Page Description

Use the Users page to view the user list, as well as add or edit user demographics, accounts, practice memberships, and host codes. You must first select or add a user before you can perform any of these tasks.

Note that the data displayed on this page depends on the column view settings for your facility. Copia uses the column view settings to control what columns appear in the tables on this page and the order in which it sorts the displayed information. You may set column view rules at the location or the system default levels. The rules for the signed-in location, if available, supersede the system default column view rules.

For more help, click one of the following links:

• Accessing this Page
• Viewing the User List
• Searching for a User
• Accessing User Information
• Adding or Editing User Details
• Adding or Editing Account Information
• Adding, Editing, or Deleting Practice Memberships
• Adding or Editing User Preferences
• Viewing, Adding, or Editing Host Codes
• Harvest LIS Synchronization for this User
• Description for this User

Accessing this Page

• Click the Administration menu button, click the Personnel button, and then click the Users submenu link. You must have the necessary security permissions to access the Administration menu button.

  When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Personnel menu. To return to the main menu for Copia, click the Lab Tasks menu button.

• Click the Go button on the Clients tab of the Client Services administration page.
• Click the Link button on the Edit Item pop-up on the Items tab of the Client Services administration page.

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Viewing the User List

1. Enter text into the Name field to filter the table by the user's name.
2. Select the Use "contains" search instead of a "starts with" search checkbox to display any users whose information contains the entered search text. With it disabled, the search results will display any users whose information starts with the entered search text. This includes last name, first name, ID, NPID, and user name. For example, when the checkbox is selected, the user can search on an ID of "12345" and the search results will display any users whose ID contains the sequence "12345." If the checkbox is cleared, the search results will display any users whose ID starts with "12345."
3. The Users list page contains a list of up to ten Copia users. If the list is longer than one page, use the Page links, located below the list of users, to navigate through the list. Note that Copia only displays users who are members of the practices you belong to, unless you have the system-wide right to view all users.
4. To view only active users, select the Show active only checkbox at the top of the Users list page. You set the active/inactive status in the User Details section of the Users details page. See "Adding or Editing User Details" below.
5. Select an option from the Limit results to showing only section to configure what results should be display in the table.
• Show providers only: Select this checkbox to have Copia only show providers.
• Show phlebotomists only: Select this checkbox to have Copia only show phlebotomists.
• Show locked accounts only: Select this checkbox to have Copia only show locked accounts.
• Show system clinical users only: Select this checkbox to have Copia only show system clinical users.
• Show non-providers only: Select this checkbox to have Copia only show non-providers.
• Show external providers only: Select this checkbox to have Copia only show external providers.
6. Enter text in to the Belongs to practice field to search for a user that belongs to the practice. Enter text into the Belongs to role field to search for a user that belongs to a role. These are search-as-you-type fields. Click the magnifying glass icon to search manually, or click the X button to remove text from the field.
7. Enter text in to the Restricted to location field to search for users by location mappings for practices. If the user is already searching for users that belong to a certain practice, users will be able to further filter users by those who are restricted to a specific location within the practice mapping. Note that this will automatically include users whose practice mapping has the Allow access to all locations setting enabled.
8. Select the Missing ___ for checkbox and select either host code or sync info from the drop-down list, followed by clicking in or entering text in the search-as-you-type field to select a host code or information to sync. Select host code to display records without host codes for the selected host. Select sync info to display records that are not synced with the selected host.
9. To create a new user, click the Add button or the Copy button in the Users List page. See "Adding or Editing User Details" below.
• Clicking the Add button opens a blank record in the Users details page to create a new user.
• Clicking the Copy button opens a new record in the Users Details page to create a new user based on the user associated with the button you clicked. Copia copies many of the settings from the existing user; however, it does not copy specific details, such as name and phone. Note that the button is only visible if the user has security to create a new user. Also, Copia only allows you to create a copy of the user's record if you have sufficient rights to assign all the rights on the selected user. The User List page displays the name, active status, and the ability to copy the user. Click the Copy button in the "Copy" column to display the Copy User Settings pop-up where a user may copy the user and user's alerts and comments by checking the Copy this user's alerts and comments checkbox. Click the Copy Location button to copy the user and return to the User List page, or click the Cancel button to return to the page without saving any changes.
10. Select the Limit to creation date range checkbox to limit the table's results based on the creation date. Selecting this checkbox will allow the user to specify a time range to filter by.
11. Click the name of the user on the Users List page to view or edit user information on the Users Details page. See "Adding or Editing User Details" below.

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Searching for a User

1. Search for users by their names or by the practices to which they belong.
   • Select the Search by user option to search by the user's name. Enter one or more characters of the name, user name, or host code in the Search by user field and click the Search button to view a list of all users who match your search. Note that Copia searches for embedded text as well as starting characters. Also note that Copia only displays users who are members of the practices you belong to, unless you have the system-wide right to view all users.
   • Select the Search by practice option to search for users by the name of their associated practices. Enter one or more characters in the Search by practice field and click the Search button to view a list of all practices that match your search. Note that Copia searches for embedded text as well as starting characters. If your search generates one or more matches, then the matching practices are displayed with the practice name and active status in the Practice Search page. See the Admin: Practice Search topic. Select the desired practice to return to the Users administration page to view a list of users who belong to the selected practice.
2. After your search, Copia displays the list of users with their active statuses. Click a user name to view the user's details. See "Accessing User Information" below.
3. If no search results are found or if the desired user is not found, search again, or click the Add button to add a user. See "Adding or Editing User Details" below.
4. Click the Show all users option to view the full list of users. See "Viewing the User List" above.

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Accessing User Information

1. Use the Users list page to access the User details page, where you may add or edit user demographics, account information, practice memberships, and host codes.
2. To create a new user record, click the Add button in the Users list page. This opens a blank record in the Users details page to create a new user. See "Adding or Editing User Details" below.
3. To edit an existing user's record, click the name of the user in the Users list page. This opens the selected user's record in the Users details page. See "Adding or Editing User Details" below.

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Adding or Editing User Details

