web Portal User Manual Activity Logs September 2020 87 Personal Health Record (BPHR) Version 2.0 Patch 5 8.3 Sort Activity Log Reports Activity log search results are displayed by Activity Date in ascending order. Change the sorting order for the activity report list by clicking on the column headers, as was done for sorting procedures in Section 6.10.1. 8.4 Export Activity Log Reports Activity log reports can be downloaded in a PDF or XLS format. Note: A PDF reader, such as Adobe Acrobat Reader is required to open a report in a PDF format. Click the Download Adobe Reader link at the bottom of any PHR page to download Adobe Acrobat Reader. A spreadsheet viewer, such as Microsoft Excel or Apple Numbers is required to open a report in an XLS format. To download an activity report: 1. Run an activity report as described in Sections 8.1 and 8.2. 2. Above the search results table next to the Download Report text, click the PDF link (Figure 8-9) to download the report in PDF format. a. Follow the instructions from your internet browser to Open, Save, Save As, or Cancel the file download. Figure 8-9: Search Your Activities page: Download Report PDF and XLS links Note: If you have installed Adobe Acrobat Reader, the report will open in a new Internet browser window. Figure 8-10: Adobe Acrobat menu Note: To Save, Print, Zoom In, Zoom Out, or Show the Acrobat Toolbar, move your cursor over the IHS.gov Privacy Policy Statement and select one of the options from the Acrobat menu (Figure 8-10). 3. Click the XLS link (Figure 8-9) to download the report in Excel format. Web Portal User Manual Activity Logs September 2020 88 Personal Health Record (BPHR) Version 2.0 Patch 5 a. Follow the instructions from your internet browser to Open, Save, Save As, or Cancel the file download. Web Portal User Manual Activity Logs September 2020 89 Personal Health Record (BPHR) Version 2.0 Patch 5 9.0 Forgot Username If a user forgets his or her username, they can recover their username by doing one of the following: • Forgot Username or Password. • Ask their facility for their PHR username. 9.1 Forgot Username or Password To recover the PHR username: 1. In the PHR Login section of the PHR Web Portal page, click the Forgot Username or Password? link (Figure 9-1). Figure 9-1: PHR Login on the PHR Web Portal 2. On the PHR – Forgot Username Recovery page click the - Forgot Username or Password? Link (Figure 9-2). Figure 9-2: PHR Patient Web Portal: Username / Password Recovery 3. Click Back to Login Page to cancel and return to the PHR Web Portal login page. 4. The PHR username displays on the PHR – Forgot Username Recovery page (Figure 9-3). Web Portal User Manual Forgot Username September 2020 90 Personal Health Record (BPHR) Version 2.0 Patch 5 Note: If information entered in Step 2 is incorrect for one or more fields, a message will display to indicate that a PHR username could not be found matching the information provided. Figure 9-3: PHR: Forgot Username Recovery 5. On the PHR – Forgot Username Recovery page, enter the following information and click Submit: a. First Name b. Last Name c. Date of Birth Note: All fields are required to recover the PHR username. d. Click Back to Login Page to cancel to return to the PHR Web Portal login page. 6. The PHR username displays on the PHR – Forgot Username Recovery page. Click Back to Login Page to return to the PHR Web Portal login page. Note: If information entered in Step 2 is incorrect for one or more fields, a message will display to indicate that a PHR username could not be found matching the information provided. Web Portal User Manual Forgot Username September 2020 91 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 9-4: PHR - Forgot Username Recovery page with recovered username displayed 9.2 Recover PHR Username from Facility PHR users can recover their username from the PHR Registration clerk at their local facility. To recover your PHR username: 1. Visit your local IHS facility. 2. Bring one form of identification with you. 3. Show the identification to the PHR Registration Clerk at the IHS facility. Web Portal User Manual Forgot Username September 2020 92 Personal Health Record (BPHR) Version 2.0 Patch 5 10.0 Reset Password To protect your personal health information do not share your PHR password with others. Users should change their password regularly and ensure the password meets the following requirements: • Must be 8-15 characters long. • Have at least one capital letter and lower case letter. • Have at least one number. • Have at least one special character (e.g., $,!,#) • Does not contain any spaces. • Cannot be the same as your PHR username. Make your password as strong as possible using the following tips: • It is recommend to use a different password for the PHR from other sites. This