Healthcode Account | Removing 2FA

Once the use of 2FA is mandatory, you won’t be able to remove it altogether, but you can remove one of the methods if you’ve got two set up. If you’ve only got one method set up, you’ll need to add the other method first.

Use 2FA as normal to log into your Healthcode Account. Click the person icon in the top right-hand of the screen, select My Account from the menu and then select Two-Factor Authentication from the left-hand menu.

Click Remove on the method you want to disable and click Confirm if you want to go ahead.

If you want to use a new phone you’ll need to add one method at a time, removing your previous device as required.

Need more support?

If you need further support just get in touch with us.

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Healthcode Account | Log in using 2FA

Go to your Healthcode Account login page, enter your email address or user ID and password as normal and click Login.

Using the authenticator app method

Open the authenticator app on your phone and type in the code that’s been generated into the spaces provided – remember to enter the code before the code regenerates (every 30 seconds).

The default is set to require a 2FA code every time you log in using the same computer and browser, but by clicking the drop-down underneath the code boxes you can amend this to only needing one every:

• 1 Day
• 7 Days
• 30 Days

Click Continue and you’ll be logged in.

Using the text method

Open the text that’s been sent to your mobile and type in the code that’s been generated into the spaces provided. If you don’t get a code you can get the system to send another – if you do this straight away you’ll initially get the same code and the system will then resend you a new one after 30 seconds.

The default is set to require a 2FA code every time you log in using the same computer and browser, but by clicking the drop-down underneath the code boxes you can amend this to only needing one every:

• 1 Day
• 7 Days
• 30 Days

Click Continue and you’ll be logged in.

Alternative ways to log in

We’ve also given you the option to log in using alternative methods, depending on how you’ve set up 2FA.

Added both methods?

The system will automatically ask you to use your preferred method for logging in but if you want to use the alternative simply click Try another way. You can then choose the other method you’ve set up – this is ideal if you’ve used two phones and only have one with you. You can also use a recovery code (see below).

Using a recovery code

If you’re unable to use your phone for any reason you can use one of your saved recovery codes to log in. If you’ve permanently lost access, remember to deactivate your 2FA methods by following these steps and then add one or both methods again when you get a new phone. Login as normal using your email address or user ID and password.

If both methods have been set up click Try another way and then Use a one time recovery code. If you’ve only added one 2FA method, click Use Recovery Codes.

Find your saved list of recovery codes, then copy and paste one of them into the box provided. Click Continue.

You’ll see a message on screen confirming you’ve used one of your recovery codes and letting you know how many you’ve got left. You can click through to review your list – any code that you’ve used will be replaced with the words Code Used and you won’t be able to use that one again.

Need more support?

If you need further support just get in touch with us.

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Healthcode Account | Adding 2FA

What’s 2FA?

2FA is an access management method that we’ve implemented – and will soon be mandating – to add an additional layer of security to the data held in your Healthcode Account. Put simply, 2FA needs two forms of identification to be inputted before you log in – the first is your login credentials (username/email address and password) and the second is the code that’ll be generated using your mobile phone.

Getting started

If you want to set this up before we mandate it you’ll see a splash screen when you log into your Healthcode Account. Simply click Set Up to get started. If the splash screen isn’t there, just click the person icon in the top right-hand of the screen, select My Account from the menu and then select Two-Factor Authentication from the left-hand menu.

Once we’ve mandated 2FA you won’t be able to log in until you’ve set up at least one method – simply follow the instructions on screen.

You can choose one or both methods to generate the code using your mobile phone – we recommend using a TOTP (Time-based One-Time Password) authenticator app as this is the most secure option. There are many free options available e.g. Google Authenticator, Microsoft Authenticator, DUO etc, so just download the app of your choice.

The text (SMS) option is less secure but may be more convenient, especially if you don’t want to use an app.

Once you’ve added one method, you can just add the other if you want and can even use a different phone.

Generate a code using an authenticator app

You must first download an authenticator app from Google Play or the App Store. Open the app on your phone and go to where you can add an account or a verified ID.

In Healthcode Account click Set up. Depending on the app, it’s easier if you scan the QR code directly into the app but we also give you a code for you to add manually. Follow the instructions in the app to add an account or verified ID and then enter the generated code in the spaces provided. The code will regenerate every 30 seconds so it’s important that you enter it before it expires. Click Next.