1. The User Details section of the User details page provides the fields to enter the user's demographic information, occupation, and system use of Copia.
2. Complete the fields below to add demographic information for a new user.
• Last Name: Enter the last name of the user. This field is required.
• First Name: Enter the first name of the user.
• Middle Name: Enter the middle name of the user, if desired.
• Prefix: Enter the prefix of the user.
• Professional Suffix: Enter the professional suffix of the user, if applicable.
• Suffix: Enter the suffix of the user.
• Full Name: This field contains the full name and title of the user. Copia enters this information when the user ID number is assigned. See "Adding or Editing Account Information" below.
• Local Name: Enter the name for the user that Copia should display on reports, if this field is included on the report layout.
3. To edit demographic information, highlight or delete text already displayed in the field, then modify as desired.
4. Select or clear all checkbox options that apply to the user's occupation and use of Copia.
• Active: Select this checkbox if the user currently has an active account within the system. Clear this checkbox if the account is inactive. If the account is inactive, Copia clears it from the Users list page when you select the Show active only checkbox. See "Viewing the User List" above. Copia alerts you if you inactivate a staff member who is the default provider for a location.
• Locked: If this option is selected, it means that the selected user's account is locked and that user cannot sign in until someone with access to this page clears the option. Clear this checkbox to restore the user's access to Copia.
• Provider: Select this checkbox if the user is an ordering provider.
  • External: Select this checkbox to designate the user as an ordering provider who is not a member of your organization. For example, you may need to do this if a patient receives testing orders from an outside specialist. In this case, you need to add the outside specialist as the ordering provider, but this provider does not need to be given full access to Copia.
  • Always available as ordering provider: Select this checkbox to make this user available as the ordering provider for every location, no matter what practice. This setting overrides the list of practices the user is assigned to in the Member of These Practices section. See "Adding, Editing, or Deleting Practice Memberships" below.
  • Looking up patients: These options affect the patients Copia displays when this user searches for patients and orders on the Find Patient or Order page, the Order History page, or using the Find Patient field at the top of the Copia application. See the Find Patient or Order, Order History, or Selecting a Patient topics. Note that if the user is defined as a system clinical user (see below), then that status overrides these checkboxes.
  • Show patients from any practice for whom this user has been an ordering provider: Select this option to allow the user to search for patients or orders, regardless of the practice, where this user was the ordering provider. When selected, Copia displays patients who belong to practices the user is associated with, as well as any additional patients from other practices for whom the user has been the ordering provider. This setting allows the user to search for patients who belong to practices that the provider does not belong to.
  • Restrict to only show patients for whom this user has been an ordering provider: Select this option to limit the search to patients or orders where the patients belong to one of the user's associated practices and where this user was the ordering provider. When selected, Copia only displays patients who belong to practices the user is associated with. This setting allows the user to search only for patients who belong to practices that the provider belongs to.
• Phlebotomist Label Def: Select this checkbox if the user is a phlebotomist.
• System Clinical User: Select this checkbox for users who require access to patient results or information across all practices. This is a powerful setting, as it overrides some security and preference settings out of necessity to allow the user to access patient information across practices. For example, system clinical users are not affected by the "Override required fields" right. So they may, for example, bypass clinical questions even if they are required for other users, unless you assign the "Enforce entry of required clinical info regardless of other rights" right to the system clinical user's security role.
• Access restricted practices: Select this checkbox to allow the system clinical user to access practices that have restrictions applied. The System Clinical User checkbox must be selected in order to select this checkbox.
• Medical Director: Select this checkbox for users who are set up as a medical director in the Copia system.
• Client Services Sales Person: Select this checkbox to designate the user as a sales person within the Copia system.
  • Restrict to assigned clients when viewing Client Services: Select this checkbox to limit the assessable clients and items within the Client Services module. The Client Services module must be enabled to utilize the setting and should be used alongside the Role right "Client Services Sales Person." The Sales Person search-as-you-type fields on both the Admin: Locations and the Admin: Client Services pages will only display the user's name if these settings are selected and the Role right is turned on.
• Restrict patient access to only those visible through an associate: Select this option to restrict access to patients based on users' associates during patient or order searches on the Order Patient Samples, Patient Search, Pending Orders, Collect Samples, Pending Collection, and Order History pages. You may use this setting in conjunction with the "Include information visible to associates in patient/order searches" option set on the System Defaults administration page.
  • If this setting is enabled but the system default setting is disabled, then no patients/orders will be available to search.
  • If both this setting and the system default setting are enabled, then Copia only includes in searches those patients who have been added through enabling the system default setting.
  • If this setting is disabled, but the system default setting is enabled, users have access to any patients they would normally have access to, as well as any patients visible to users for whom they are associates. On the Order Patient Samples page, Copia takes into account associate settings for including or restricting displayed patients to those ordered for. On all other affected pages, Copia displays only patients that associates have been ordering providers for.
• Restrict associate user access to patients for whom this user has been an ordering provider: Select this option to restrict access to associates' patients based on ordering provider status. If a signed-in user is marked as an associate for a user with this setting enabled, Copia will only grant access to patients that the user with the setting has been an ordering provider for. This setting applies to searches on the Order Patient Samples page, as well as on the User Inbox page, when a user is viewing the results for an associate with this setting enabled.
• Harvest LIS Tech/Order Entry: Select this checkbox for users who are set up as Tech/Order Entry personnel in Harvest LIS. Note that this checkbox is only available when synch is enabled in Copia.
• Receives System Licensing Messages: Select this checkbox to enable Copia to receive system licensing messages.
5. Select the Use System Default Timeout option to use the system default timeout settings for the selected user. Clear this option and set the number of minutes for the user's session timeout (between 5 and 60 minutes) in the Session Timeout (Minutes) field to use these settings for the current user in place of the system default settings.
6. Enter a date value in the format MM/DD/YYYY in the Inactivate User After fields to have Copia automatically inactivate the user's account at 12:05 AM on the selected date. To modify the date, change the values in the fields, or select a date from the calendar view by clicking the calendar icon located next to the Inactivate User After fields. Click the Now button to enter the current date. Click the Clear button to clear the contents of the date fields. Note that if you enter the current date, but it is after 12:05 AM, then Copia will not inactivate the user until the next day.
7. Click the User Signature button to open the User Signature Setup pop-up to create a custom signature to use in Copia. Select a signature type from the Signature Type drop-down list. Select either "none," "user name," "User-defined text," or "Image" from the drop-down. Select "none" to add no signature to the user's account. Select "User name" to have the user's signature be the user name for the Copia account. Select "User-defined text" to add a custom text signature to the account. Insert custom text into the available field. Select "Image" to add an image as your signature, or to insert a custom signature with the writing tool. Click the Browse... button to add an imagine from your computer. Select the image to insert the image into the User Signature Setup pop-up. Click the Create Signature button to write a custom signature on the User Signature pop-up. Provide the signature in the box above the black line by clicking and writing with the mouse, followed by clicking the Save button. Click the Cancel button to return to the User Signature Setup pop-up without saving any changes. Click the Save button on the User Signature Setup pop-up to save the signature and return to the Users administration page. Click the Cancel button to return to the Users administration page without saving any changes.
8. Click the Contact Info button to open the Contact Info pop-up to configure default addresses, phone numbers, and email addresses. If there is nothing defined, a "No addresses/phone numbers/emails defined" message will appear in the appropriate tab.
• Add information on the Addresses tab by clicking the Add button to display multiple fields for information. Click the Address Type drop-down to define the address. Select either "Bad Address," "Home," "Birth," "Birth Delivery Location," "Country of Origin," "Current or Temporary," "Firm/Business," "Legal Address," "Mailing," "Office," "Permanent," "Registry Home," or "Residence at Birth" from the drop-down list. Enter the first line of the adress in the Address 1 field. This field is required. Enter the second line of the address in the Address 2 field, if available. Enter the ZIP/postal code, city, state/region/province, country, and county code in the ZIP/Postal Code, City, State/Region/Province, Country, and County Code fields. Click the Delete button to remove the information from the pop-up.
• Add information on the Phone Numbers tab by clicking the Add button to display multiple fields for information. Click the Use Code drop-down to define what type of number the phone number is. Select either "Unknown," "Answering Service Number, "Beeper Number," "Emergency Number," "Network (email) Address," "Other Residence Number," "Personal Number," "Vacation Home Number," or "Work Number" from the drop-down list. Enter the phone numer into the Phone field. This field is required. Enter the phone number extension, if available, into the Extension field. Enter details about the phone number into the Details field. Click the Equipment Type drop-down to select what type of machine the phone number is being used on. Select either "Unknown," "Beeper," "Cellular Phone," "Telecommunications Device for the Deaf," "Fax," "Internet," "Modem," "Telephone," "Teletypewriter," or "X.400 email address" from the drop-down list. Click the Delete button to remove the information from the pop-up.
• Add information on the Email Addresses tab by clicking the Add button to display multiple fields for information. Enter text into the Address field to define the email address being added. This field is required. Enter text into the Details field to note any details for the email address. Click the Default address checkbox to define the email address as the default email address to be used. Click the Type drop-down list to select the type of email address being used. Select either "Home" or "Business" from the drop-down list. The default type is Home. All currently-assigned email addresses will use the default type of Home unless changed by the user. The Type field is used for patient contact information to determine which HL7 2.5.1 field to send the email address in. Home email addresses will be sent in PID-13. Business email addresses will be sent in PID-14. Additionally, email addresses parsed from inbound HL7 messages will be created as a home email address if they are parsed from PID-13, and a business email address if they are parsed from PID-14. Click the Delete button to remove the address from the pop-up, or click the Add button again to add multiple emails. Each added email will be defined as Email 1, Email 2, etc. Click the Save button to save the email address, or click the Cancel button to close the pop-up.
9. Click Additional Info to display the Additional Information pop-up.
   • Click Acquire Images to display the Set TWAIN Device pop-up. Select the TWAIN device to use by clicking the button with the name of the device. For example, HP HD Webcam TWAIN. On the pop-up, click Device to view the name of the device; click Format and Preference to edit device properties; and click Snapshot to take the picture. Click Cancel to close the pop-up.
   • Click the Switch to browser upload link to upload an image from the computer via the Choose File button. Click the Switch to TWAIN application link to view the Acquire Images button.
   • Click Remove All to remove all images from the table. Click Remove Selected to remove only the selected images from the table.
   • Click Convert Selected into Single PDF to convert the selected images into a single PDF.
   • Select the Select checkbox to select images from the table.
   • Sort the images by clicking the up and down arrow buttons.
   • Click X to delete the images from the table.
   • Click OK to add the images to the page, or click Cancel to close the pop-up without saving any changes.
10. Click the Change Log button to view the change log for the selected user. See the Admin: Change Log topic. Note that you must have the necessary security right to access the Change Log page.
11. Click the Alerts & Comments button to view, add, edit, or delete the alerts and comments associated with the current user. See the Admin: Alerts & Comments topic. Note that if there are alerts or comments for the user, the button text is italicized.
12. If your modifications are complete, click Save to record all changes. Otherwise, complete the remaining sections and then click Save.