will ensure your PHR is unique. • Avoid passwords that are easy to guess. These include passwords that include your pet’s name, birthdate, birth year, child’s name, common dictionary names, address, e-mail address, and personal information that can be easily obtained. • Avoid using the number and special character at the beginning or end or the password. • Randomly use the password requirements throughout the password. − The following are examples of a poor password: • Password1! • 74Robert! • Secret!1234 • 1234!Fido • 1234Mainst! − The following are examples of a good password: • $lingR1s3r • R@ck3tM!ner • R0unds!Cl1mb3r$ Do not use these examples for your password. − Users can reset their PHR password in one of the following ways: • After five (5) Invalid Logins. Web Portal User Manual Reset Password September 2020 93 Personal Health Record (BPHR) Version 2.0 Patch 5 • Use the Forgot Username or Password option at login. • Go into My Account Information and reset. • The My PHR Settings option at the bottom of the page. • Visit the facility to reset the PHR password. 10.1 Forgot Username or Password 1. In the PHR Login section of the PHR Web Portal login page, click the Forgot Username or Password? link (Figure 10-1). Figure 10-1: PHR Login section Figure 10-2: PHR: Forgot Username / Password page 2. On the PHR - Forgot Username / Password page, click the - Forgot Password? link. a. Click Back to Login Page to cancel and return to the PHR Web Portal login page. Web Portal User Manual Reset Password September 2020 94 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 10-3: Reset Password: Provide Your Username 3. On the Reset Password - Provide Your Username page, enter your PHR username and click Submit. a. Click Cancel to cancel and return to the PHR Web Portal login page. Note: The username is required to continue resetting your password. Figure 10-4: Reset Password: Answer Your Security Questions 4. On the Reset Password - Answer Your Security Questions First page, enter the answers to each of your security questions and click Submit. a. Click Cancel to return to the PHR Web Portal login page. Note: All fields are required and must be correct to continue resetting your password. Web Portal User Manual Reset Password September 2020 95 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 10-5: Reset Password: Enter Your New Password 5. On the Reset Password - Enter Your New Password page, enter a new password, confirm password, and click Reset. a. Click Cancel to return to the PHR Web Portal login page. 6. On the Password Reset Confirmation page, click Back to Login Page to return to the PHR Web Portal login page and logon using the updated password. Figure 10-6: Password Reset Confirmation page Web Portal User Manual Reset Password September 2020 96 Personal Health Record (BPHR) Version 2.0 Patch 5 10.2 Invalid Logon The PHR will lock you out of the system after five invalid username and password combinations. After three invalid attempts, the PHR will ask you if you want to reset your password. Figure 10-7: Do you want to change your password dialog To reset your password do the following: 1. Click OK on the change your password dialog. a. Click Cancel to return to the PHR Web Portal login page. Figure 10-8: PHR - Forgot Username / Password page 2. On the PHR - Forgot Username / Password page, click the - Forgot Password? link. a. Click Back to Login Page to cancel and return to the PHR Web Portal login page. 3. Complete Steps 3 through 6 in Section 10.1. Web Portal User Manual Reset Password September 2020 97 Personal Health Record (BPHR) Version 2.0 Patch 5 10.3 My Account Information You may reset your password from the Update my PHR profile settings and change my password link in the My Account Information section of the My Health Records page. To reset your password do the following: 1. Logon to the PHR as described in Section 3.1. 2. Click the My Account link at logon (Figure 10-9). Figure 10-9: My Accounts page: My Personal Health Record: My Account link 3. Click the Update/Reset my password link (Figure 10-10) in the My Account Information section. The Update Your Profile page opens (Figure 10-11). Figure 10-10: My Account Information section 4. On the Reset Password - Answer Your Security Questions First page (Figure 10-11), enter the answers to each of your security questions and click Submit. a. Click Cancel to return to the PHR Profile Setting - Reset Password / Update Profile Setting page. Web Portal User Manual Reset Password September 2020 98 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 10-11: Reset Password: Answer Security Questions Note: All fields are required and must be correct to continue resetting your password. 