Copy or download your Recovery Codes now or later – more info is given below – and then click Finish. You’ll be taken back to the Two-Factor Authentication page and this method will be shown as Configured.

Generate a code using text

Click Set up. Enter the mobile number you want to use – the system defaults to the UK dialling code but if you want to use a mobile from another country, just pick it from the drop-down list. Click Next.

Enter the code that’s sent to your mobile in the spaces provided. If you don’t get a code you can get the system to send another – if you do this straight away you’ll initially get the same code and the system will then resend you a new one after 30 seconds. Click Next.

Copy or download your Recovery Codes now or later – more info is given below – and then click Finish. You’ll be taken back to the Two-Factor Authentication page and this method will be shown as Configured.

Added both methods?

The system will automatically make the last one you set up your Preferred Method. It’s easy to swap to the other one by simply clicking Set as Preferred.

Recovery codes

There are twelve recovery codes and these are the same whether you use one or both 2FA methods. You should copy and paste or download these – keep them safe on your computer as you can use one of these to access your account if you don’t have access to your phone.

Once you’ve used all of them, or you think your saved list may have been compromised, you can generate a new batch by clicking Regenerate Codes and then Generate. Your old codes will no longer work.

If you lose your recovery codes, get in touch – we’ll be able to help once we’ve verified who you are.

Now, see how to log in using 2FA.

Need more support?

If you need further support just get in touch with us.

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Healthcode Account | 2FA FAQs

What’s 2FA?

2FA is an access management method that we’ve implemented to add an additional layer of security to the data held in your Healthcode Account. Put simply, 2FA needs two forms of identification to be inputted before you log in – the first is your login credentials (username/email address and password) and the second is the code that’ll be generated using your mobile phone.

Do I have to use it?

Yes – we’ll soon be making 2FA mandatory and you’ll be unable to log in until you’ve set up at least one method.

Can I share a user login ID?

No, it’s important that every user has unique credentials to keep everyone secure. If you’re currently using someone else’s login ID you’ll need to get in touch with us as soon as possible to get your own set up. You’ll need access to a unique email address and your own mobile device.

How easy is it to get the code?

Using your mobile, we support any TOTP (Time-based One-Time Password) authenticator apps e.g. Google Authenticator, Microsoft Authenticator, DUO or you can simply get an SMS (text). We may add more ways to get the code in the future – this’ll depend on available technology and your feedback.

How do I set it up?

When you log into your Healthcode Account you’ll see a splash screen. Simply click Set Up to get started. Not quite ready? Just click Remind me again next time. Even if you don’t want to set up 2FA for now, you can always add it when you’re ready by clicking the person icon in the top right-hand of the screen, select My Account from the menu and then select Two-Factor Authentication from the left-hand menu.

What happens if I lose my mobile?

When you set up 2FA you’ll see a link to your recovery codes – there are twelve. Download these and keep them safe on a different device as you can use one of these to access your account if you don’t have access to your phone. Once you’ve used all of them you can generate a new batch.

If you lose your recovery codes, just get in touch with us. We’ll be able to help once we’ve verified who you are.

How do I change the device I use for 2FA?

We recommend logging into your account using your current method – or one of the recovery codes if you’ve lost your phone or it’s unusable. Click the person icon in the top right-hand of the screen, select My Account from the menu and then select Two-Factor Authentication from the left-hand menu. Click Remove on the 2FA method(s) chosen. You can then set up the method(s) again using your new device.

Need more support?

If you need further help just get in touch with us.

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Making changes to an appointment

It’s simple to move, edit or cancel an appointment – you can choose the method that works best for you and the situation, either through the menu or directly within your diary.

See how to add new appointments.

Amending an appointment from the menu

• Click the three dots next to the + symbol on the top right of the screen to access the Manage menu (visible on all screens except for Month and Agenda views) and then click Appointments
• You’ll see a list of all the appointments that have been made and can search for a specific patient by clicking in the search filter and typing in part of their name
• You can also filter your list by:
  • Resource = the practitioner seeing the patient
  • Using the Appointment start date and Appointment end date fields to narrow the window of search
  • Status – choose from:
    • Arrived
    • Cancelled
    • Complete
    • Confirmed
    • DNA
    • In progress
• Use the icons in the Action column:
  • Pencil = Edit – you can make changes to the appointment type, location, date and start times
  • Calendar with pencil = Update status – you can change the appointment status
  • Dustbin = Delete