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Adding or Editing Account Information

1. The Account Information section of the User details page contains the fields to enter the user's system account information.
2. Complete the fields below to add account information:
• ID: Copia assigns this number as soon as the page appears. If a unique ID is not assigned, click the Assign ID button. To manually create a new ID, enter the number in this field. To edit an existing ID, highlight or delete text already displayed in the field, then modify as desired.
• User Name: Enter the user's name to sign into the system. User names must be unique. If the user name is already in use, Copia prompts you to change it. Click the Assign User Name button to automatically generate and assign a random user name for the user.
• Password: Enter the user's password. Click the Assign Password button to automatically generate a random password for the user, as well as offer to email the user utilizing a new template type, such as Staff Password on the Layout Templates administration page. Click the Assign Password button to display the Assign Password pop-up. Click the Send email upon save button to send an email after saving on the page, the Send email with link upon save button to allow an email to be sent to a user that will allow that user access to login and change their password from a link rather than from sending their user name and password (specified using the field URL to be used in the password email recovery link on the System Defaults administration page), or the Do not send email button to not send an email. Click the Cancel button to close the pop-up. Note the following:
  • Passwords may contain internal spaces (spaces between characters), but Copia removes leading or trailing spaces (spaces in front of or behind the password).
  • Depending on the system default administration settings, Copia may be enforcing password minimum character requirements. If one or more password rules are in place and the password you enter does not meet the new standards, Copia alerts you and prompts you to re-enter a different password. Copia will not allow you to save a password that does not meet these rules.
  • If you are creating a new patient and you do not enter a user name, Copia does not require you to enter a password. This allows you to create user records for personnel who do not need to be able to sign into Copia.
• Confirm Password: Re-enter the user's password.
• UPIN: Enter the user's Unique Physician Identification Number.
• NPI: If applicable, enter the user's National Provider Identifier (NPI) number.
• Tax ID: Enter the user's business tax ID number.
• SSN: Enter the user's Social Security Number.
• CLIA ID: Enter the user's CLIA identification number.
• Time Zone: Select the user's time zone from the drop-down list.
3. To edit account information, highlight or delete text already displayed in the field, then modify as desired.
4. Copia displays the date and time of the user's Last Sign In next to the User Name field. This information may be useful in evaluating user security and managing access to Copia.
5. To reset a user's password, select the Change Password On Sign In After option and enter a date time value in the format MM/DD/YYYY, HH:MM AM/PM in the date and time fields. To modify the date, change the values in the fields, or select a date from the calendar view by clicking the calendar icon located next to the Change Password On Sign In After fields. Click the Now button to enter the current date. Click the Clear button to clear the contents of the date fields. You may leave the date and time fields blank to have users change their passwords the next time they sign in.

   The next time the user signs in, the user must enter the password in the Password field to sign in, and then Copia displays the New Password page to allow the user to set a new password. See the Change Password/New Password topic.

   This feature is designed for use with new accounts, where users will sign in with the password you assign and then immediately change the password, as well as cases where users forget their passwords and you must assign a new password that they can then immediately change.

6. Select the Suppress Password Expiration Notification checkbox to have Copia suppress the password expiration notice that is triggered by the System Defaults administration page setting Notify a user that their password will expire ___ days before it does.
7. Select the Require two-factor authentication when logging in checkbox to have Copia require two-factor authentication when logging into the system.
   • Authentication address: Enter an email address in the field to specify the email address that the user would like to have the two-factor authentication messages sent to. If nothing is entered into the Authentication Address field, then the Require two-factor authentication when logging in checkbox will be saved as having not been checked. Once an authentication address is saved, then the user will be required to enter the login token that the user was sent during the login process in order to login.
8. If your modifications are complete, click Save to record all changes. Otherwise, complete the remaining sections and then click the Save button.

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Adding, Editing, or Deleting Practice Memberships

1. The Member of These Practices section of the User details page displays the practices to which the user is a member and the roles of the user within the selected practice. Note the following:
• If a role is made inactive after it was assigned to the user, Copia clears it from the list of roles.
• If a practice is inactivated, Copia will automatically remove it from this list.
• You cannot assign a role to a practice if the role has a right at a level greater than the rights you have for the practice.
2. Select the Show active only checkbox to display active practices only. Active practices will display an "active" in the Practice Name column denoting that the practice is active. Selecting this option will initiate a page refresh. Note that you need to make practices active or have active practices available when setting up users. You must be a member of these practices to have any effect. You will also need to have a user that does not have the right to assign practices.
3. Click the Create Practice and Location button to create a practice and/or location in the Member of These Practices section. Note that you must be a provider in order to do this. Check the Provider setting.
4. Click the System-level roles button to assign a set of roles for the user that will apply throughout the system, regardless of the practices to which the user belongs. This should only be used for users who are system administrators. You must have the necessary security permissions to assign system-level roles.
5. Click the Add button to add practice memberships and set role-based access rights for the user using the Practice Search page. See the Admin: Practice Search topic. After you select the practice from the search results list, you assign the roles for the user for the selected practice. Click OK to return to the Users details page and add the selected practice and related roles to the list. Note that roles are created using the Roles page. See the Admin: Roles topic.
6. Once you add one or more practices, the practice name and designated roles become links. Click the links to edit the user's role in the Practice Search page.
7. Click the link in the Account # column to add or edit the user's lab account number for the associated practice in the Lab Accounts page. See the Lab Accounts topic.
8. Copia displays "yes" in the Location Restrictions column, if one or more have been set on the Practice Search page. See the Admin: Practice Search topic.
9. Click the blue link in the Practice column to navigate to the Role Search page. Here you may select roles for the user and user's practice. Click the Role Details button next to the role you wish to view to open a details pop-up that will show all of the rights in the system and whether or not they are set for the role. The user is not able to make any changes to the role from the pop-up, and all checkboxes showing whether or not the role contains a right will be disabled.
10. To delete a user's membership to a practice, click the X button that corresponds to the practice.
11. If your modifications are complete, click Save to record all changes. Otherwise, complete the remaining sections, and then click Save.

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Adding or Editing User Preferences

1. The User Preferences section of the User details page displays the Contact Information, Result Delivery, Order Choice Lists, and Associates settings for the user, with separate sections for each type of preference information.
2. Click the Toggle Sections button to have the ability to hide or display subsections in the User Preferences section. The button toggles all of the sections to either be hidden or displayed based on the state of the first section.
3. Click the Show link in the section title bars to display the selected preference information. To hide the preference information, click the Hide link that appears in the section title bar.
4. Enter or modify the user's Application settings. Click the Show link, if necessary, to view the settings. Users may view or modify these settings on the Application page. See the Application topic.
• In the General Settings section of the Application settings, establish the values for the user's account.
• Click the Password Reset Questions button to view the password reset questions the user established on the Application page. The button text appears in green, italic font if you have defined password reset questions. Note that Copia does not display the answers here. The user may only view or modify the questions and answers on the Application page.
• Select a Sign-in Location option to set how Copia determines the user's sign-in location.
  • Ask when signing in: Prompt the user for his/her location at each sign in.
  • Last location used: Use the last location the user selected as his/her sign-in location. Copia displays this location when you select this option. Enter one or more characters or click the Search Icon to select a different location from the drop-down list. Click the X button to set this field to clear the field. Set this field to blank if you do not wish to have a default sign-in location for the user.
  • Last location used on workstation: Use the last location anyone on the workstation used to sign in.

  IMPORTANT: Your selected signed-in location affects many options and features throughout Copia, so it is important that you select the correct value/location for this field. Users may also set this value on the Application and Set Location lab tasks pages.