5. On the Reset Password - Enter Your New Password page (Figure 10-12), enter a new password, confirm password, and click Reset. a. Click Cancel to cancel and return to the PHR Profile Setting - Reset Password / Update Profile Setting page. Figure 10-12: Reset Password: Enter Your New Password 6. On the Password Reset Confirmation page (Figure 10-13), click Back to Login Page to return to the PHR Web Portal login page and logon using the updated password. Figure 10-13: Password Reset Confirmation Web Portal User Manual Reset Password September 2020 99 Personal Health Record (BPHR) Version 2.0 Patch 5 10.4 My PHR Settings After successful PHR logon, users can reset their password from any page using the My PHR Setting link at the bottom of the page. To reset your password do the following: 1. Logon to the PHR as described in Section 3.1. Figure 10-14: My PHR Settings link 2. Click the My PHR Settings link at the bottom of any PHR page (Figure 10-15). Figure 10-15: PHR Profile Setting - Reset Password / Update Profile Setting page 3. On the PHR Profile Setting - Reset Password / Update Profile Setting page, click the – Reset Password link (Figure 10-15). a. Click Cancel to return to the home page. 4. On the Reset Password - Answer Your Security Questions First page (Figure 10-16), enter the answers to each of your security questions and click Submit. a. Click Cancel to return to the PHR Profile Setting - Reset Password / Update Profile Setting page. Web Portal User Manual Reset Password September 2020 100 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 10-16: Reset Password - Answer Your Security Questions First page Note: All fields are required and must be correct to continue resetting your password. 5. On the Reset Password - Enter Your New Password page (Figure 10-17), enter a new password, confirm password, and click Reset. a. Click Cancel to return to the PHR Profile Setting - Reset Password / Update Profile Setting page. Figure 10-17: Reset Password - Enter Your New Password page 6. On the Password Reset Confirmation page, click Back to Login Page to return to the PHR Web Portal login page and logon using the updated password. Web Portal User Manual Reset Password September 2020 101 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 10-18: PHR Web Portal login page 10.5 Facility PHR Password Reset PHR users can ask the PHR Registration clerk at their local facility to reset their PHR password. Follow these steps to reset your PHR password: 1. Visit your local IHS facility. 2. Bring one form of identification with you. 3. Show the identification to the PHR Registration Clerk at the IHS facility. Web Portal User Manual Reset Password September 2020 102 Personal Health Record (BPHR) Version 2.0 Patch 5 11.0 Update PHR Profile Settings After logon, users can update their PHR profile settings, such as security questions and demographic information. Note: My PHR Settings will only update your PHR account and not your IHS medical record. To update your IHS medical record at your facility, download, complete, and submit the Request for Correction/Amendment of Protected Health Information (PHI) Form at: https://www.hhs.gov/sites/default/files/forms/ihs917.pdf. Any changes you request will only be made to your record at the facility that the form was submitted and not to any other facilities where you may receive medical care. 11.1 My Account Information Users can update their PHR profile settings from the Update my PHR profile settings and change my password link in the My Account Information section of the My Health Records page. To update your PHR profile settings: 1. Logon to the PHR as described in Section 3.1. 2. Click the My Account link at logon (Figure 11-1). Figure 11-1: My Accounts page: My Personal Health Record: My Account link 3. Click the Update my PHR profile Settings link under My Account Information (Figure 11-2). The Update Personal Profile page opens (Figure 11-3). Web Portal User Manual Update PHR Profile Settings September 2020 103 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 11-2: My Account Information section Figure 11-3: Update Personal Profile 11.1.1 Edit Account Security Questions 1. Click the Edit Account Security Questions link (Figure 11-3). Web Portal User Manual Update PHR Profile Settings September 2020 104 Personal Health Record (BPHR) Version 2.0 Patch 5 Figure 11-4: Security Questions Detail page 2. On the Security Questions Detail page, update an answer to an existing security question or update a security question by selecting a different question (Figure 11-5). Figure 11-5: Security Questions Detail page: security question list 3. Click Update to save changes. Click Cancel to return to the Update Personal Profile page. 11.1.2 Edit Personal Details 1. Click the Edit Personal Details link (Figure 11-6). Figure 11-6: Update Personal Profile: Personal Details Web Portal User Manual Update PHR Profile Settings September 2020 105 Personal Health Record (BPHR) Version 2.0 Patch 5 2. On the Personal Profile Information page, update personal information. 