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User Management

Comprehensive guide for managing users, roles, and permissions in the MedFeed platform.

Overview​

The User Management system provides administrators with tools to manage hospital staff accounts, configure roles and permissions, and maintain security across the platform.

[Screenshot placeholder: User management dashboard overview]

Key Features​

  • User Account Management: Create, update, and deactivate user accounts
  • Role-Based Access Control: Assign roles and permissions
  • Department Management: Organize users by departments
  • Bulk Operations: Import/export users and bulk updates
  • Audit Tracking: Complete user activity monitoring

Accessing User Management​

  1. Log in as an administrator
  2. Navigate to Administration > User Management
  3. Or use the quick access: Settings > Users

[Screenshot placeholder: Navigation to user management]

Required Permissions​

  • user:read - View user information
  • user:create - Create new users
  • user:update - Modify user accounts
  • user:delete - Deactivate users
  • role:manage - Assign roles and permissions

User Account Management​

Creating New Users​

[Screenshot placeholder: New user creation form]

Manual User Creation​

  1. Click Add New User button
  2. Fill in required information:
    • Email Address (primary identifier)
    • Full Name
    • Employee ID (if applicable)
    • Department
    • Role
    • Phone Number
  3. Set Account Status (Active/Inactive)
  4. Configure Initial Password options:
    • Generate temporary password
    • Send invitation email
    • Require password change on first login
  5. Click Create User

Bulk User Import​

  1. Navigate to Bulk Operations > Import Users
  2. Download the CSV template
  3. Fill in user information: 
    email,firstName,lastName,employeeId,department,role,phoneNumber
    doctor@hospital.com,John,Smith,EMP001,Cardiology,doctor,+1234567890
    nurse@hospital.com,Jane,Doe,EMP002,Emergency,nurse,+1234567891
  4. Upload the completed CSV file
  5. Review and confirm the import
  6. Monitor import progress and results

[Screenshot placeholder: Bulk import interface and progress]

User Profile Management​

Viewing User Details​

[Screenshot placeholder: User profile details view]

Basic Information:

  • Personal details (name, email, phone)
  • Employment information (ID, department, role)
  • Account status and last login
  • Profile picture and preferences

Security Information:

  • Password last changed
  • MFA status and methods
  • Active sessions
  • Recent login history

Activity Summary:

  • Recent actions and logins
  • Document access history
  • Task assignments and completions
  • System usage statistics

Editing User Information​

  1. Select user from the user list
  2. Click Edit Profile
  3. Modify allowed fields:
    • Contact information
    • Department assignment
    • Role and permissions
    • Account status
  4. Save changes
  5. Notify user of updates (optional)

[Screenshot placeholder: User editing interface]

Account Status Management​

Account States​

  • Active: Full system access
  • Inactive: Suspended access, data preserved
  • Pending: Awaiting email verification
  • Locked: Temporarily locked due to security issues
  • Archived: Permanently deactivated, historical data only

Status Change Procedures​

[Screenshot placeholder: Account status change interface]

Deactivating Users:

  1. Select user account
  2. Click Change Status > Deactivate
  3. Choose deactivation reason:
    • Employee termination
    • Extended leave
    • Security concern
    • Role change
  4. Set Effective Date
  5. Configure Data Handling:
    • Transfer ownership of documents
    • Reassign active tasks
    • Archive personal data
  6. Confirm deactivation

Reactivating Users:

  1. Filter for inactive users
  2. Select user to reactivate
  3. Click Reactivate Account
  4. Update information if needed
  5. Reset password (optional)
  6. Send welcome back notification

Role and Permission Management​

Understanding Roles​

[Screenshot placeholder: Role hierarchy visualization]

Default System Roles​

Super Administrator

  • Full system access
  • User and role management
  • System configuration
  • Security settings

Hospital Administrator

  • User management within organization
  • Department configuration
  • Analytics and reporting
  • Compliance monitoring

Doctor

  • Patient record access
  • Clinical documentation
  • Task management
  • Analytics viewing

Nurse

  • Patient care documentation
  • Task execution
  • Feedback collection
  • Shift reporting

Quality Manager

  • Feedback analysis
  • Quality metrics
  • Compliance reporting
  • Performance analytics

Technician

  • Equipment maintenance tasks
  • Technical documentation
  • System monitoring
  • Basic reporting

Creating Custom Roles​

[Screenshot placeholder: Custom role creation interface]