• Select an entry from the Application Start Page drop-down field. Copia will open the selected page when this user signs in. By default, the Manage Orders > Order Patient Samples page is selected.
  • Manage Orders > Order Patient Samples
  • Manage Orders > Order Choice Catalog
  • Manage Orders > Pending Orders
  • Manage Samples > Collect Samples
  • Manage Samples > Collection List
  • Manage Samples > Pending Collection
  • Manage Samples > Waiting Room
  • View Results > Location Inbox
  • View Results > User Inbox
  • Patient Info > Demographics
  • Patient Info > Order History
  • My Preferences > User
  If you have the necessary security settings, then you will also be able to select one of the following start pages. Note that Copia only displays in the list the pages you have access to.
  • Basic Setup > System Defaults
  • Manage > Fix ADT
  • Manage > Fix Orders
  • Manage > Match Results
  • Monitor > Interfaces
  • Monitor > Inbound Queue
  • Monitor > Outbound Queue
  • Manage > Client Services
  • Manage > Client Services > Items
  • Manage > Release Results
  • Monitor > Lab Orders
• Select the Use Military Time option to allow users to enter time values using the military format on the Order Patient Samples page. If this feature is enabled, Copia displays hours in military time when you enter the time field, and it sets the time and AM/PM values accordingly when you exit the field. Be aware that Copia displays the standard time format on-page and on all reports. Select the Allow time entry using military time checkbox to allow the user to enter time values in military time format.
• Select the Clear previously loaded patient when navigating to Order Patient Samples and Collect Samples option to have Copia clear the selected user from the Order Patient Samples page and the Collect Samples page when the loaded patient changed since the last time you were on the ordering page or collection page. If you do not select this option, Copia assumes you want to place an order or collect samples for the patient already loaded in the ordering page or collection page, and it will retain the currently selected patient.
• Select the Show complete order choice names on the label print page option to show complete order choice names instead of abbreviations on the Label Printing page.
• Select the Use Enter to move to the next field on the Order Patient Samples, Patient Demographics, Patient Insurance, and Encounters pages checkbox to have Copia use the "Enter" key like the "Tab" key on pages that use a Tabbing Order. When this setting is turned on, pressing "Enter" when focus is in a field that is a part of your Tabbing Order will move the focus to the next field in the Tabbing Order. Date/Time Input calendars will ignore this setting. Pressing "Enter" will display the calendar instead. Text Area fields will ignore this setting. Pressing "Enter" will add a new line to the field instead. Search-as-you-type fields will move to the next field in the Tabbing Order upon selecting a value, whether you do so by pressing "Enter," or by clicking on a value. The Search button will ignore this setting.
• Select an option from the Label Printer Type drop-down field to define what label printer type you will have, regardless of what computer you are currently using. It defaults to "Use Cookie Setting," but you may also select "EPL2" or "ZPLII."
• Select an option from the Label Printer drop-down field for automatic HL7 label printing and signed in automatic label printing. If the desired printer is not in the list, click the Search button to find the label printer in the Label Printer Search page. See the Label Printer Search topic. Click the Test button to have Copia attempt to connect to the label printer. If it does not work, contact your system administrator, or select a different label printer.
• Select an option from the Visibility of navigation menu on page load drop-down list to control how Copia displays the navigation portion of the application for the selected user. While this setting controls the default visibility of the menu, you may use the Hide Menu and Show Menu links located on the navigation pane to manually show or hide the navigation menu at any time.
  • Visible: Select this option to display the navigation menu every time Copia reloads a page.
  • Hidden: Select this option to hide the navigation menu every time Copia reloads a page.
  • Same as on Previous Page: Select this option to display the navigation menu each time you sign in, and then have Copia show or hide the navigation menu on the page you are opening based on the state of the navigation menu on the page you are leaving.

  Note that while Copia generally reloads pages when you move from one page to another, it may reload the page automatically (as on the Interface Activity administration page) or when you perform certain functions on the page (such as performing a search).

• Select an option from the Inbox report notification display type drop-down list to display the number of unacknowledged inbox reports for the current user and location. Select either "Not Used" or "Show all unacknowledged reports" from the list. The default value is "Not Used." When the "Show all unacknowledged reports" option is selected, the number of unacknowledged reports will be displayed in the navigation menu sidebar. These displayed values are updated approximately once every minute. The user information section will include a line displaying "New Results" followed by the total number of unacknowledged results in parentheses. The View Results navigation menu section will display the total number of unacknowledged results in parentheses. If the View Results section is expanded, the inbox page links will display the number of unacknowledged reports for the specific inbox. The "User Inbox" page link will display the number of unacknowledged reports in the current user's inbox. The "Location Inbox" will display the number of unacknowledged result reports followed by the number of unacknowledged other reports. If any value is over 99, it will instead display "99+."
• Select an option from the Copia layout to use by default drop-down list to control which layout will be used by default when you first sign in to Copia. New will be selected as the default.
• Select an option from the Default Recipient Type drop-down list to select the default recipient (Copia User, External Recipient, Location, or Host) for transmissions sent from the Fax Recipient page and for result recipients on the Add/Edit Recipient page.
• Select the Use System Default Timeout option to use the system default program timeout settings. Clear this option and set the number of minutes for your own session timeout (between 5 and 60 minutes) in the Session Timeout (Minutes) field to use your settings in place of the system default settings. Note that you must have the necessary rights associated with your assigned role to see these options.
• Select the Use the Find Patient pop-up or Order search tool checkbox to have Copia use the Find Patient pop-up to search for patients, or the order search tool when searching for orders.
• Select an option from the Align the pop-up's search result tables drop-down list to have Copia align the search result tables within the pop-up. Select either "horizontally" or "vertically" from the drop-down list to align the tables.
• Select the Display the Order Search area before the Patient Search area checkbox to have Copia display the order search area before the patient search area.
• Enter a value into the Default Message Center reminder delay field. Click the drop-down list and select either "minute(s)," "hour(s)," "day(s)," or "week(s)" from the list. The default value is 5.
• In the Order Patient Samples Settings section of the Application settings, define the default values for the Order Patient Samples page, as well as other patient-related pages. See the Order Patient Samples topic. Note that users may also enable these settings in the Application lab tasks page.
• Select the Limit patient searching on Order Patient Samples to selected location's practice option to allow users to search only for patients who belong to practices associated with the current user's signed in location.
• Select the Limit provider searching on Order Patient Samples to selected ordering location's practice option to allow users to search only for providers who belong to practices associated with the ordering location selected for the order. If you do not select this option, then Copia displays all ordering providers visible to the signed in user.

  Note that this setting only affects the ordering provider search when a patient has not been selected. After the user has selected a patient, Copia limits the ordering provider search to that patient's practice. Also note that if the selected ordering location's practice has the "All ordering providers can be used in this practice (nursing homes)" setting enabled, provider searching behaves as if this setting is turned off.