3. Click Update to save changes. a. Click Cancel to cancel and return to the Update Personal Profile page. 11.2 My PHR Settings After successful PHR logon, you may update your PHR profile settings from any page using the My PHR Setting link at the bottom of any page. To reset your PHR profile settings do the following: 1. Logon to the PHR as described in Section 3.1. 2. Click the My PHR Settings link at the bottom of any PHR page (Figure 11-7). Figure 11-7: My PHR Settings link 3. On the PHR Personal Profile page edit areas as needed. a. Click Back to return to the home page. 4. Complete Steps 2 and 3in Section 11.1.2. Web Portal User Manual Update PHR Profile Settings September 2020 106 Personal Health Record (BPHR) Version 2.0 Patch 5 12.0 Report a Breach or Misuse of the PHR All PHR users should monitor their PHR. If you notice any suspicious activities, such as recorded activities in the PHR log that you or one or your personal representatives did not perform. Change your password and report any suspicious activity to your service unit/facility immediately. Web Portal User Manual Report a Breach or Misuse of the PHR September 2020 107 Personal Health Record (BPHR) Version 2.0 Patch 5 13.0 Technical Support Technical support for PHR is provided by your local service unit/facility. The service unit/facility can provide basic level of customer support related to IT hardware, software, and telecommunications. Examples include access request, reset of passwords, training, PHR Patient Web Portal issues, and other PHR related questions. Contact your service unit/facility for additional help not provided by this user manual. Web Portal User Manual Technical Support September 2020 108 Personal Health Record (BPHR) Version 2.0 Patch 5 Appendix A Rules of Behavior The Resource and Patient Management (RPMS) system is a United States Department of Health and Human Services (HHS), Indian Health Service (IHS) information system that is FOR OFFICIAL USE ONLY. The RPMS system is subject to monitoring; therefore, no expectation of privacy shall be assumed. Individuals found performing unauthorized activities are subject to disciplinary action including criminal prosecution. All users (Contractors and IHS Employees) of RPMS will be provided a copy of the Rules of Behavior (ROB) and must acknowledge that they have received and read them prior to being granted access to a RPMS system, in accordance IHS policy. • For a listing of general ROB for all users, see the most recent edition of IHS General User Security Handbook (SOP 06-11a). • For a listing of system administrators/managers rules, see the most recent edition of the IHS Technical and Managerial Handbook (SOP 06-11b). Both documents are available at this IHS Web site: https://home.ihs.gov/security/index.cfmhttp://security.ihs.gov/. Note: Users must be logged on to the IHS D1 Intranet to access these documents. The ROB listed in the following sections are specific to RPMS. A.1 All RPMS Users In addition to these rules, each application may include additional ROB that may be defined within the documentation of that application (e.g., Dental, Pharmacy). A.1.1 Access RPMS users shall • Only use data for which you have been granted authorization. • Only give information to personnel who have access authority and have a need to know. • Always verify a caller’s identification and job purpose with your supervisor or the entity provided as employer before providing any type of information system access, sensitive information, or nonpublic agency information. Web Portal User Manual Rules of Behavior September 2020 109 Personal Health Record (BPHR) Version 2.0 Patch 5 • Be aware that personal use of information resources is authorized on a limited basis within the provisions Indian Health Manual Part 8, “Information Resources Management,” Chapter 6, “Limited Personal Use of Information Technology Resources.” RPMS users shall not • Retrieve information for someone who does not have authority to access the information. • Access, research, or change any user account, file, directory, table, or record not required to perform their official duties. • Store sensitive files on a PC hard drive, or portable devices or media, if access to the PC or files cannot be physically or technically limited. • Exceed their authorized access limits in RPMS by changing information or searching databases beyond the responsibilities of their jobs or by divulging information to anyone not authorized to know that information. A.1.2 Information Accessibility RPMS shall restrict access to information based on the type