Manage clinical Administrative Groups

Administrative Groups and their permissions enable clinical users to access both administrative and clinical workflows within TMV.

Generally, clinical users can complete tasks such as administering vaccinations and fit tests.

Clinical users can only be in one Administrative Group. We recommend creating groups based on roles.

Create an Administrative Group

To create a new Administrative Group:

In your TrackMy admin portal, click the Administration button:

Screenshot of the Administration tile in TrackMy

Go to Configuration and click Manage for Administrative Groups:

Screenshot showing the location of the button for Manage Administrative Groups.

In Manage Administrative Groups, click Create New Group.
Enter the group name.
Select features that the clinical users in the group will be able to access.
Click Save.
After saving, click Add Users.
Select a user(s) by checking the Add checkbox.
Click Save.

To change the permissions of an Administrative Group:

Follow the above instructions to access Manage Administrative Groups.
For the admin group, click View/Edit under Permissions.
Select or deselect the admin permissions and click Save.

To quickly find a permission, use the following keyboard shortcut to search by keywords:

Windows: Ctrl+F
Mac: Cmd+F

Edit Administrative Group users

To add or remove users for an Administrative Group:

In User Management, click Update Administrative Group:

Screenshot showing the location on the Update Administrative Group button.

Select the administrative group and click Continue.
Search for a user by name or email.
Select or deselect users under Add and click Save.

Permission descriptions

The following list describes every permission by what it allows the clinical user to do. Permissions are organized here by the category they are listed under in the Administrative Group permissions selection page.

**NOTE - Giving a permission to an admin group allows the group to access the functionality only if the functionality is turned on. There may be additional configuration steps associated with the functionality.**

Administration

Permission title	Permission description
Affiliates Administration	Allows clinical user to create the list of affiliates dropdown in registration, where patients can select their affiliating location.
Bulk participant import	Allows clinical user to bulk import new patient accounts via the UI.
COVID-19 Immunization Survey and Consent Configuration	Allows clinical user to manage the COVID-19 Immunization Survey and Consent builder and submissions queue.
COVID-19 Surveillance Administration	Necessary for configuring respiratory illness tracking workflow (all respiratory illness, not just COVID-19). Allows clinical user to configure notifications, view the positive results queue, view the survey queue, and update the survey.
Custom Communications	Allows clinical user to access Custom Communication template management. Additionally, allows clinical user to send mass General Communications to any users in TMV.
Custom Communications - View all sent communications	Allows clinical user to see all communications that have been sent out from TrackMy and to whom. (Custom Communications permission must also be enabled for access.)
Departments Administration	Allows clinical user to create the list of departments dropdown in registration, where patients can select their associated department.
Exemption Downloadable Forms	No longer used
File Sharing	Allows clinical user to access UI functionality for securely sharing files with the TrackMy Solutions team.
Flu Immunization Survey and Consent Configuration	Allows clinical user to manage the Flu Immunization Survey and Consent builder and submission queue.
Help and Custom Content Administration	Allows clinical user to update blue banner bar messaging displays across TMV and custom content displayed in the Help tile.
Hep A Immunization Survey and Consent Configuration	Allows clinical user to manage the Hep A Immunization Survey and Consent builder and submission queue.
Hep B Immunization Survey and Consent Configuration	Allows clinical user to manage the Hep B Immunization Survey and Consent builder and submission queue.
Manage Vaccines for Manual Upload	Allows clinical user to configure the list of vaccines available for users to select in the Add a Dose workflow.
Meningococcal Immunization Survey and Consent Configuration	Allows clinical user to manage the Meningococcal Immunization Survey and Consent builder and submission queue.
MMR Immunization Survey and Consent Configuration	Allows clinical user to manage the MMR Immunization Survey and Consent builder and submission queue.
Patient Permission Groups	Allows clinical user to manage Patient Permission Groups, where they can create new permission groups and manage users in groups.
Patient Tags	Allows clinical user to manage Patient Tags.
Pneumococcal Immunization Survey and Consent Configuration	Allows clinical user to manage the Pneumococcal Immunization Survey and Consent builder and submission queue.
Registration Key Administration	Allows clinical user to manage Registration Keys.
Reporting Hierarchy Administration	Allows clinical user to view the hierarchy of work locations built within TrackMy, primarily used for NHSN reporting.
Site Consent Forms	Allows clinical user to view, disable, edit, or add consent forms such as the release of information, state registry consent, and HIPAA consent.
TD Immunization Survey and Consent Configuration	Allows clinical user to manage the TD Immunization Survey and Consent builder and submission queue.
TDaP Immunization Survey and Consent Configuration	Allows clinical user to manage the TDaP Immunization Survey and Consent builder and submission queue.
Tuberculosis Survey Administration	Allows clinical user to manage the Tuberculosis Survey builder and submission queue within the Administration tile.
User Groups	Allows clinical user to manage User Groups.
Vaccine History Upload	Allows clinical user to access the Vaccine History Upload functionality within the Manage Vaccines tile. This is a bulk upload of user vaccination history.
Vaccine Manufacturers Configuration	Allows clinical user to manage the list of vaccine manufacturers available to select for COVID-19 vaccinations in the Add a Dose workflow.
Varicella Immunization Survey and Consent Configuration	Allows clinical user to manage the Varicella Immunization Survey and Consent builder and submission queue.
Waiver Downloadable Forms	No longer used

Compliance Review

Permission title	Permission description
Compliance Review	Allows clinical user to access the Compliance Review page and all functionality included on that page.