• Select the Limit ordering location searching on Order Patient Samples to the selected ordering provider's practices option to limit the ordering location search to those locations that would be available if the selected provider were the one performing the location search. Note that the signed in user's location/practice restrictions will still be respected.
• Select the Use pop-ups for patient Demographics and Insurance on Order Patient samples and Collect Samples pages option to allow users to view or edit patient demographic and insurance information from the Order Patient Samples and Collect Samples pages. When this is enabled and users click the "Demographics" or "Insurance" links at the top of either page, Copia displays the Demographics or Insurance pop-up windows. Users may then view or modify patient demographic or insurance information as they would in the Demographics or Insurance pages. See the Demographics or Insurance topics.
• Select the Use pop-up searching on Order Patient Samples option to allow users to search for patient, ordering location, ordering provider, collection location, and current phlebotomist (if displayed) directly from pop-up windows accessed from the Order Patient Samples page. When this is enabled and users type into the text portion of the field, the quicksearch pop-ups for patient, ordering location, collection location, ordering provider, or current phlebotomist appear and return results that match the search string. Users can then choose one of the options from the pop-up.
• Select the Use order choice pop-up searching on Order Patient Samples option to allow users to search for order choices directly from a pop-up window accessed from the Order Patient Samples page. When this is enabled and users type into the Order Choices field on the Order Patient Samples page, the quicksearch pop-up for order choices appears and returns results that match the search string. Users can then choose one of the options from the pop-up.
• Select an option from the Default order choice search dialog search type to set the default searching option for the Order Choice Search quicksearch pop-up window, accessed from the Order Patient Samples page.
• Search All Order Choices
• Search Order Choice Lists
• Search Profiles
• Select the Use order choice abbreviation list on Order Patient Samples option to display the Abbreviation List field on the Order Patient Samples page. When this field is enabled, users may quickly enter multiple order choices to the order by typing their abbreviations (separated by the user-defined Search Field Delimiter--see below) and clicking the Add button.
• Select the Use diagnoses pop-up searching on Order Patient Samples option to allow users to search for diagnosis codes directly from a pop-up window accessed from the Order Patient Samples page.
• Select the Do not tab to the next field upon pressing Enter when inputting exact diagnoses on Order Patient Samples checkbox to make the Order Patient Samples Diagnoses field have focus after inputting an exact diagnosis and pressing the "Enter" key. Pressing the "Tab" key will move focus to the next field as normal.
• Select the Sort diagnosis codes by the order in which they were added to have Copia sort diagnosis codes by the order that they were added.
• Select the Prompt for the scope to apply changes when changing an order choice's option to allow a user to change the priority of an order choice on Order Patient Samples page. They will be prompted to choose how to apply the changes depending on the state of the order and the order choice that was modified.
• Priority
• Alternate sample collection
• Billing status
• Select the Clear the Order Patient Samples page after saving an order option to have Copia reset all of the fields on the Order Patient Samples page after you click the Save button.
• Select a radio button from the Pressing the enter key on the order choice search dialog will: section:
  • Add the highlighted row to the selected items table: Select this option to add highlighted rows to selected items within the table.
  • Add all rows in the search results table to the selected items table if the number of search criteria in the search field equals the number of search results: Select this option to add rows in the search results table to the selected items table, only if the number of search criteria in the search field matches the number of search results.
  • Add all rows in the search results table to the selected items table if the number of search criteria in the search field equals the number of search results, then close the search pop-up: Select this option to add rows in the search results table to the selected items table, only if the number of search criteria in the search field matches the number of search results. If this items is selected, the search pop-up will close after.
• Enter a character in the Search Field Delimiter field to set what character separates your entries in the Abbreviation List field (if available) on the Order Patient Samples page, the Diagnoses field on the Diagnoses Search page, and the order choice search field on the Order Choice Pick List page. The default delimiter is a semicolon (;). Copia treats items you separate with this delimiter as individual entries as it attempts to match the order choice or ICD-9 code.
• Select the Do not clear the patient search field upon clicking the field option to allow users to modify the patient name on the Order Patient Samples page. With this setting enabled, clicking inside the Patient search field on the Order Patient Samples page moves the cursor within the field rather than clearing the field. Press the left and right arrow keys to move the cursor within the Patient search field on the Order Patient Samples page instead of paging through search results.
• Click in or enter text in the Order Patient Samples Template field to define an Order Patient Samples templates at the user level. Users will be able to assign Order Patient Samples templates to use. These configured templates will override any location or system default templates.
• Click in or enter text in the Batch Orders Template field to define Batch Orders templates at the user level. Users will be able to assign Batch Order templates to use. These configured templates will override any location or system default templates.
• Click in or enter text in the Batch Orders - Grid Layout Template field to define Batch Orders - Grid Layout templates at the user level. Users will be able to assign Batch Order - Grid Layout templates to use. These configured templates will override any location or system default templates.
• In the Order Choice Catalog Settings section of the Application settings, define the default values for the Order Choice Catalog page. See the Order Choice Catalog topic.
  • Select the Default to Signed-in Location on the Order Choice Catalog option to default the Ordering Location drop-down on the Order Choice Catalog page to the signed in location if the signed in location is an ordering location.
• In the Pending Orders Settings section of the Application settings, define the default values for the filter on the Pending Orders page. See the Pending Orders topic.
  • Select an option from the Use the _____ on the Pending Orders page drop-down list. Select either "User Application Settings" or "Signed-in Location Custom Filter" from the list. Note that if the "User Application Settings" option is selected, the Pending Orders page will use the default filter.
  • Select the By default show filter checkbox to have Copia show the filter by default.
  • Select the Limit to orders that have had results pending for at least ___ days checkbox to limit the search to orders that have had results pending for a specific amount of days. Enter a value into the field to specify the amount of days Copia limits to. The default value is 3 days.
  • Select the Do not show orders older than ___ days checkbox to have Copia not display orders older than a specific amount of days. Enter a value into the field to specify the amount of days Copia shows. The default value is 30 days.
  • Select the Limit to orders ___ in a range checkbox to select an option from the drop-down list. Selecting this checkbox limits orders to a certain range. Select either "ordered," "collection proposed," or "collected" from the drop-down list.
  • Select the By default select signed-in user as Ordering Provider checkbox to have Copia select the signed-in user as the ordering provider by default.
  • Select the Set the Ordering Location filter to "-All-" by default option to have the Ordering Location filter option on the Pending Orders page default to searching for all ordering locations. If you do not select this option, the default selection is to filter by the user's signed-in location.
  • Select the Display Not Accessioned Column checkbox to have Copia display the Not Accessioned column.
• In the ABN Status/Print Settings section of the Application settings, define the ABN status and print settings.
  • Select the Select all order choices by default on the ABN Status/Print page option to have Copia automatically select all of the order choices associated with the ABN whenever users navigate to the ABN Status/Print page. See the ABN Status/Print topic.
• In the Result Report Inbox Filter Settings section of the Application settings, define Result Report inbox filter settings.
  • Select an option from the Use the _____ on the Result Report Inbox page drop-down list. Select either "User Application Settings" or "Signed-in Location Custom Filter" from the list. Note that if the "User Application Settings" option is selected, the Result Report Inbox page will use the default filter.
  • Select the Show Report Inbox Filter checkbox to have Copia display the Report Inbox filter.
  • Select the Hide Acknowledged Reports option to remove acknowledged result reports from the inbox lists by default.
  • Select a radio button option to set the default filter setting for the Location Inbox and User Inbox pages. Copia will automatically set the filters in the inbox pages to use the option you select here.
    • Select the Reports received in the past __ days option and enter the number of days to have Copia display result reports from the selected date range. If you select this option, you may also define the default for what days of the week Copia should look for result reports by selecting either the Days include every day of the week option or the Days include only weekdays option.
    • Select the Reports received between option to have Copia select this option and set the current date as the date range for displayed result reports.
    • Select the All unacknowledged reports option to have Copia display all result reports that are not yet acknowledged.
• In the Other Report Inbox Filter Settings section of the Application settings, define Other Report inbox filter settings.
  • Select an option from the Use the _____ on the Other Report Inbox page drop-down list. Select either "User Application Settings" or "Signed-in Location Custom Filter" from the list. Note that if the "User Application Settings" option is selected, the Other Report Inbox page will use the default filter.
  • Select the Hide Acknowledged Reports option to remove acknowledged reports from the inbox lists by default.
  • Select a radio button option to set the default filter setting for the Location Inbox and User Inbox pages. Copia will automatically set the filters in the inbox pages to use the option you select here.
    • Select the Reports received in the past __ days option and enter the number of days to have Copia display reports from the selected date range. If you select this option, you may also define the default for what days of the week Copia should look for reports by selecting either the Days include every day of the week option or the Days include only weekdays option.
    • Select the Reports received between option to have Copia select this option and set the current date as the date range for displayed reports.
    • Select the All unacknowledged reports option to have Copia display all reports that are not yet acknowledged.
  • Click Save to record your changes, or click Discard Changes to clear your changes.
• In the Inbox Settings section of the Application settings, define the default values for the filter on the User Inbox and Location Inbox pages.
• Select the Hide Acknowledged Reports option to remove acknowledged reports from the inbox lists by default.
• Select a radio button option to set the default filter setting for the Location Inbox or User Inbox pages. Copia will automatically set the filters in the inbox pages to use the option you select here.
  • Select the Reports received in the past __ days option and enter the number of days to have Copia display reports from the selected date range. If you select this option, you may also define the default for what days of the week Copia should look for reports by selecting either the Days include every day of the week option or the Days include only weekdays option.
  • Select the Reports received on: option to have Copia display reports for a selected date.
  • Select the All unacknowledged reports option to have Copia display all reports that are not yet acknowledged.
• Modify the Page Size field to control how many reports per page appear when the selected user opens the Location Inbox or User Inbox pages.
• In the Collect Samples Settings section of the Application settings, define settings for the Collect Samples page.
  • Select the Set default cursor position to the Sample ID field of the first sample not marked as collected checkbox to direct initial focus to the Sample ID field of the first sample that is not marked as collected on the Collect Samples page. The field contents are also automatically selected when this focus is applied.
  • Select the Update Insurance button links to the Order Patient Samples when order's insurance does not match patient's default checkbox to update the Insurance button links to the Order Patient Samples page when the order's insurance does not match the patient's default insurance.
• In the Pending Collection Settings section of the Application settings, define the default filter settings for the Pending Collection page. See the Pending Collection topic.
  • Select the Limit to orders that have had collection pending for at least __ ____ checkbox, enter a number, and select a unit of time to limit the list based on how long the collection has been pending. If an order has been in pending status for less than the specified number of hours, days, or weeks, then Copia will not include it in the Pending Collection list.
  • Select the Do not show orders older than __ ____ checkbox, enter a number, and select a unit of time to limit the list based on the number of days the collection has been pending. If an order is older than the specified number of hours, days, or weeks, then Copia will not include it in the Pending Collection or Pending Orders lists.
  • Select the Limit to orders _____ in a time range checkbox and select ordered or with collection times to limit the list to include only those orders that were ordered or collected in the specified time range on the Pending Collection and Pending Orders pages. Note that you cannot use this option at the same time you are using the Do not show orders older than __ days option.
  • Select the Do not show future orders checkbox to hide future orders on the Pending Collection or Pending Orders lists.
  • Select the By default choose signed in location checkbox to have Copia automatically select your signed in location as the ordering location for the Pending Collection Filter on the Pending Collection page. If you do not select this checkbox, Copia selects "All" by default for the ordering location for the filter.
  • Select the By default select orders manually option to automatically display the Pending Collection Filter when you open the Pending Collection page. Note that the filter must be displayed in order to manually select orders by hand or when using a bar code scanner.
  • Select the By default show filter option to have Copia display the filter when you navigate to the Pending Collection page.
  • To limit the displayed results to uncollected orders that contain one or more specific order choices, click the Add button next to the Limit to Order Choices field to select the desired order choice in the Order Choice Search page. See the Order Choice Search topic. Select one or more order choices in the Limit to Order Choices field and click the Remove Selected button to remove the selected order choices from the filter. Click the Clear List button to remove all of the order choices in the Limit to Order Choices field.