and identity of the user. However, regardless of the type of user, access shall be restricted to the minimum level necessary to perform the job. RPMS users shall • Access only those documents they created and those other documents to which they have a valid need-to-know and to which they have specifically granted access through an RPMS application based on their menus (job roles), keys, and FileMan access codes. Some users may be afforded additional privileges based on the functions they perform, such as system administrator or application administrator. • Acquire a written preauthorization in accordance with IHS policies and procedures prior to interconnection to or transferring data from RPMS. A.1.3 Accountability RPMS users shall • Behave in an ethical, technically proficient, informed, and trustworthy manner. • Log out of the system whenever they leave the vicinity of their personal computers (PCs). • Be alert to threats and vulnerabilities in the security of the system. • Report all security incidents to their local Information System Security Officer (ISSO). Web Portal User Manual Rules of Behavior September 2020 110 Personal Health Record (BPHR) Version 2.0 Patch 5 • Differentiate tasks and functions to ensure that no one person has sole access to or control over important resources. • Protect all sensitive data entrusted to them as part of their government employment. • Abide by all Department and Agency policies and procedures and guidelines related to ethics, conduct, behavior, and information technology (IT) information processes. A.1.4 Confidentiality RPMS users shall • Be aware of the sensitivity of electronic and hard copy information and protect it accordingly. • Store hard copy reports/storage media containing confidential information in a locked room or cabinet. • Erase sensitive data on storage media prior to reusing or disposing of the media. • Protect all RPMS terminals from public viewing at all times. • Abide by all Health Insurance Portability and Accountability Act (HIPAA) regulations to ensure patient confidentiality. RPMS users shall not • Allow confidential information to remain on the PC screen when someone who is not authorized to that data is in the vicinity. • Store sensitive files on a portable device or media without encrypting. A.1.5 Integrity RPMS users shall • Protect their systems against viruses and similar malicious programs. • Observe all software license agreements. • Follow industry standard procedures for maintaining and managing RPMS hardware, operating system software, application software, and/or database software and database tables. • Comply with all copyright regulations and license agreements associated with RPMS software. RPMS users shall not • Violate federal copyright laws. • Install or use unauthorized software within the system libraries or folders. Web Portal User Manual Rules of Behavior September 2020 111 Personal Health Record (BPHR) Version 2.0 Patch 5 • Use freeware, shareware, or public domain software on/with the system without their manager’s written permission and without scanning it for viruses first. A.1.6 System Logon RPMS users shall • Have a unique User Identification/Account name and password. • Be granted access based on authenticating the account name and password entered. • Be locked out of an account after five successive failed login attempts within a specified time period (e.g., one hour). A.1.7 Passwords RPMS users shall • Change passwords a minimum of every 90 days. • Create passwords with a minimum of eight characters. • If the system allows, use a combination of alpha-numeric characters for passwords, with at least one uppercase letter, one lower case letter, and one number. It is recommended, if possible, that a special character also be used in the password. • Change vendor-supplied passwords immediately. • Protect passwords by committing them to memory or store them in a safe place (do not store passwords in login scripts or batch files). • Change passwords immediately if password has been seen, guessed, or otherwise compromised, and report the compromise or suspected compromise to their ISSO. • Keep user identifications (IDs) and passwords confidential. RPMS users shall not • Use common words found in any dictionary as a password. • Use obvious readable passwords or passwords that incorporate personal data elements (e.g., user’s name, date of birth, address, telephone number, or social security number; names of children or spouses; favorite band, sports team, or automobile; or other personal attributes). • Share passwords/IDs with anyone or accept the use of another’s password/ID, even if offered. • Reuse passwords. A new password must contain no more than five characters per eight characters from the previous password. • Post passwords. Web