Custom Forms

Permission title	Permission description
Complete Forms	Allows clinical user to view and edit form submissions in the In Progress Queue, and allows them to complete forms in patients' Account Summary pages.
Custom Forms Management	Allows clinical user to build new forms, update existing forms, or disable forms. Custom Form management is found within the Administration tile.
Start Forms	Allows clinical user to start a patient's form on their behalf from their Account Summary.

Manage Appointments

Permission title	Permission description
Create Appointment	Allows clinical user to create appointments for patients.
Daily Appointments	Allows clinical user to see the Daily Appointment schedule for their clinical location.
Upcoming Appointments	Allows clinical user to see Upcoming Appointments for their clinical location.

Manage Compliance

Permission title	Permission description
Compliance Management	Allows clinical user to build and update compliance rules.

Manage Exemptions

Permission title	Permission description
Accommodation/Declination History Upload	Allows clinical user to complete a Accommodation/Declination History Upload. This is a bulk upload of user accommodation/declination records.
Declination Form Builder	Allows the clinical user to create new declination forms, update existing forms, or remove forms.
Manage manual exemption entries	Allows the clinical user to add an active accommodation or declination to any user.
Manage medical exemptions	Allows the clinical user to review Medical Accommodation requests via the Accommodations and Declination tile.
Manage religious exemptions	Allows the clinical user to review Religious Accommodation requests via the Accommodations and Declination tile.
Medical exemption form builder	Allows the clinical user to build, modify, or disable medical accommodation forms.
Medical exemption form upload	Allows the clinical user to upload PDF documents that will appear in the patients' Forms and Consents tile and be available to download as an alternative way to request a medical exemption.
Religious exemption form upload	Allows the clinical user to upload PDF documents that will appear in the patients' Forms and Consents tile and be available to download as an alternative way to request a religious exemption.
Religious exemptions form builder	Allows the clinical user to build, modify, or disable religious accommodation forms.

Manage Health Questions

Permission title	Permission description
Lab Tests Questionnaire Builder	No longer used
Lab Tests Questionnaire Management	No longer used
Medical Questionnaire Builder	No longer used
Medical Questionnaire Management	No longer used

Manage Tests

Permission title	Permission description
Configure Lab Test Types	Allows the clinical user access to the Manage Tests tile. They can add additional lab test types to the TMV site, remove lab test types, update test names, and configure settings for each test type. Additionally, they can manage PPD drug lots for TB skin tests.

Manage Vaccines

Permission title	Permission description
Drug Lots Management	Allows the clinical user to manage Drug Lots. Additionally, the clinical users will be able to view all patients who received each Drug Lot managed in TMV.

Notifications

Permission title	Permission description
Compliance Notification Management	Allows the clinical user to manage compliance related notifications.
Respirator Fit Testing Notification Management	Allows the clinical user to manage respirator fit testing related notifications
Tuberculosis Notification Management	Allows the clinical user to manage Tuberculosis Survey related notifications
User Notification Management	Allows the clinical user to manage user management related notifications. Most of these notifications are for new users at the time their TMV account is created.

Patient Account Summary

The following permissions allow the clinical user to access a patient’s Account Summary. Each permissions defines what information the clinical user will be able to view in the Account Summary.

Permission title	Permission description
View Accommodations and Declinations	Allows clinical user to view all requested Accommodations and Declinations for a patient. Does not allow the clinical user to view the answers or any other details submitted in the exemption request(s).
View Appointments	Allows clinical user to view current, past, and upcoming appointments for a patient.
View Communications	Allows clinical user to view all communications that have been sent to a patient out of TrackMy.
View Compliance	Allows clinical user to view a patient’s compliance status for all rules that apply to them.
View Consents	Allows clinical user to view consent forms completed by a patient.
View Fit Tests	Allows clinical user to view completed medical evaluations and fit test history for a patient. Does not allow clinical user to view the answers provided in a medical evaluation or any other documentation.
View Surveys and Forms	Allows clinical user to view all custom forms completed by a patient. Does not allow clinical user to view answers provided in the Tuberculosis Surveys.
View Tests	Allows clinical user to view a patient's completed lab results. Does not allow clinical user to access detailed test documentation.
View Uploaded Documents	Allows clinical user to view all documents uploaded for and associated with the patient in TMV.
View Vaccines	Allows clinical user to view a patient’s complete vaccine history. Does not allow a clinical user to view uploaded dose documentation.
View/Edit Patient Tags	Allows clinical user to add and remove patient tags for a patient within their Account Summary.

