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This topic covers some of the typical administrative features commonly included in LabKey EHR systems.

Colony Management

Track birth records, cagemate history, death records, housing history, potential parents, and produce reports about these and other aspects of colony management.

Notification System

The notification system can be configured to send email alerts automatically when certain events occur. You could send daily or weekly updates, and notify interested parties of things like weight drops, clinical rounds, or compliance notifications. Notifications may also be disabled at the site level, following instructions below

Click the EHR Admin Page link on the Overview tab, then click Notification Admin. Specific alerts available may vary by center.

The list of notification emails that can be enabled for an EHR system includes a brief description of when each will be sent, to whom, and why. Each can be individually enabled or disabled. You can also click to run each report within the browser for a preview of the information.

Disable Notifications at the Site Level

If desired, an admin can disable notifications at the site level. When disabled, the EHR Admin Notification page will warn the user that no emails will be sent. To disable (or reenable) notifications:

  • Select (Admin) > Site > Admin Console.
  • Click Admin Console Links.
  • Click Notification Service Admin under Management.
  • Set the Status of Notification service.
  • Click Save.
  • You can also manage notification subscriptions using this page.

EHR Roles and Permissions

The following roles apply to users within an EHR system. An administrator manages the assignment of the correct roles to the appropriate users.

  • EHR Data Admin: Users with this role are permitted to make edits to datasets.
  • EHR Requester: Users with this role are permitted to submit requests, but not to approve them.
  • EHR Request Admin: Users with this role are permitted to submit and approve request records. They cannot modify public data.
  • EHR Template Creator: Users with this role are permitted to create templates for data entry.
  • EHR Veterinarian: This role is used to track vets, and grants those users additional editing permissions. This role is used to populate the table ehr_lookups.veterinarians.
  • EHR Data Entry: This role is required in order to submit data into any EHR table; however, having this role is not sufficient for data entry. Per-table permissions are set through study admin.
  • EHR Clinical Entry: This role is used to track which users can view the core clinical entry forms.
  • EHR Surgery Entry: This role is used to track which users can enter surgeries.
  • EHR Labwork Entry: This role is used to track which users can enter labwork.
  • EHR Pathology Entry: This role is used to track which users can enter pathology data.
  • EHR Protocol Management: This role is used to grant the ability to manage IACUC protocols and associated data.
  • EHR Behavior Entry: This role is used to track which users can enter behavior data.
  • EHR Procedure Management: This role is used to track which users can modify procedure definitions.
  • EHR Location Management: This role is used to grant the ability to manage room and cage configuration.
  • EHR Housing Transfer Management: This role is used to grant edit rights to ehr.cage and housing tranfers. Note: the user will need table-level update permission on study.housing.
  • EHR Snomed Editor Role: This role is used to grant edit rights to SNOMED and associated tables.
Individual centers may also add additional roles as necessary.

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