Portal User Manual Rules of Behavior September 2020 112 Personal Health Record (BPHR) Version 2.0 Patch 5 • Keep a password list in an obvious place, such as under keyboards, in desk drawers, or in any other location where it might be disclosed. • Give a password out over the phone. A.1.8 Backups RPMS users shall • Plan for contingencies such as physical disasters, loss of processing, and disclosure of information by preparing alternate work strategies and system recovery mechanisms. • Make backups of systems and files on a regular, defined basis. • If possible, store backups away from the system in a secure environment. A.1.9 Reporting RPMS users shall • Contact and inform their ISSO that they have identified an IT security incident and begin the reporting process by providing an IT Incident Reporting Form regarding this incident. • Report security incidents as detailed in the IHS Incident Handling Guide (SOP 05-03). RPMS users shall not • Assume that someone else has already reported an incident. The risk of an incident going unreported far outweighs the possibility that an incident gets reported more than once. A.1.10 Session Timeouts RPMS system implements system-based timeouts that back users out of a prompt after no more than 5 minutes of inactivity. RPMS users shall • Utilize a screen saver with password protection set to suspend operations at no greater than 10 minutes of inactivity. This will prevent inappropriate access and viewing of any material displayed on the screen after some period of inactivity. A.1.11 Hardware RPMS users shall • Avoid placing system equipment near obvious environmental hazards (e.g., water pipes). Web Portal User Manual Rules of Behavior September 2020 113 Personal Health Record (BPHR) Version 2.0 Patch 5 • Keep an inventory of all system equipment. • Keep records of maintenance/repairs performed on system equipment. RPMS users shall not • Eat or drink near system equipment. A.1.12 Awareness RPMS users shall • Participate in organization-wide security training as required. • Read and adhere to security information pertaining to system hardware and software. • Take the annual information security awareness. • Read all applicable RPMS manuals for the applications used in their jobs. A.1.13 Remote Access Each subscriber organization establishes its own policies for determining which employees may work at home or in other remote workplace locations. Any remote work arrangement should include policies that • Are in writing. • Provide authentication of the remote user through the use of ID and password or other acceptable technical means. • Outline the work requirements and the security safeguards and procedures the employee is expected to follow. • Ensure adequate storage of files, removal, and nonrecovery of temporary files created in processing sensitive data, virus protection, and intrusion detection, and provide physical security for government equipment and sensitive data. • Establish mechanisms to back up data created and/or stored at alternate work locations. Remote RPMS users shall • Remotely access RPMS through a virtual private network (VPN) whenever possible. Use of direct dial in access must be justified and approved in writing and its use secured in accordance with industry best practices or government procedures. Remote RPMS users shall not • Disable any encryption established for network, internet, and Web browser communications. Web Portal User Manual Rules of Behavior September 2020 114 Personal Health Record (BPHR) Version 2.0 Patch 5 A.2 RPMS Developers RPMS developers shall • Always be mindful of protecting the confidentiality, availability, and integrity of RPMS when writing or revising code. • Always follow the IHS RPMS Programming Standards and Conventions (SAC) when developing for RPMS. • Only access information or code within the namespaces for which they have been assigned as part of their duties. • Remember that all RPMS code is the property of the U.S. Government, not the developer. • Not access live production systems without obtaining appropriate written access and shall only retain that access for the shortest period possible to accomplish the task that requires the access. • Observe separation of duties policies and procedures to the fullest extent possible. • Document or comment all changes to any RPMS software at the time the change or update is made. Documentation shall include the programmer’s initials, date of change, and reason for the change. • Use checksums or other integrity mechanism when releasing their certified applications to assure the integrity of the routines within their RPMS applications. • Follow industry best standards for systems they are assigned to develop or maintain and abide by all Department and Agency policies and procedures. • Document