Administration
The Administration module is your command center for securing and managing the Patient Journey Intelligence (PJI) platform. It provides centralized control over users, access permissions, compliance tracking, and system-wide configurations.
Who is this for? Platform administrators responsible for user management, security governance, and operational oversight across clinical, research, and analytics workflows.
User Administration
This video demonstrates the interface visually without audio narration.
Manage Users, Roles, and Platform Security
The Administration module handles five core areas:
- User and Identity Management: Create, modify, and remove user accounts throughout their lifecycle
- Role-Based Access Control (RBAC): Define who can access what through permission-based roles
- Audit Logging and Compliance: Track all administrative actions to meet regulatory requirements
- Platform Configuration: Control system settings, integrations, and feature availability
- Security Governance: Enforce password policies, monitor access, and maintain data protection standards
User Management
User Management is where you view, create, and maintain all user accounts in the PJI platform. This section allows you to control who has access to the system and manage their information throughout their time using the platform.
User Directory
Where to find it: Navigate to Administration → User Management
The User Directory displays all registered users in a searchable, sortable table. Each row represents one user account with the following information:
| Field | What It Shows |
|---|---|
| Username | The unique identifier each user uses to log in |
| Contact address for notifications and password recovery | |
| First / Last Name | The user's full name for identification |
| Role | The permission level assigned to this user (e.g., Administrator, Analyst) |
| Status | Whether the account is Active, Inactive, or Suspended |
| Last Login | When this user last accessed the platform |
| Actions | Quick buttons to Edit, Delete, or Reset Password for this user |
If no users exist in the system yet, you'll see an empty state with an option to add your first user.
Searching for Users
Finding specific users is straightforward using the search bar at the top of the User Directory. You can search by:
- Username: The exact or partial login name
- Email: Full or partial email address
- Name: First name, last name, or any part of the user's name
Search results update instantly as you type, making it easy to locate users in large directories.
Adding a New User
When someone new needs access to PJI, you can create their account in just a few steps:
- Click the Add User button in the User Directory
- Fill in the required fields:
- Username: Choose a unique identifier for login (cannot be changed later)
- Email: Enter a valid email address for notifications and password recovery
- First Name / Last Name: Provide the user's full name
- Role: Select the appropriate permission level for their responsibilities
- Configure optional settings:
- Set Password: Either manually create a temporary password or send an email invitation that lets the user set their own
- Custom Attributes: Add any organization-specific fields (if configured by your admin team)
- Click Create User to finish
The new user account appears immediately in the User Directory and is ready to use.
Editing User Details
User information often needs updating when people change roles, email addresses, or account status. Here's how to modify an existing user:
- Locate the user in the User Directory using search or browsing
- Click the Edit button in the Actions column for that user
- Update any field you need to change:
- Name information (First / Last Name)
- Email address
- Assigned role (changes their permissions immediately)
- Account status (Active, Inactive, or Suspended)
- Click Save to apply your changes
Changes take effect immediately and are automatically recorded in the Audit Logs for compliance tracking.
Resetting Passwords
When users forget their passwords or need security resets, you have two options:
- Find the user and click Reset Password in the Actions column
- Choose your preferred method:
- Auto-generate temporary password: The system creates a temporary password you can share securely with the user
- Send reset email: The user receives an email with instructions to set a new password themselves
Every password reset is logged in the Audit Logs to maintain security accountability.
Deleting a User
When someone no longer needs platform access, you can permanently remove their account:
- Click the Delete button for the user you want to remove
- Confirm the deletion in the dialog that appears
What happens when you delete a user:
- Access is revoked immediately: The user cannot log in or access any platform features
- Their work is preserved: Cohorts, queries, and other contributions remain in the system for continuity
- Deletion is permanent: You cannot undo this action or restore the account
- Audit trail remains intact: Logs continue to reference the deleted user's past actions for compliance and traceability
Use this option carefully, especially in regulated environments where user history must be maintained.
Role-Based Access Control (RBAC)
PJI uses Role-Based Access Control (RBAC) to ensure users only see and do what's appropriate for their job responsibilities. Instead of configuring permissions for each individual user, you assign them a role that comes with pre-defined access rights.
What Roles Control
When you assign a role to a user, you're determining three key things:
- Module Access: Which parts of the platform they can enter (e.g., Analytics, Patient Registries, Administration)
- Action Permissions: What they can do in those modules (view only, create, edit, delete)
- Data Visibility: What level of information they can see (e.g., aggregated analytics vs. individual patient data)
This role-based approach simplifies security management and ensures consistent access policies across your organization.
Common Roles
PJI includes several standard roles that cover most healthcare and research scenarios:
| Role | What They Can Do |
|---|---|
| Administrator | Complete control over the platform, including user management, system configuration, and all modules |
| Clinical Administrator | Elevated access to clinical data and patient workflows, with permissions to manage clinical operations |
| Analyst | Full access to analytics modules including cohort creation, clinical measures, and data exploration |
| Clinician | View and interact with patient-level clinical insights relevant to care delivery |
| Viewer | Read-only access to authorized content without the ability to create or modify anything |
Custom Roles: Your organization can define additional roles tailored to specific workflows, departments, or compliance requirements. Contact your system administrator to discuss custom role configurations.