• In the Collection List Settings section of the Application settings, define the default settings for the Collection List page. Users may modify these values on the Application and Collection List pages.
  • Select an option from the Use the _____ on the Collection List page drop-down list. Select either "User Application Settings" or "Signed-in Location Custom Filter" from the list. Note that if the "User Application Settings" option is selected, the Collection List page will use the default filter.
  • Enter a value for the Use default number of results to display on the Collection List page (Create and Reconcile) field to control how many results Copia displays on the Collection List page.
  • Select the Exclude Orders on Other Collection Lists option to ignore orders that fall within your Start and End Times, but have already been added to an existing collection list.
  • Select the Include collected samples when printing labels checkbox to have Copia include collected samples when printing labels.
  • Select an option from the Default Filter Date Type drop-down list to define the default setting ("Order Date" or "Proposed Collection Date") for the type of date used in the Collection List filter on the Collection List page.
• In the Manifest Filter Settings section of the Application settings, define the default settings for the Manifest Filter.
  • Enter a value for the Use default number of results to display on the Create Manifest page field to control how many results Copia displays on the Create Manifest page. The default value is 10.
  • Select "All" or "Blank" from the Default Lab Selection drop-down field to set the default value for the Lab field on the Create Manifest page.
  • Show samples collected/ordered in the past __ ___: Select the type of sample action (collected or ordered), and then enter a number and select a unit of time as the limit for how recently the samples were collected or ordered. Copia will only search for samples that were collected or ordered within that time frame. For example, if you select "collected," enter "5," and select "days," Copia will display only those samples where the sample collection occurred within the last 5 days. 24 hours is the amount of time selected by default.
    • Show samples on other manifests: Select this option to display samples on the list even if they have already been added to another manifest.
    • Exclude samples with results: Select this option to exclude samples for order choices that have results.
  • Show samples collected/ordered in the date range: Select this option to set whether the date range will be for collected or ordered samples.
  • Show collected samples not on a manifest: Select this option to display all samples for the selected lab (or all labs) that have not been added to a manifest yet.
  • Select samples manually: Select this option to set the Create Manifest page to default to manual entry of order or sample IDs.
• In the Lab Orders Settings section of the Application settings, define the default settings for Lab Orders and Release Samples. See the Release Samples and Admin: Lab Orders topics. Users may modify these values on the Application and Release Samples lab tasks pages and the Lab Orders administration page.
  • Select the Print requisition on transmit, Print manifest on transmit, and/or Print labels on transmit options to have Copia select the corresponding checkbox(es) on the Lab Orders and Release Samples pages by default, so that Copia is set to print the appropriate items when transmitting orders. Note that you must have the right to view the Lab Orders page to access these options.
  • Select the Default ordering location filter to signed-in location option to set the current signed in location as the selected ordering location for the filter on the Lab Orders and Release Samples pages.
  • Select the Default collection location filter to signed-in location option to set the current signed in location as the selected collection location for the filter on the Lab Orders and Release Samples pages.
  • Select the Default Release Samples filter to "Manually select samples" option to have users default to manually selecting samples on the Lab Orders and Release Samples pages.
• In the Release Results Page Size section of the Application settings, define the Release Results page size.
  • Select the Use default page size ___ field to define the default page size of the Release Results page. Enter a value into the field. The default value is 10.
• In the Order History Settings section of the Application settings, define the default settings for the Order History page.
  • Select the By default hide cancelled orders option to have Copia hide cancelled orders by default.
  • Select the By default hide completed orders option to have Copia hide completed orders by default.
  • Select the By default show the Order History filter option to have Copia display the Order History filter by default.
  • Select the Print pending result reports when printing selected option to allow users to print result reports on the Order History page for orders with no results.
• In the Cumulative Report Settings section of the Application settings, define the default settings for cumulative reports.
  • Select the Cumulative Report Default Format drop-down list to select one of the following:
    • Order Choice Based: Select this option to base the report on order choices.
    • Order Choice Based (Inline): Select this option to base the report on order choices, where if a single order choice's results do not fit in one page width, it will break at the end of the page and continue directly underneath it with more results for that same order choice.
    • Order Choice Based (Grid): Select this option to base the report on order choices, where if a single order choice's results do not fit in one page width, it will break at the end of the page and print a new page for each additional page width of results for that order choice. This format allows users to lay the result report out flat so all of one order choice's results will line up next to each other in a single row.
    • Test Based: Select this option to base the report on tests.
• In the Patient Demographics Settings section of the Application settings, define the default settings for the Demographics page.
  • Select the Clear the Patient Demographics page after saving a patient checkbox to have Copia clear Patient Demographics after saving information for a patient. This setting forces the Patient Demographics page to refresh after changes are made to a patient. The user will have to reselect a patient, or choose to add a new patient afterwards.
  • Select the Load the Insurance Search page when creating a new patient insurance checkbox to have Copia load the Insurance Search page when creating new insurance for a patient.
  • Select the When creating a patient alert, allow for the alert to be applied to all linked patients checkbox to have Copia apply the alert to all linked patients when creating a patient alert.
• In the Lab Report Settings section of the Application settings, define the default settings for the Lab Reports and Release Samples pages.
  • Display results for Inbox on Result Delivery page
  • Display results for Fax on Result Delivery page
  • Display results for Email on Result Delivery page
  • Display results for HL7 on Result Delivery page
  • Display results for RAPS on Result Delivery page
  • Display results for Direct Printing on Result Delivery page
  • Display results for Direct Dial on Result Delivery page
• In the Client Services Settings section of the Application settings, define Client Services administration page settings.
  • Select the By default, when creating new Items, set myself as the Assignee checkbox to have Copia set the current signed-in user as the default assignee when creating new Items.
  • Select the By default, when creating new Items, set myself as the Contact checkbox to have Copia set the current signed-in user as the default contact person when creating new Items.
  • Select the Automatically display locked Items when returning to Client Services checkbox to have Copia automatically display any locked Items when returning to the Client Services administration page.
• In the Data Browser Settings section of the Application settings, define the default fixed field count.
  • Select the By default maintain fixed field count option to set the Data Browsers' default fixed field count that should be maintained in Copia.
5. Enter or modify the user's Contact Information settings. Click the Show link, if necessary, to view the settings. Note that the fields will only be active if they are associated with a delivery method that is currently enabled in the System Defaults administration page. See the Admin: System Defaults topic.
• Use Code: Select either "Unknown," "Answering Service Number," "Beeper Number," "Emergency Number," "Network (email) Address," "Other Residence Number," "Primary Residence Number," "Vacation Number," or "Work Number" from the drop-down list to set the use code in order to be contacted.
• Phone Number: Enter or modify the user's phone number.
• Detail: Enter text into the field to give detail about the entered phone number.
• Equipment Type: Select either "Unknown," "Beeper," "Cellular Phone," "Telecommunications Device for the Deaf," "Fax," "Internet," "Modem," "Telephone," "Teletypewriter," or "X.400 email address" from the drop-down list to set the equipment type in order to be contacted.
• Fax Number: Enter or modify the user's fax number. This is the fax number that is used to deliver results (see below). Note that this field is enabled even when faxing is not enabled at the System Defaults level. Click the Test button next to the field to test the fax number via the Send Test Fax pop-up. Click the Send Test Fax button to send the test fax, or click the Cancel button to close the pop-up.
• Direct Dial Number: Enter or modify the user's direct dial phone number.
• Pager Address: Enter or modify the user's pager number. Note that Copia does not currently deliver results via pagers.
• Mobile Number: Enter or modify the user's mobile phone number.
• Enter or modify the user's email settings in the following fields:
  • Email Address: Enter the email address to which Copia should send results. This is the email address that is used to deliver results (see below). Click the Test button next to the field to test the email address via the Send Test Email pop-up. Click the Send Test Email button to send the test email, or click the Cancel button to close the pop-up.
  • Email Details: Enter brief details about the email address.
  • Subject Field Codes: Select either "Select field code to insert," "First Name," Middle Name," "Last Name," "Primary Physician Full Name," "Sample ID," "Order ID," "Owner First Name," or "Owner Last Name" from the drop-down list to add a subject field code into the Subject Line field.
  • Subject Line: Enter the default text that Copia will use in the subject line for emailed reports.
• Address Type, Address 1, Address 2, ZIP Code, City, State, Country, and County Code: Enter or modify the user's address information. If you enter a ZIP code that is already in the Copia database, it automatically fills in the City and State fields.
• Enter or modify the user's Result Delivery settings. Click the Show link, if necessary, to view the settings.
  • Configure email settings in the Email Settings section. Enter text into the Email Subject field to define the subject of the email. Select an option from the Email Subject Field Codes drop-down list to insert field codes into the email subject. Select either "First Name," "Middle Name," "Last Name," "Primary Physician Full Name," "Sample ID," "Owner First Name," "Owner Last Name," "Order ID," or "Unique Sample ID" from the drop-down. Enter text in the Email Body field to define what appears in the body of the email. The default text is "New Results." Select an option from the Body Field Codes drop-down list to insert field codes into the field. Select either "Sample ID," "Unique Sample ID," "Order ID," "Inbox URL," "Ordering Location," or "Patient Name" from the drop-down. When a field code is selected, the code automatically populates into the field. Define notification emails to be sent for the delivery methods "Email," "RAPS," and "Direct Printing" when creating a result delivery rule.
  • In the When I am the ordering provider for an order, deliver that order's results to section of the Result Delivery settings, select who receives copies of the results.
    • Ordering Provider: By default, this checkbox is selected. This indicates that the user, as the ordering provider, should always receive a copy of the results. Clear this checkbox if the user/ordering provider should not receive a copy.
    • Primary Care Provider: Select this checkbox to send a copy of the results to the patient's Primary Care Provider (PCP). The PCP must have a Copia account in order to receive results. If the patient's PCP is the Ordering Provider, Copia only sends one copy of the results.
    • You may select one other person to receive copies of the user's orders' results. To do so, you must:
    • Select the Other checkbox.
    • Enter one or more characters in the search field, and click the Search button to view a list of all Copia users who match your search in the User Search page. See the User Search topic.
    • Once you make your selection, Copia returns you to the Users administration page and fills in the Other field with the selected Copia user.
    • Select the Effective checkbox. When these dates are filled in, the other user will only be delivered reports when the report is received in the effective date range.
  • In the How I Receive Results section of the Result Delivery settings, select how the currently selected user receives results.
    • Select the Suppress Copia report content if all results are linked documents option to have Copia remove the results from the report if all of the results being reported are linked documents. This setting applies to the currently selected user; however, you may also assign this setting at the location level for all users or at the system default level for all external recipients (non-Copia users added to orders using the Results To button on the Order Patient Samples page).
    • Select the All order choices reported to this user will get their own page on result reports checkbox to have Copia give a user their own page on result reports when all order choices are reported to the specific user.
    • Depending on your facility's capabilities and the administration settings, you may choose one of the following methods for result delivery: Inbox, Email, Fax, RAPS, Direct Printing, HL7, or Direct Dial. You will only be able to modify the delivery methods available for the user. Note that if the user has "Use System Default delivery rules" enabled, then those delivery rules can be active for the user regardless of their delivery method selections; however, if the recipient does not have a fax number or email address, then it may be necessary to access the result messages in the Outbound Queue administration page to enter a valid email address or fax number.
      • Use: Select an option to determine how to use this method.
        • Use These Settings: Select this option to use the settings you establish on this page (see below).
        • Use System Default Settings: Select this option to use the settings established on the System Defaults administration page.
        • Delivery Method Not Used: Select this option to stop using this delivery method. Once you have turned off the method, Copia displays "Delivery With No Destination."
      • Delivery Destination: Enter or select the email address, fax number, RAPS printer, direct printer, host, or direct dial number to which Copia should deliver the results when using the selected delivery methods. If you do not have the necessary account information set up, Copia displays fields that allow you to enter, search for, or select the delivery destination information (see below).
        • For Email, Fax, HL7, or Direct Dial, enter or select the email address, fax number, host, or direct dial number, and then click the Set button to have Copia update the destination information in the user's record. If the Suppress Copia report content if all results are linked documents option is enabled on the Hosts administration page, Copia will refrain from sending the selected host an HL7 message if all order choice results to be sent are linked documents.
        • For RAPS or Direct Printing, click the Search button to select the printer for remote or direct printing from the RAPS Printer Search or Direct Printing administration pages. See the Admin: RAPS Printer Search or Admin: Direct Printing topics.