  1. Navigate to Roles & Permissions > Create Role
  2. Define role properties:
    • Role Name: Descriptive name
    • Role ID: System identifier
    • Description: Role purpose and scope
    • Department: Associated department (optional)
  3. Configure permissions:
    • Select from available permissions
    • Set permission levels (read, write, delete)
    • Define resource access scope
  4. Set role hierarchy:
    • Parent roles (inheritance)
    • Child roles (delegation)
  5. Save and activate role

Permission Categories​

[Screenshot placeholder: Permission matrix interface]

Patient Management

  • patient:read - View patient information
  • patient:create - Add new patients
  • patient:update - Modify patient records
  • patient:delete - Archive patient records

Clinical Documentation

  • notes:read - View clinical notes
  • notes:create - Create new notes
  • notes:update - Edit existing notes
  • notes:sign - Approve and sign notes

Task Management

  • task:read - View tasks
  • task:create - Create new tasks
  • task:assign - Assign tasks to others
  • task:complete - Mark tasks as complete

Analytics and Reporting

  • analytics:read - View analytics dashboards
  • reports:create - Generate reports
  • reports:export - Export report data
  • reports:schedule - Set up automated reports

Assigning Roles to Users​

[Screenshot placeholder: Role assignment interface]

Individual Assignment​

  1. Select user from user list
  2. Click Manage Roles
  3. Choose from available roles:
    • Primary role (main responsibilities)
    • Secondary roles (additional permissions)
    • Temporary roles (time-limited access)
  4. Set effective dates (optional)
  5. Add assignment notes
  6. Save changes

Bulk Role Assignment​

  1. Select multiple users (checkbox selection)
  2. Click Bulk Actions > Assign Role
  3. Choose role to assign
  4. Set assignment parameters
  5. Review affected users
  6. Confirm bulk assignment

Department Management​

Department Structure​

[Screenshot placeholder: Department hierarchy tree]

Creating Departments​

  1. Navigate to Departments > Add Department
  2. Enter department information:
    • Name: Department name
    • Code: Short identifier (e.g., "ER", "ICU")
    • Description: Department purpose
    • Parent Department: Hierarchical relationship
  3. Assign department leadership:
    • Head of Department
    • Assistant Managers
    • Administrative Staff
  4. Configure department settings:
    • Default permissions
    • Workflow preferences
    • Notification settings
  5. Save department configuration

Managing Department Membership​

[Screenshot placeholder: Department membership interface]

Adding Users to Departments:

  1. Select department from list
  2. Click Manage Members
  3. Add users by:
    • Individual selection
    • Bulk import
    • Role-based assignment
  4. Set membership type:
    • Primary (main department)
    • Secondary (cross-training)
    • Temporary (rotation)

Department Transfers:

  1. Select user to transfer
  2. Click Transfer Department
  3. Choose new department
  4. Set transfer date
  5. Configure permission updates
  6. Notify relevant parties

User Invitation System​

Invitation Workflow​

[Screenshot placeholder: Invitation workflow diagram]

Sending Invitations​

  1. Navigate to User Management > Invite Users
  2. Enter invitation details:
    • Email addresses (single or multiple)
    • Role assignment
    • Department assignment
    • Custom message
  3. Configure invitation settings:
    • Expiration time (default 7 days)
    • Required actions (password setup, profile completion)
    • Access restrictions (IP whitelist, device limits)
  4. Send invitations

Invitation Templates​

[Screenshot placeholder: Email invitation template]

Standard Invitation Email:

Subject: Welcome to MedFeed - Complete Your Account Setup

Dear [Name],

You have been invited to join MedFeed at [Hospital Name]. 

Your account details:
- Email: [email]
- Role: [role]
- Department: [department]

To complete your account setup:
1. Click the link below
2. Set your secure password
3. Complete your profile
4. Review system orientation

[Setup Link - Expires in 7 days]

If you have questions, contact IT support at [support_email].

Welcome to the team!

Managing Pending Invitations​

[Screenshot placeholder: Pending invitations management]

Invitation Status Tracking:

  • Sent: Invitation email delivered
  • Opened: Recipient opened email
  • In Progress: Account setup started
  • Completed: Account fully activated
  • Expired: Invitation time limit exceeded
  • Cancelled: Invitation revoked

Invitation Actions:

  • Resend: Send invitation again
  • Extend: Extend expiration date
  • Cancel: Revoke invitation
  • Modify: Change role or department

Security and Compliance​

Password Policies​

[Screenshot placeholder: Password policy configuration]

