User Guidance and Training
- User Guidance and Training Home
- Login and Manage Account
- Manage Clients
- Manage Client Population
- Manage Immunizations
- Interpret a Record
- Manage Users
- Immunization Assessment
- Client Follow-Up
- Use Lists in MIIC
- Manage Vaccine Inventory
- Vaccine Usage
- Vaccine Ordering and Management
Related Topics
Manage Users
This functionality in the Minnesota Immunization Information Connection (MIIC) allows users to manage user accounts within their organization. This includes setting up new user accounts, reactivating inactive accounts, manually inactivating an account, unlocking accounts, and resetting user passwords.
Start by clicking the Manage Users button from the left-hand navigation menu under Maintenance. Use the search fields to look up an existing user account.
Setting up new user accounts
After confirming a user account does not exist, click the Add User button. Enter the required information. Shared user accounts are not allowed. Usernames must be unique. Do not use generic usernames such as “Clinic Staff.” Do not include “Admin” in any usernames.
If a user moved from another clinic or organization, they must be set up with a new user account under the new organization or location.
User roles should be selected/assigned based on the type of access your user needs. Users should be assigned a role that provides the minimum level of access needed for their job. Some organizations have multiple locations but none of the locations need to edit client information. Users that must look up client records on behalf of multiple locations should be assigned the Read Only Admin user role, which allows them to use the Switch Organizations function.
User accounts cannot be deleted once created.
Most common user roles
- Read Only: Look up and view client records.
- Typical User: View and edit client and immunization information.
- Typical User with Ordering: Same as above along with privileges to order vaccines from the Minnesota Vaccines for Children (MnVFC) and Uninsured and Underinsured Adult Vaccine (UUAV) programs.
- Read Only Admin: Look up/view client records and manage user accounts.
- Administrator: View and edit client and immunization information and manage user accounts. Your organization can assign the Administrator user role to more than one user. This can be helpful if your primary Administrator is out and someone needs help with their user account.
- Administrator with Ordering: Same as above along with privileges to order vaccines from the MnVFC and UUAV programs.
- Health System User: View and edit client and immunization information, switch between your organization’s locations, and manage user accounts.
- Health System User with Ordering: Same as above along with privileges to order vaccines from the MnVFC and UUAV programs. Note the user account information and share with the user. Click the Save button. Direct the user to change their password the first time they log into MIIC.
The manage users functionality is only available to Administrator, Administrator with Ordering, Read Only Admin, Health System User, and Health System User with Ordering.
If you need to edit a user’s name, username, or user role, click on their last name. Make the changes and click the Save button.
Inactive means the user’s account is no longer active, and they cannot log in. In the user list, there will be two inactive statuses:
- Inactive Expired means the account was automatically inactivated after the user did not log in for 90 days.
- Inactive Manual means the account was manually inactivated by an administrator.
To reactivate and inactive account select the user’s last name. Change the status field to Active and click the Save button.
Select the user’s last name. Change the status field to Inactive and click the Save button.
If a staff member leaves you must inactivate their user account within one day of a user leaving your organization. If they have multiple accounts for your organization, inactivate all of them.
An account gets locked when a user tries to log in with the wrong information too many times. To unlock an account, select the user’s last name. Change the Account Locked Status field to Unlocked and click the Save button.
If a user is having login issues, ensure the user has the correct organization code and username, and the account is active and unlocked. Login information is case and space sensitive. If your browser is auto-populating the login fields, clear the fields and/or turn off the auto-populating feature in your browser. Next, direct the user to click the Forgot Password link on the main login screen. If that does not work reset their password for them.
To reset a password, click the R to the left of the user’s last name. Enter and confirm a new password and click the Save button. Direct the user to change their password the next time they login.
If you have login issues, use the Forgot Password link on the main login screen. If that doesn’t work, contact someone else in your organization who can help you. If you are the only user who can manage user accounts, contact the MIIC Help Desk with your MIIC organization code and username.
Related topics
- Participate in MIIC
Requirements for participating in MIIC, including designating at least one person to manage user accounts within their organization. - Logging in and Managing My Account
Information for all users about logging into MIIC and managing your own user account.