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Adding new Users to Communicare 19.2 Version 1.0 5th Jan 2021 Page 1 of 4
How to add a new user or re-enable a previous user in Communicare
Document source: AMSANT, Digital Health Team. www.amsant.org.au/digital
Please contact [email protected] or [email protected] if any questions
To add new users in Communicare, you will need to login as an Administrator.
This role is limited to specific people within Health Services.
First part, adding a new username under their role:
Top Panel
Bottom Panel
1. Click on “File / User Groups”
2. Select the type of user/Role in the top-panel list that matches the new persons’ role
i.e. “Registered Nurses” (or similar) if you are adding an RN
3. This will show all users currently set up within that user-group, listed in the bottom panel
4. Scroll down the list and look for an existing username for your new user, as they may have
been added previously.
The usual format for the username is “surname-first-name-initial”, so Joe Bloggs would be
“BLOGGSJ”. (Some health services may use “first name-surname-initial”, “JOEB”)
5. If they are already there, double click their username and make sure “Can change password”
and “Active” boxes are ticked. You can also type in a new, generic password, for example
“welcome123” in case they have forgotten their password.
Adding new Users to Communicare 19.2 Version 1.0 5th Jan 2021 Page 2 of 4
6. If they do not currently have a Username, then click the add user
button in the bottom panel
7. Use the format your health service currently follows, usually
“surname-first-name-initial”, so Joe Bloggs would be “BLOGGSJ”
8. Setup an initial password, perhaps something generic that you can
give to the user, by typing this in to the Password and Confirm
Password fields. You might use something like “welcome123” for
example.
The user will be prompted at first login to enter their own password,
which will not automatically require changing in future, but can be changed any time by
themselves using the “File / Change Password” option.
9. Click “OK”
10. It may be good to check that this new username you have added in the bottom list is now in
the correct “User Group” highlighted in the top panel.
11. Click “Save” at the bottom of the main “User group maintenance” window to close
Second part, adding them as a “Provider”
1. Go to “File/Providers”
(For older versions of Communicare , it is “File/Reference Tables/Provider”
2. Use the “Locate:” search field at the top of the “Providers” window to search for the user’s
first name. Or scroll down the list to see if you can find them.
Adding new Users to Communicare 19.2 Version 1.0 5th Jan 2021 Page 3 of 4
3. This is a double check to see if the new user has had access to your Communicare in the
past. If they are there you can open their Provider details window (double-click their name)
and remove their “Disable Date” if there is one, and update any missing information,
qualifications, AHPRA registration number for example.
4. If the new user is not listed, then click on the green “ ” add button.
This will open the “Provider” details form;
5. Select their “Logon User Name” from the top drop-down list, as added in the first step.
6. Fill in the rest of the form with all the information you have, with at least the fore and
surnames, Specialty, AHPRA registration number (required so they can access the “My
Health Record”), and Prescriber and provider numbers if for Doctors / Nurse Practitioners
etc.
As this user-name/login information is used to identify the Clinician using the system, it is
part of their legal signature against all recorded data they enter. So it is best to have as much
information possible about the user, including Date-of-Birth etc.
Also, ensuring their AHPRA registration number is correct is important due to the link into the
“My Health Record”, as this is a nation-wide repository for shared clinical information on
patients that is accessible by many clinicians and health facilities.
Adding new Users to Communicare 19.2 Version 1.0 5th Jan 2021 Page 4 of 4
7. You can look up their AHPRA registration number here:
https://www.ahpra.gov.au/Registration/Registers-of-Practitioners.aspx
8. Tick “Show Medicare Claim Tab?” so they are prompted to claim Medicare where applicable
Some health services do not have this box checked, as they have other work-processes in place to
claim Medicare. If you are unsure, perhaps check with your Health Centre Manager or Medicare /
Business admin person to see how this is run in your health service.
9. Click “Save”
10. Communicare will use the information entered to search for the User’s HPI-I with Medicare.
This is their “Healthcare Provider Identifier– Individual” number which identifies them for
My Health record read and write access.
11. See here for details:
https://www.ahpra.gov.au/About-AHPRA/What-We-Do/Who-we-work-with/eHealth.aspx
Now the new user should be able to login directly to your “Online” Communicare.
If you are using the Offline Mode on laptops which are synchronised for outstation visits and offline
work, the new user will not be able to log on to these laptops until the NEXT DAY, as these synched
laptops take that new user login information from the backup which is automatically run each day in
the early hours. This means you would need to add new clinicians as users at least one day before
they are due to use any of these laptops.
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