        When the user receives results that utilize these delivery rules, the selected printer will automatically print the results. Note that the user must be assigned to a practice that is part of a remote printing group and the user's record must be saved before the RAPS delivery method is available. RAPS must be installed on the user's workstation for that method to work. See the Result Delivery topic.

      • Use cover page: (Fax method only) Select this option to have Copia include a cover page with fax transmissions sent to you. Note that the system default setting to use cover pages must also be enabled for this option to take effect.
      • Report Header/Report Body/Report Footer/Report Page Footer: Copia selects the Standard Format patient report format settings automatically; however, you may select a different format for the header, body, footer, and/or page footer of patient lab reports. This list includes the standard format and alternate format 1 options, as well as any result header, body, footer, and/or page footer templates defined in the Layout Templates administration page that have been made live in the system. See the Admin: Layout Templates topic. Copia uses these settings when printing the lab report from the User Inbox. Once Copia creates a report using these settings, it will not update the report if you make changes to the header, body, footer, and/or page footer. Note that Copia uses the location's report format settings when printing the lab report from the Location Inbox, and it uses the system default report delivery format settings when printing the lab report from other locations within Copia. See the Lab Report topic.

      If you select "Alternate Format 1," Copia groups order choices together by their assigned reporting groups, adds them to the report in the designated print order, and suppresses or displays result headers according to the setting for the reporting group. See the Admin: Order Choices topic.