and implement security processes whenever available. RPMS developers shall not • Write any code that adversely impacts RPMS, such as backdoor access, “Easter eggs,” time bombs, or any other malicious code or make inappropriate comments within the code, manuals, or help frames. • Grant any user or system administrator access to RPMS unless proper documentation is provided. • Release any sensitive agency or patient information. Web Portal User Manual Rules of Behavior September 2020 115 Personal Health Record (BPHR) Version 2.0 Patch 5 A.3 Privileged Users Personnel who have significant access to processes and data in RPMS, such as, system security administrators, systems administrators, and database administrators, have added responsibilities to ensure the secure operation of RPMS. Privileged RPMS users shall • Verify that any user requesting access to any RPMS system has completed the appropriate access request forms. • Ensure that government personnel and contractor personnel understand and comply with license requirements. End users, supervisors, and functional managers are ultimately responsible for this compliance. • Advise the system owner on matters concerning information technology security. • Assist the system owner in developing security plans, risk assessments, and supporting documentation for the certification and accreditation process. • Ensure that any changes to RPMS that affect contingency and disaster recovery plans are conveyed to the person responsible for maintaining continuity of operations plans. • Ensure that adequate physical and administrative safeguards are operational within their areas of responsibility and that access to information and data is restricted to authorized personnel on a need-to-know basis. • Verify that users have received appropriate security training before allowing access to RPMS. • Implement applicable security access procedures and mechanisms, incorporate appropriate levels of system auditing, and review audit logs. • Document and investigate known or suspected security incidents or violations and report them to the ISSO, Chief Information Security Officer (CISO), and systems owner. • Protect the supervisor, superuser, or system administrator passwords. • Avoid instances where the same individual has responsibility for several functions (i.e., transaction entry and transaction approval). • Watch for unscheduled, unusual, and unauthorized programs. • Help train system users on the appropriate use and security of the system. • Establish protective controls to ensure the accountability, integrity, confidentiality, and availability of the system. • Replace passwords when a compromise is suspected. Delete user accounts as quickly as possible from the time that the user is no longer authorized system. Passwords forgotten by their owner should be replaced, not reissued. Web Portal User Manual Rules of Behavior September 2020 116 Personal Health Record (BPHR) Version 2.0 Patch 5 • Terminate user accounts when a user transfers or has been terminated. If the user has authority to grant authorizations to others, review these other authorizations. Retrieve any devices used to gain access to the system or equipment. Cancel logon IDs and passwords and delete or reassign related active and backup files. • Use a suspend program to prevent an unauthorized user from logging on with the current user's ID if the system is left on and unattended. • Verify the identity of the user when resetting passwords. This can be done either in person or having the user answer a question that can be compared to one in the administrator’s database. • Shall follow industry best standards for systems they are assigned to and abide by all Department and Agency policies and procedures. Privileged RPMS users shall not • Access any files, records, systems, etc., that are not explicitly needed to perform their duties • Grant any user or system administrator access to RPMS unless proper documentation is provided. • Release any sensitive agency or patient information. Web Portal User Manual Rules of Behavior September 2020 117 Personal Health Record (BPHR) Version 2.0 Patch 5 Acronym List Acronym Meaning FAQ Frequently Asked Questions IHS Indian Health Service OIT Office of Information Technology PHI Protected Health Information PHR Personal Health Record PII Personally-Identifiable Information RPMS Resource and Patient Management System Web Portal User Manual Acronym List September 2020 118 Personal Health Record (BPHR) Version 2.0 Patch 5 Contact Information If you have any questions or comments regarding this distribution, please contact the IHS IT Service Desk. Phone: (888) 830-7280 (toll free) Web: https://www.ihs.gov/itsupport/ Email: [email protected] Web Portal User Manual Contact Information September 2020 119