Workgroups

File Maintenance Help for NextGen® Enterprise 8

Storage Locations

A storage location is a folder on your network that holds the scanned images and documents you generate when you use NextGen® Document Management. Storage location setups must exist in File Maintenance before you can assign any of them to serve as either a permanent or temporary archive or cache for scanned images. If you are using NextGen® Document Management for a single location, then you can create only one network storage location to serve as the Network Share Location - the permanent location for all scanned images. CAUTION: In order to comply with the Health Insurance Portability and Accountability Act (HIPAA) and the Certification Commission for Healthcare Information Technology (CCHIT) requirements for security of patients’ medical information, NextGen Healthcare strongly recommends that any and all instances of patients’ Protected Health Information (PHI) that are stored on portable media devices be encrypted using the Advanced Encryption Standard (AES) – 128-bit or higher. F

NextGen® Document Management User Guide,

Set Up Workgroups Based on IP Addresses

Before you begin Set up remote connections and storage locations. Obtain the starting and ending IP addresses for the workgroup you want to create. You can obtain the IP address information from your network administrator. A workgroup consists of one or more IP addresses that exist on one end of a router. A workgroup can belong to a practice or enterprise that is different from the practice or enterprise associated with the workgroup for the primary location. You should set up a workgroup for each range of IP addresses within a physical location. If you do not use the remote scanning network service with NextGen® Document Management, you can still configure each workgroup to use its associated cache location. If the IP address is valid, the workgroup cache location overrides the cache location specified in Practice Preferences. Open File Maintenance. In Master Files, select System > Workgroups. The Workgroups List window opens. Select the open menu button, and then select New. The Work

File Maintenance Help for NextGen® Enterprise 8

Configure Workgroup

In File Maintenance, select Master Files > Systems > Workgroups. The Workgroups List window opens. Select the Open Menu button and select New. The Workgroup Configuration window opens. Enter a name for the workgroup in the Workgroup Name field. From the list of existing storage locations in each field, select a storage location for each of the following fields: Scan To Location - The original location where the scanned images are sent. File From Location - The location from which each scanned image is filed. Cache Location - The local location where images are stored for quick access. When you specify a storage location as the Cache Location, NextGen® Document Management looks in the cache for a requested remote image. If it finds the image in the cache, image access time is greatly improved. If NextGen® Document Management does not locate the image in the cache, it looks in the main image archive. Storage locations that are already assigned to a workgroup are not available for assignm

NextGen® Document Management User Guide,

Setting Up Storage Locations

A storage location is a folder on your network that holds the scanned images and documents you generate when you use NextGen® Document Management. The setup for the storage locations must exist in File Maintenance before you can assign any of them to serve as either a permanent or temporary archive or a cache for scanned images. If you are using NextGen® Document Management for a single location, then you can create only one network storage location to serve as the permanent network share location for all scanned images. CAUTION: To comply with the Health Insurance Portability and Accountability Act (HIPAA) and the Certification Commission for Healthcare Information Technology (CCHIT) requirements for security of patients’ medical information, you should encrypt all instances of patients’ Protected Health Information (PHI) that are stored on portable media devices using the Advanced Encryption Standard (AES) – 128-bit or higher. For more information on the security of patients’ medical

NextGen® Document Management User Guide,

Configure NextGen® Document Management

Before using NextGen® Document Management, you must complete the following actions that can be performed in any order: Connect a scanner or an image acquisition device to a computer with the TWAIN driver installed. Configure NextGen® Document Management security rights in System Administrator. Set up the archive location for all images and documents by doing one of the following: If you are licensed to use remote scanning, set up the Imaging Archive Location folder on your network. If you are not licensed to use remote scanning, set up the Network Share Location folder on your network. Note: You must provide full access rights (read, modify, add, and delete) to users for these folders. Configure network impersonation. Create an organization structure for the documents and images. You can set up document fields, document types, and view categories for the organization structure. If you are licensed to use remote scanning, then set up the following remote scanning functionality: Set up r

NextGen® Document Management User Guide,

Configuring NextGen® Document Management Security

For NextGen® Document Management usage, you can configure the following for security controls: You can restrict users based on the document type. You can use network impersonation to restrict network access to image and document files. Network impersonation is a security process that controls user access to the image and document files stored in the Network Share Location folder. In NextGen® Document Management, you can use the username and password configured in enterprise preferences when you manipulate files in Windows® . You can set up operation rights to NextGen® Document Management imaging and report functions for user groups in System Administrator. You can manage access rights related to the scan templates for the security groups in System Administrator. Note: You must have the Modify permission to access the NextGen® Document Management images. Configure Operation Rights for Imaging Tasks You can configure operation rights for user groups to control image-related functions. Se

Workgroups

Recommendations

Storage Locations

Set Up Workgroups Based on IP Addresses

Configure Workgroup

Setting Up Storage Locations

Configure NextGen® Document Management

Configuring NextGen® Document Management Security

Storage Locations

Set Up Workgroups Based on IP Addresses

Configure Workgroup

Setting Up Storage Locations

Configure NextGen® Document Management

Configuring NextGen® Document Management Security