Register organisation users

Page Contents:

You can register people in your organisation as users within the PCA. PCA users can be assigned different roles to help you manage information about your service offerings, and which partner services you choose to publish your service offerings to.

Key things to note: When registering your organisation, you are linked as the initial Organisation Manager. Assignable roles include:

Organisation level (step 5):

  • Organisation Manager: Manage organisation details, and linked locations, healthcare services and users.
  • Healthcare Service Manager: Manage locations linked to the selected organisation, and their healthcare services and users.

Healthcare Location level (step 5a):

  • Healthcare Service Manager: Manage the location and its linked healthcare services and users.

Healthcare Service level (step 5b):

  • Healthcare Service Manager: Manage the healthcare service and its users.

Register a new Organisation User

Summary of steps:

  • From the Your Organisations screen, click on the organisation name, location, or healthcare service to which you wish to add a user (and which you have rights to).
  • Click on the Users tab
  • Click on the Assign User button
  • Enter the PRODA RA number for the user you wish to link to this Organisation and click on Link User.
  • The Add User screen will display
  • To assign at the Organisation level: click on the name of the organisation and then select the checkbox next to either Organisation Manager, or Healthcare Service Manager, or:

To assign at the Healthcare Location level: click on the name of the healthcare location and select the checkbox next to Healthcare Service Manager, or:

To assign at the Healthcare Service level: click on the name of the healthcare service and select the checkbox next to Healthcare Service Manager.

Note: You can only assign a role to a user to the same level that you have rights to (or lower levels). In addition, you may only assign the role that you are assigned but not assign a role with higher privileges. For example, if you have been assigned the Healthcare Service Manager role at the Organisation level, you can assign the Healthcare Service Manager role to a user at the Organisation or lower levels. You cannot assign them the Organisation Manager role.

  • Once complete, click on the Update Roles button.
  • On the Users tab, you will see the list of users that have been added.

Detailed steps:

Step 1

From the Your Organisations screen:

1. Click on the organisation name, location, or healthcare service you wish to register a new user against (and for which you have rights to).

Step 2

The organisation, location or healthcare service screen will be displayed.

1. Click on the Users tab, then

2. Click on the Assign User button

Step 3

1. Enter the PRODA RA number for the user you wish to link to this Organisation, and

2. Click on Link User.

Step 4

The Add User screen will display.

If the user has not registered to access the PCA Portal, only their PRODA first name, last name and PRODA RA number will be imported.

On the User Details tab:

1. Enter their Email address and click Save.

(If the user has previously access the PCA Portal, their PRODA First Name and PRODA Last Name details will retrieved from PRODA and populated on this tab and will not be editable).

Step 5

To assign a user a role at the Organisation level, on the Roles tab:

1. Click on the Organisation name.

2. Select either the Organisation Manager checkbox, or Healthcare Service Manager checkbox.

Note: You can only assign a role to a user at the same level that you have rights to (or to lower levels).

Step 5a

To assign a user a role at the Healthcare Location, on the Roles tab:

1. Click on the Healthcare Location name.

2. Select the: Healthcare Service Manager checkbox.

Note: You can only assign a role to a user at the same level that you have rights to (or to lower levels).

Proceed to Step 6, or step 5b below.

Step 5b

To assign a user a role at the Healthcare Service, on the Roles tab:

1. Click on the Healthcare Service name

2. Select the Healthcare Service Manager checkbox.

Note: You can only assign a role to a user at the same level that you have rights to.

Step 6

1. Once complete, click on the Update Roles button.

Step 7

1. Navigate to the organisation, location or healthcare service you registered the new user against and select the Users tab.

2. On the Users tab, you will see the list of users that have been added.

Note: The example screenshot is for the Participating Organisation. Also, if a newly registered user has not yet accessed the PCA Portal, their name will not be displayed. It will appear after they log into the portal.

Update an Organisation User's Role

Organisation users that have been assigned roles can be updated to either revoke a role or updated to reflect a change in the role they have been assigned.

Summary of steps to edit an organisation user

  • From the Your Organisations screen, click on the organisation name, location or healthcare service where the user's role is to be edited.
  • Click on the Users tab and click on the name of the user to be edited.
  • The Edit User screen will appear.
  • On the User Details tab: If the user has already registered to access the PCA Portal, the details retrieved on this tab will not be editable.
  • On the Roles tab: De-select a role that had been previously selected which is to be revoked, or click on either the healthcare organisation name, healthcare location name or healthcare service name and click on the corresponding checkbox for the updated role to be assigned.

    Detailed steps:

    Note: You can only update, or revoke assigned roles for a user at the same level, or lower levels, that you have rights to (but not for higher levels). For example, if you have been assigned the Healthcare Service Manager role for a particular Healthcare Service, you can only update/revoke roles for users at that Healthcare Service. You cannot update their role to the Organisation Manager or Healthcare Service Manager role at a higher level.

    • Once complete, click on the Update Roles button.

    Step 1

    From the Your Organisations screen:

    1. Click on the organisation name, location, or healthcare service where the user's role is to be edited.

    Step 2

    The organisation, location or healthcare service screen will be displayed.

    1. Click on the Users tab, then

    2. Click on the name of the user to be edited.

    Step 3

    The Edit User screen will appear.

    1. Select the Roles tab.

    Step 4

    On the Roles tab:

    1. De-select a role that had been previously selected which is to be revoked, or

    2. Click on either the healthcare organisation name, healthcare location name or healthcare service name and click on the corresponding checkbox for the updated role to be assigned.

    Note: If you select a healthcare location or healthcare service only the Healthcare Service Manager role will be available.

    Step 5

    1. Once complete, click on the Update Roles button.

    If you need to update any of your organisation details in future, follow the steps in Maintain organisation details. 

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