Policy Configuration​

  1. Navigate to Security > Password Policies
  2. Configure requirements:
    • Minimum length (8-20 characters)
    • Character requirements (uppercase, lowercase, numbers, symbols)
    • Dictionary checks (prevent common passwords)
    • Personal information (prevent name/email usage)
  3. Set expiration rules:
    • Password age (30-365 days)
    • History limit (prevent reuse of last N passwords)
    • Grace period (days before forced change)
  4. Configure lockout policies:
    • Failed attempts (3-10 attempts)
    • Lockout duration (15 minutes - 24 hours)
    • Progressive delays (increasing delays per attempt)

Password Reset Management​

[Screenshot placeholder: Password reset interface]

Administrative Reset:

  1. Select user account
  2. Click Security > Reset Password
  3. Choose reset method:
    • Generate temporary password
    • Send reset email
    • Force change on next login
  4. Set password requirements
  5. Notify user of reset

Multi-Factor Authentication​

MFA Policy Configuration​

[Screenshot placeholder: MFA policy settings]

Organization-wide MFA Settings:

  • Mandatory roles (require MFA for specific roles)
  • Grace period (time to set up MFA)
  • Backup methods (alternative authentication)
  • Trusted devices (remember device settings)

Supported MFA Methods:

  • SMS text messages
  • Authenticator apps (Google, Authy, Microsoft)
  • Email verification
  • Hardware tokens (FIDO2/WebAuthn)
  • Biometric authentication

Managing User MFA​

  1. Select user account
  2. Navigate to Security > MFA Settings
  3. View current MFA status:
    • Enabled methods
    • Backup codes status
    • Trusted devices
  4. Administrative actions:
    • Force MFA setup
    • Reset MFA methods
    • Generate backup codes
    • Revoke trusted devices

Audit and Compliance​

User Activity Monitoring​

[Screenshot placeholder: User activity dashboard]

Tracked Activities:

  • Login/logout events
  • Password changes
  • Role modifications
  • Permission changes
  • Data access patterns
  • Failed authentication attempts

Audit Reports:

  • User Access Report: Who accessed what and when
  • Permission Changes: Role and permission modifications
  • Security Events: Authentication failures and security incidents
  • Compliance Report: Regulatory compliance status

Data Privacy Controls​

[Screenshot placeholder: Privacy controls interface]

HIPAA Compliance Features:

  • Minimum necessary access (role-based data access)
  • Audit trails (complete activity logging)
  • Data encryption (at rest and in transit)
  • Access controls (authentication and authorization)
  • Breach notification (automated incident reporting)

Bulk Operations​

Mass User Updates​

[Screenshot placeholder: Bulk operations interface]

Bulk Edit Users​

  1. Select users using filters or checkboxes
  2. Click Bulk Actions > Edit Selected
  3. Choose fields to update:
    • Department changes
    • Role assignments
    • Status updates
    • Contact information
  4. Preview changes
  5. Execute bulk update
  6. Monitor progress and results

Data Export/Import​

Export User Data:

  1. Navigate to Bulk Operations > Export
  2. Select export format (CSV, Excel, JSON)
  3. Choose data fields to include
  4. Apply filters (department, role, status)
  5. Generate and download export

Import User Updates:

  1. Prepare CSV file with user updates
  2. Navigate to Bulk Operations > Import Updates
  3. Upload file and map columns
  4. Validate data and preview changes
  5. Execute import with error handling

Troubleshooting User Issues​

Common User Problems​

[Screenshot placeholder: Troubleshooting guide interface]

Login Issues​

Problem: User cannot log in Solutions:

  1. Check account status (active/inactive)
  2. Verify password reset requirements
  3. Check MFA configuration
  4. Review IP restrictions
  5. Examine audit logs for clues

Problem: Frequent account lockouts Solutions:

  1. Review failed login attempts
  2. Check for automated systems using old passwords
  3. Verify user training on password requirements
  4. Consider adjusting lockout policies

Permission Issues​

Problem: User cannot access features Solutions:

  1. Verify role assignments
  2. Check permission inheritance
  3. Review department-based restrictions
  4. Validate resource-specific permissions

Problem: Excessive permissions Solutions:

  1. Audit user roles and permissions
  2. Remove unnecessary role assignments
  3. Implement principle of least privilege
  4. Regular permission reviews

Support Procedures​

User Support Workflow​

  1. Receive Support Request

    • Via help desk ticket
    • Direct administrator contact
    • Self-service portal

  2. Initial Assessment

    • Verify user identity
    • Understand the issue
    • Check system status

  3. Troubleshooting Steps

    • Review user account status
    • Check recent changes
    • Examine audit logs
    • Test permissions

  4. Resolution and Follow-up

    • Implement solution
    • Verify resolution with user
    • Document issue and solution
    • Update knowledge base

For technical user management APIs, see the API Reference. For security configuration, refer to the Authentication System.