Assigning or Updating Roles
You assign roles in two places:
- During user creation: Select the appropriate role when adding a new user
- Through the Edit User interface: Change an existing user's role at any time
Important details:
- Role changes take effect immediately upon saving
- The user's access rights update in real-time (they may need to refresh their browser)
- All role assignments and changes are logged in Audit Logs for security tracking
Security & Compliance
Security and compliance are built into every aspect of the Administration module. These features help you maintain data protection standards and meet regulatory requirements.
Audit Trails
PJI automatically logs every administrative action to create a complete, tamper-proof record of system changes. This audit trail is essential for security investigations and regulatory compliance.
What gets logged automatically:
- User Lifecycle Events: Account creation, deletion, and status changes
- Permission Changes: Role assignments and updates
- Authentication Activity: Login attempts (successful and failed), password resets
- Account Security Actions: Suspensions, activations, and access revocations
Where to find audit logs: Access the full audit history through the Audit Logs module in the Administration section.
Compliance support: These logs help your organization meet requirements for:
- HIPAA (Health Insurance Portability and Accountability Act)
- GDPR (General Data Protection Regulation)
- SOC 2 (Service Organization Control 2)
Access Governance Best Practices
Following these practices helps maintain a secure and compliant PJI environment:
- Apply Principle of Least Privilege: Grant users only the minimum access they need to perform their jobs. Avoid giving elevated permissions "just in case"
- Conduct Regular Access Reviews: Periodically audit user accounts and roles to ensure permissions are still appropriate
- Remove Inactive Users Promptly: Suspend or delete accounts for users who leave the organization or change roles
- Monitor Audit Logs: Regularly review logs for unusual patterns or unauthorized changes
- Enforce Strong Authentication: Require secure passwords and enable multi-factor authentication (MFA) if your organization supports it
These practices reduce security risks and demonstrate due diligence to auditors and compliance officers.
Platform Configuration
Platform Configuration provides system-level controls for customizing how PJI operates in your organization. The specific configuration options you see depend on your administrative role and permissions.
Availability Notice: Configuration sections are permission-dependent. If you don't see certain settings, your role may not include configuration privileges.
System Settings
Control general platform behavior and appearance:
- Platform Preferences: Set default behaviors and operational parameters for the system
- Feature Toggles: Enable or disable specific modules and features based on your organization's needs
- Localization and UI Settings: Configure language preferences, date/time formats, and interface customizations
Integration Settings
Manage connections between PJI and external systems:
- External Data Systems: Configure connections to outside data sources that feed into PJI
- API Credentials and Token Management: Set up and maintain authentication tokens for programmatic access
- Data Source Connectivity: Establish links to imaging systems, Electronic Health Record (EHR) platforms, and other clinical data repositories
These settings enable PJI to pull in data from across your healthcare technology ecosystem.
Notification Settings
Configure how PJI communicates with users:
- Email and System Alerts: Define when and how the platform sends notifications to users
- Message Templates: Customize the content and format of automated communications
- User Preference Defaults: Set organization-wide defaults for notification preferences that users can override individually
Proper notification configuration ensures users stay informed without being overwhelmed by alerts.
Troubleshooting Admin Tasks
Common administrative issues and their solutions:
| Problem | How to Fix It |
|---|---|
| User can't log in | First, verify their account status is set to "Active" (not Inactive or Suspended). If that's correct, try resetting their password |
| User is missing expected permissions | Check their assigned role to ensure it matches their job responsibilities. The role may be too restrictive |
| Cannot delete a user account | This typically means your own account doesn't have sufficient administrative privileges. Contact a higher-level administrator |
| New user doesn't appear in directory | Try refreshing the page or clearing any active search filters that might be hiding them |
Best Practices for Administration
Following these guidelines helps maintain a secure, compliant, and well-managed PJI platform:
Principle of Least Privilege
Only grant users the minimum permissions they need. Avoid the temptation to give everyone "Administrator" access for convenience.
Regular Access Reviews
Conduct quarterly reviews of all user accounts and their assigned roles. Remove outdated permissions and adjust roles as job responsibilities change.
Prompt Offboarding
When users leave your organization or change roles, immediately deactivate or delete their accounts. Lingering active accounts create security vulnerabilities.
Comprehensive Audit Logging
Regularly review audit logs to ensure all administrative actions are properly documented. This supports both security monitoring and compliance audits.
Strong Credential Policies
Enforce password complexity requirements (length, character types, rotation schedules) and enable multi-factor authentication wherever your organization supports it.
Getting Help
If you encounter issues or need assistance with Administration tasks:
- Internal Resources: Contact your organization's designated PJI administrator or consult your internal IT and security teams
- PJI Support: Reach out to PJI support channels or your implementation partners for platform-specific guidance