TIP: A consumer login cannot be created for a new consumer user unless he or she has at least one current program history.  You can verify existence of that program history by performing a Consumer Search.

To create a new AWARDS login ID and password for a consumer, complete the following steps from the AWARDS Home screen:

1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.
2. Click Login Maintenance, and then click Create New Login.  The New System Login Request page is displayed.

3. Click Show Clients.  The page is refreshed and consumer/member names are added to the Select User drop-down list.
4. Click the Select User drop-down arrow and select the name of the consumer/member for whom the login is being created. 

  NOTE: Each member/consumer has "Member" next to his or her name in the selection list, while each staff member is labeled as an "Employee."

  TIP: By default, the Select Users list is composed of consumers/members with a program record who do not yet have a login.  For users with the Change Login Name permission, the list contains all consumers/members, regardless of whether they have logins.  Selecting a consumer/member who already has a login will result in the existing login information being changed, NOT the creation of another login.  For more information on changing existing logins, click here.

5. In the Login field, type a login ID for the consumer/member.

  TIP: When entering the login, be sure that it is unique and that it is at least 4, but no more than 48, lowercase letters and/or numbers.

6. In the Password field, type a password for the member/consumer.

  TIP: When entering the password, use at least 8, but no more than 12, letters and numbers.

  NOTE: The consumer/member can later change his or her password, as can his or her current service coordinator and others with the proper authority.

7. Click the User Group drop-down arrow and select the user group to which the consumer/member is being assigned, either "Consumer" or "Consumer/Staff."

  TIP: To assist medical providers with the Consumer Login feature necessary for patient access requirements, another user group option is available upon request, called "Client Portal."  This user group restricts the information a consumer can access to his/her face sheet in read-only mode and, for agencies taking advantage of the AWARDS Certified Edition functionality, adds a CCDA Summary of Care button for quick access to the electronic copy of his/her health record, as well as an Activity History Log button for a history of the CCDA view, download, and transmit actions the user has taken with their health records in AWARDS over the last 30 days.  (In comparison, clients in the Consumer user group can access referral information, face sheet, progress notes, service plans, and assessments.

If you would like the Client Portal user group added for your agency, please contact the Help Desk.

For more information on the differences between the consumer, consumer/staff, and client portal user groups, click here.

8. Click SUBMIT REQUEST.  The consumer/member's login ID and password are saved and a confirmation page is displayed.

The process of creating an AWARDS login ID and password is now complete. 

IMPORTANT! Before giving the new user his or her login information, three additional tasks must be completed:

Granting access to specific AWARDS functionality (not applicable for clients in the "Client Portal" user group) - By default, consumer/member logins provide the user access to the general information modules, the password module, and a consumer records module.  Under consumer records there are buttons for the face sheet, progress notes, and service plans.  The face sheet button only provides the user access to his or her own face sheet in report mode.  Likewise service plans, which gives the user access to his/her own service plan in report mode only.  The progress notes feature enables the user to do data entry, but only for him or herself.

To allow a consumer/member to also enter group attendance data, you must use the Reception Desk module Permitted Users feature.  Consumers/members added to the permitted users list see a Reception Desk module on their AWARDS Home screen.  Within that module, he or she will have access to the Program Attendance functionality, as well as a button with which to access the Group Activities feature.  If appropriate, grant the new user access to that functionality at this time.

Test the user's login - To do so, sign on as that user and make sure that he or she has access to all appropriate AWARDS modules and features.

Provide the user with his or her login - Do so according to any existing internal procedures, being sure to tell the consumer/member to change his or her password upon first logging in.

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