      • Copies: Enter a value as the default number of copies of a report Copia delivers to this user. You can modify the number of copies delivered for a user on the Result Delivery lab tasks page, for a location on the Locations administration page, or set a default number of copies on the System Defaults administration page.
      • Mailing Address: Select this option to show a mailing address on a result report viewed from the User Inbox. See the User Inbox topic. You may also modify this setting on the Result Delivery page in the Lab Tasks section of the program.
        • The mailing address will only appear if the report body is set to Alternate Format 1.
        • The mailing address is shown in the bottom left corner on the first page of a result report.
      • The address shown is the ordering location's address.
      • You may work with Orchard Software Technical Support to adjust the margin settings around the mailing address, if necessary.
      • Show History: Select this option to display by default results for order choices from previous orders in addition to the current results for the selected delivery method.
      • Content: Select an option to determine what results Copia includes in the report.
      • All Results: Select this option to receive all of the results that have been received for the order, including those that may have been reported previously. When this is selected, each time order choices in an order are resulted or approved and sent back to Copia, Copia creates a new lab report that includes the latest results for every order choice in the order, regardless of approved/unapproved status. Copia displays unapproved order choices as "Pending." Note that in the User Inbox page, you may click the Reprint Past Print Jobs button to view or print any of the previous lab reports created for the selected order.
      • New Results Only: Select this option to receive only the results that have come in for the order since the last report you received. When this is selected, each time order choices in an order are resulted or approved and sent back to Copia, Copia creates a new lab report that includes only the results for the order choices that were received. Note that in the User Inbox page, Copia creates a lab report that contains all approved results that have accumulated since the last time a user clicked the Acknowledge Selected button for the selected order. This means that lab reports you create in the User Inbox page could appear differently from the reports Copia sends via email or fax when this setting is enabled.
      • Stop Delivery: Select an option to determine how result delivery rules will fire. Note that these settings are not available for the Inbox delivery method.
      • Deliver to All: Select this option to have all result delivery rules fire if they qualify for the associated delivery method.
      • Stop Delivery to Address: Select this option to only allow one result delivery rule to fire per address.
      • Stop Delivery to All: Select this option to cease to fire any result delivery rules after one rule has been fired for that delivery method.
      • Schedule: Click this button to set specific schedules on the Delivery Scheduling page for when Copia should deliver accumulated results to this user via the selected delivery method. See the Delivery Schedule topic.
• In the When User Results are Received section of the Result Delivery settings, you may further customize when the user receives results for each delivery method you established in the How this User Receives Results section (see above), or you may choose to use the system default or practice-specific result delivery schedules that were created in the System Defaults administration page.
• If desired, select the Use System Default delivery rules option to have Copia use the delivery rules from the System Defaults administration page. When you select this option, Copia displays the default and practice-specific delivery schedules defined in the System Defaults administration page.
• If you do not wish to use the system default settings, clear the Use System Default delivery rules checkbox. You may then define user-level Default Result Delivery Rules and/or click the Add Practice Result Delivery button and select a practice in the Practice Search page to create a new, practice-level result delivery schedule. See the Practice Search topic.
• Select the Enable sending batch email with maximum combined file size of ___ checkbox to send batch emails based on the size of the attachment files in each email. The setting is a checkbox with a text field and a drop-down list. The text field takes a four-digit integer and the drop-down list can be set to "Kilobyte" or "Megabyte."
• Once you scroll to the default or practice-specific result delivery schedule you wish to modify or create, select one or both checkboxes to indicate which delivery rules will control when Copia uses the delivery schedule:
  • Deliver this User's Reports to the Ordering Location (using the location's delivery rules): Select this option to have Copia use the ordering location's delivery rules when delivering the user's reports.
  • Deliver this User's Reports to this User (using this user's delivery rules): Select this option to have Copia use the signed in user's delivery rules when delivering the user's reports.
• If you create your own result delivery rules, you may add one or more rules for each delivery method you enabled above. By default, the Inbox delivery method checkbox is enabled. This indicates that results will be sent to the user's Copia account (User Inbox).
• To add additional delivery rules, click the Add button. The Result Delivery Rule page appears, allowing you to set up when the results are sent. See the Resule Delivery Rule topic.
• Once you add one or more delivery rules, Copia lists the Inbox, Email, Fax, RAPS, Direct Printing, HL7, and/or Direct Dial delivery rules with the following information:
  • Delivery Method: The type of delivery that will be used (Inbox, Email, Fax, RAPS, Direct Printing, HL7, or Direct Dial).
  • Delivery Destination Override: The number, address, printer, etc. that Copia should use in place of whatever the user's default number, address, printer, etc. is. This is available for all methods except inbox.
  • Day of Week: The days of the week that results will be sent to the user using this method.
  • New Reports Generated: The circumstances in which that type of report is created and sent (when any new result is received, when any order choice is final, or when all order choices are final--with or without exceptions).
  • Priority/Severity: The status of the order (e.g., ASAP, Routine, STAT, or Normal, Abnormal, or Critical).
  • Ordering Provider is: Whether the ordering provider is the selected user, someone else, or both.
  • Ordering Location Condition: The ordering locations that should receive results via the selected delivery method.
  • Order Choice Condition: The order choices that should be included or excluded from the result delivery for the selected delivery method.
  • Notification: Whether or not Copia sends email notifications for triggered result delivery rules for the user's selected delivery method (yes or no).
  • Scheduled: Whether or not the “Delivery Scheduling” option to send the results by delivery method schedule is enabled for the selected rule on the Result Delivery Rule page.
  • Active: By default, the Active checkbox is selected to indicate that Copia will use the settings when delivering results. Clear this checkbox if Copia should not send results using the method. Note that if you do not select the checkbox in front of a delivery method in the How I Receive Results section (see above), then Copia will not allow you to set any delivery rules for that method to active status.
  • Sort Order: Allows you to sort the result delivery rules within a specific delivery method (e.g., all faxing rules). Click the up or down arrows to set the precedence order in which Copia applies the rules for a method. By default, Copia will deliver results for the method (fax, email, inbox, etc.) using the first unique delivery rule that fits the result’s criteria. It will evaluate the rules for the method in the order you set here.
• If you are not using system default delivery rules, click the name of a Delivery Method to modify delivery rules in the Result Delivery Rule page. You may not modify methods defined as default (see above) or that are from the System Defaults administration page.
• To remove a delivery rule, click the X button in the Delete column that corresponds to the delivery settings you wish to delete. Copia immediately deletes the delivery rule. This action cannot be undone.
• Enter or modify the user's Order Choice Lists settings. Click the Show link, if necessary, to view the settings.
• In the Frequent Order Choice List section of the Order Choice Lists settings, enter the name and length settings for the "My Frequent" list. Copia builds the Frequent list in the Order Patient Samples page based on the settings in this page, and then automatically fills it with the order choices the user orders most often.
  • Enter a number between 1 and 100 in the Number of order choices to display field. This field is required. If you enter 10, then Copia displays the 10 order choices the user orders the most frequently.
  • By default, the list that contains the user's most frequently used order choices is called "My Frequent." Enter a different name in the Name for "My Frequent" List field if you wish to change the name of the list. This field is required.
• In the System Order Choice Lists section of the Order Choice Lists settings, view the list details and decide whether or not to display the lists on the Order Patient Samples and Order Choice Pick List pages. Note that you should ensure that at least one order choice list is active; otherwise, no order choices will be available when users first try to select order choices on the Order Patient Samples and Order Choice Pick List pages.
• System lists are listed with the Name, Description, and Active status of those lists.
• Click the Name of the list to open the System List page, allowing you to view the details for the system list. See the Admin: System List topic. Note that you cannot edit the settings for the list in this page, but you may edit them in the Order Choice Lists administration page. See the Admin: Order Choice Lists topic.
• Select the Active checkbox if you want the list to appear on the Order Patient Samples and Order Choice Pick List pages, or clear the Active checkbox if you do not want the list to appear on the pages. See the Order Patient Samples topic.
• Enter or modify the user's Associates and Associate of These Users settings. Click the Show link, if necessary, to view the settings.
  • Associates will have permission to review this user's patients' results in the User Inbox page.
  • Enter one or more characters in the search field and click Search.
  • Select the desired Copia user from the list on the User Search page. See the User Search topic.
  • After you make your selection, Copia returns you to the Users page and adds the Copia user to the user's associates list. This grants them permission to review the user's patients' results in the User Inbox page.
  • Each selected associate is listed with the following information:
    • Name: The name of the Copia user.
    • Practice Name: Each of the user's practice names is listed as a title for the column, and a checkbox appears in the column if the associate is from that practice. There is no checkbox if the associate is not from the practice.
  • To remove an associate, click the X button that corresponds to the associate you wish to delete. Copia immediately deletes the associate. This action cannot be undone.
  • As an Associate of These Users, the current user will have permission to review results for patients of the associates added to the list.
    • Enter one or more characters in the search field and click Search.
    • Select the desired Copia user from the list on the User Search page. See the User Search topic.
    • After you make your selection, Copia returns you to the Users page and adds the Copia user to the user's associates list. This grants the current user permission to review patient results for each selected associate.
    • Each selected associate is listed with the following information:
      • Name: The name of the Copia user.
      • Practice Name: Each of the user's practice names is listed as a title for the column, and a checkbox appears in the column if the associate is from that practice. There is no checkbox if the associate is not from the practice.
    • To remove an associate, click the X button that corresponds to the associate you wish to delete. Copia immediately deletes the associate. This action cannot be undone.
• Enter or modify the user's Profile List and Profile List settings. Click the Show link, if necessary, to view the settings. See the Profile List topic for more detailed information.
  • Enter a different name in the List Name field if you wish to change the name of the profile list that is displayed on the Order Patient Samples page. This field is required.
  • Enter a value in the Displaying ___ of ___ Profiles fields to determine how many profiles are displayed in the table.
  • Click Add to add a profile. See the Add/Edit Profile topic.
• If your modifications are complete, click Save to record all changes. Otherwise, complete the remaining sections, and then click Save.

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Viewing, Adding, or Editing Host Codes

1. The Host Codes for this User section of the User details page displays the host code information for the user.
2. To view active hosts only, select the Show active hosts only checkbox. Set the active/inactive status in the Host Details section of the Hosts details page. See the Admin: Hosts topic.
3. Select an option from the Auto-fill host codes with... drop-down list to auto-fill empty host codes for a user with data, such as their NDI or combinations of their first and last names. Select either "First Initial Last Name," "Last Name," or "NPI Number" from the drop-down list.
4. To add host codes, enter the codes for the user in the Host Code fields next to the desired host names. If you try to save a host code that is identical to another code for the same host for two users, Copia displays a warning message that details where up to ten conflicts lie and prompts you proceed with saving the host codes or not.
5. To edit these codes, highlight or delete text already displayed in the field, then modify as desired.
6. Click the < Back to List button to return to the User list page without saving any changes, or click the Save button to record changes and return to the User list page.

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Harvest LIS Synchronization for this User

1. The Harvest LIS Synchronization for this User section of the User details page displays Harvest LIS synchronization information for the selected user.
2. Click the Unsync Selected button to unsync selected items in the section. A host must be selected for this button to be enabled. Click the Sync Selected button to sync selected items in the section. A host must be selected for this button to be enabled. Clicking either of these buttons will display the Sync Options pop-up with the two buttons on the pop-up. Click the Close button to close the pop-up.
3. Select the Show active hosts only checkbox to have Copia only display active hosts contained within the system.
4. The table displays columns for the host's name, version number, active status, selection ability, and a non-sync option. In the "Host Name" column, the name of the host is displayed; in the "Version" column, the version is displayed; in the "Host is Active" column, the active status is displayed; select the Select checkbox in the "Select" column to select the specific host; and select the Do Not Sync (Sync 2) checkbox to specify that Copia should not sync that specific host.
5. Click the < Back to List button to return to the User list page without saving any changes, or click the Save button to record changes and return to the User list page.

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Description for this User

1. The Description for this User section of the User details page displays a field in order to describe the user where text can be entered, if needed.
2. Enter text into the Description for this User field to describe the user. There is a maximum character count of 1,000 that can be added to the field. The Characters counter located above the field automatically tracks the number of characters being entered into the field.
3. Click the < Back to List button to return to the User list page without saving any changes, or click the Save button to record changes and return to the User list page.

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