Security Setup

Setting up security helps protect patient data.  Each employee should have a unique User name and password that they use to Log On to EZ2000 Plus, as this will help protect the doctor and employee from misuse. Dental. Users should be assigned to User Groups, which can then be assigned Permissions that allow/block access to areas or functions.  Once users are setup, you can view a history of changes made by users in the Audit Trail.

In the Main Menu, click Setup, Security.

Every user is part of a User Group. When you click on a group member, the security Permissions on the right pertain to the entire group, not just the single user.

Users: Lists all Users currently setup. When you click on a one user, all users in the same user group highlight in red text. Click the All Users drop down to filter the list by user type. If you have Dental Schools enabled in Show Features, you can filter the list by class.

Permissions: Checked Permissions indicate which features/actions the selected user group has access to. Permissions are assigned by group. To give one user permissions that are different, you must set up a user group just for them.

TimecardSecurityEnabled: Check this box if you are using Time Cards.

Users cannot edit their own timecard: If checked, individual users will be prevented from making any changes to their time card. Most offices keep this box unchecked, because it is useful when employees can make notes and fix errors.  Error fixing is tracked well in time cards.

Log off after 0 minutes. 0 to disable: Set a time when, after a period of inactivity, Open Dental will automatically log off the current user. Enter 0 if you do not want an automatic log off time.  If automatic log off is turned on, and you manually click Log Off, any unsaved changes will be lost, and no warning message will show.

Log off when Windows logs off: Check this box to automatically log the current user out of Open Dental whenever they log out of Windows.

Passwords must be strong: Check this box to require complex passwords when creating or editing passwords. Complex passwords must be at least 8 characters, and have at least one number and one uppercase letter. When selected, users with complex passwords will have an X in the Strong column under Users. Current users/passwords will continue to be accepted, but any password changes will need to meet the strong criteria.

Lock Date/Days: Set a Global Lock Date. (See below)

Set All: Gives all Permissions, except Security Admin, to the selected User Group. A check will appear in each box. The Security Admin permission should only be given to the Admin user, and must be individually selected.

User Group Lock Dates
User Groups can be prevented from editing historical data based on a date/day limit. The limit is for specific permissions, and based on the date the item was entered, not on the date it shows in the patient account. For example, you can only allow members of a user group to change insurance payments if they occur within a set amount of days, or before a specific date.

To define a limit, click on the security permission.

Enter a specific date limitation, or the number of days allowed, then click OK.

Global Lock Dates
Global lock dates are the only way to prevent backdating of new items, and also prevent editing of old items. Global limitations override user group settings, and only specific Permissions are affected.

To enter a date/day lock, click Change.

Enter a specific date limitation, or the number of days allowed. To apply the limitation to users in the Admin Group, check the Lock includes Administrators box. Click OK.

There is one complexity to be aware of. Estimated PPO Insurance Writeoffs can potentially change when Insurance Payments are entered.  So if you want your insurance income reports to not show an apparent change once you have locked a date, then you must be aware of the option in Reports Setup for Default to using Proc Date for PPO writeoffs.