Reports

Due to the number of report permission options, we are only documenting those that we recommend using.

Permission title	Permission description
Administered Doses Report	Gives access to a report that shows all vaccine doses administered through TrackMy for a given date range.
Custom Reporting tab	Gives access to any custom reports that are deployed within a TrackMy site.
Exceptions and Exception Requests	Gives access to a report showing all accommodations and declinations submitted in TrackMy.
Flu NHSN Summary Report	Gives access to the NHSN flu summary and detail reports to track employees' current status.
NHSN COVID-19 Summary Report	Gives access to the NHSN COVID-19 summary and detail reports to track employees' current status.
Test Results Report	Gives access to a report that shows all test results submitted by patients or clinical users in TMV.

Respirator Fit Testing

Permission title	Permission description
Manage Mask Type	Allows the clinical user to configure mask types available to select for fit testing.
Respirator Fit Testing Form Builder	Allows the clinical user to build and update the medical evaluation form within TrackMy.
Respirator Fit Testing Submission Management	Allows the clinical user to view all medical evaluations and fit tests that have been submitted in TrackMy.

Respiratory Illness Surveillance

Permission title	Permission description
COVID Positive Test Result Form	No longer used
Influenza Positive Test Result Form	No longer used
Pertussis Positive Test Result Form	No longer used
Respiratory Illness Survey Builder	Allows the clinical user to access all functionality within Respiratory Illness Surveillance.
RSV Positive Test Result Form	No longer used

Review Queues

Permission title	Permission description
Review Declinations	Allows clinical user to review and update the status of all Declination requests in the Review Queues.
Review Forms	Allows clinical user to review and update the status of all form submissions in the Review Queues.
Review Lab Tests	Allows clinical user to review and update the status of all self-reported lab test results in the Review Queues.
Review Medical Accommodations	Allows clinical user to review and update the status of all Medical Accommodation requests in the Review Queues.
Review OSHA Medical Evaluations	Allows clinical user to review and update the status of all OSHA Medical Evaluation submissions in the Review Queues.
Review Religious Accommodations	Allows clinical user to review and update the status of all Religious Accommodation requests in the Review Queues.
Review Tuberculosis Surveys	Allows clinical user to review and update the status of all Tuberculosis Survey submissions in the Review Queues.
Review Vaccines	Allows clinical user to review and update the status of all self-reported vaccine doses in the Review Queues.

Search for Patient

Permission title	Permission description
Search for patient - appointment check-in	Allows clinical user to check-in a patient if they have an appointment scheduled in TrackMy.
Search for patient - edit participant data	Allows clinical user to edit a patient’s profile with the Edit button within Search for Patient.
Search for patient - mask fit testing	Allows clinical user to view a patient's medical clearing status for fit testing and start a qualitative or quantitative mask fit form.
Search for patient - submit tests	Allows clinical user to open a lab or POC test for a patient, but not document the result. (See Search for patient - view tests below.)
Search for patient - upload doc	Allows clinical user to upload documents into a patient’s documents folders and view existing documents.
Search for patient - vax doc submission	Allows clinical user to document vaccine dose administration.
Search for patient - view consents	Allows clinical user to view which vaccine consent forms have been completed by the patients.
Search for patient - view test history	Allows clinical user to view a patient’s test result history, including testing details, clinical notes, and any uploaded documentation.
Search for patient - view tests	Allows clinical user to document a lab or POC test result for a test that has already been opened. Does not allow the clinical user to open a new test. (See Search for patient - submit tests above.)
Search for patient - view vaccine history	Allows clinical user to view a patient’s complete vaccine history in TMV, including any attempts by the patient to query state registries for historical vaccines.

Update Site Data

Permission title	Permission description
Site Data Management	Allows clinical user to manage clinical sites and clinical site information in TrackMy.

User Management

Permission title

Permission description

Download User Forms and Records

Allows clinical user to download all documented records in TMV for a patient. These include consents, immunization consents, administered vaccine doses, exemption request forms, medical evaluation clearance certificates for fit testing, fit testing cleared certificates with mask info, illness surveillance surveys, test results, and all other form submissions.

(User Management permission must also be enabled for access.)

Update Administrative Groups

Allows clinical user to assign clinical users to an Administrative Group within the User Management tile.

(User Management permission must also be enabled for access.)

User Management

Allows clinical user to search and manage user accounts within the User Management tile.