Amending an appointment from the diary

• Navigate to the required appointment using your diary view of choice (Month, Week, Work Week or Day)
• You now have some options:
  • Click the appointment and the details will appear on the right-hand side of the screen – from here you can:
    • Delete the appointment
    • Update the status e.g. show the patient has arrived or was a DNA
    • Reschedule – make the necessary changes
  • You can drag and drop the appointment to another space in your diary when using the Week, Work Week or Day views.
    • Click and hold the appointment and drag it to where you want it e.g. move from 8.30 am on Wednesday to 4.30 pm on Friday
    • Let go of the mouse button to complete the move
    • You can also quickly extend or contract an appointment by left clicking the top or bottom edge and dragging it up or down depending on whether you need to lengthen or shorten it

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Adding and managing your sessions

Whether you need to add an ad-hoc session to your diary or have it recurring on a regular basis, it’s easy to add fixed time when you’re available to see patients at a particular location. You can view the sessions you’ve added in a list or in scheduler view, which shows how they fit into your working week.

You’ll need to make sure you’ve completed your set up first – click the guides below to find out how.

General diary settings

Appointment settings

Adding

• Click the + symbol on the top right of the screen
• Click Session
• If you’re a practice with multiple practitioners, choose from the dropdown options – the name of a single practitioner will already be populated
• Give your session a name that you’ll understand
• Choose the Specialty and Subspecialty from the options available (taken from your PPR profile if you’ve got one)
• Choose the relevant Location
• Click Next
• Choose the types of appointments you want to make available in the session – for multiple choice just keep ticking your options and click outside the dropdown box to move on to the next step. If you only choose one you’ll see the default duration time which you can amend
• Add the start and end times using the pickers or typing in directly by clicking in the box again or pressing the Esc key on your keyboard
• Add a start date either by typing in the date or by clicking on the diary icon and picking it
• Choose the recurrence:
  • Don’t Repeat – this is for a single ad-hoc session
  • Daily
    • You can choose the interval between each recurrence e.g. 1 for every day, 2 for alternate days etc
    • You can apply the session to your work week – which you should have already set up in your General diary settings
  • Weekly
    • Choose the day(s) of the week and the interval between each recurrence e.g. 1 for every week, 2 for every fortnight etc
    • For speed you can apply the session to your work week and adjust the day(s) it relates to
  • Monthly
    • Choose the interval between each recurrence e.g. 1 for every month, 2 for every two months etc
    • Choose if you want it on the same date each month e.g. the 1st, or pick a set day and week e.g. the third Monday
• Choose when you want the recurrence to end:
  • By clicking the End by radio button and typing a date into the box or clicking the calendar icon – you can quickly change the year and month by clicking the current month at the top of the calendar
  • By clicking the End after radio button and typing in how many times you want the session to appear in your diary
• Click Next
• Add any notes
• Review the details on the right-hand side of the page – click Back if you need to make any changes
• Click Save

Managing

Click the three dotted Manage menu on the top right of the screen (visible on all screens except for Month and Agenda views) and click Sessions.

This will open in Scheduler view on the current week but by moving the toggle at the top right you can view a simple list. If you have multiple diaries, you’ll need to select the relevant Resource (the practitioner) from the dropdown menu.

You can also add a session from this screen by clicking Add Sessions.

Scheduler view

Use the backward (<) and forward (>) arrows next to the date to move backwards and forwards to see the sessions available for the selected week. Simply click on the date to navigate to the month you want to look at and then click on the required week in the calendar.

• The details will appear on the left in the Sessions column – if you’ve got more than one session with multiple appointment types you may need to scroll down to see all the details of each session:
  • Icons for info or action
  • Name of session
  • Active dates
  • Time
  • Location
  • Type of appointments
• Icons:
  • Circular arrows = Only shows if your session is recurring
  • Pencil = Edit – you can make changes to the location, start and end times, start and end dates, recurrence etc
  • No entry = Make the session Inactive – please note that you won’t be able to activate this again
  • Dustbin = Delete

List view

This gives you a complete list of all the sessions in a grid layout, with the same information (apart from the type of appointments). Use the icons in the Action column:

• Pencil = Edit – you can make changes to the location, start and end times, start and end dates, recurrence etc
• No entry = Make the session Iinactive – please note that you won’t be able to activate this again
• Dustbin = Delete

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Making an appointment

You can easily add an appointment by using the menus or directly in the diary.

Adding an appointment directly in the diary

An appointment can be added wherever you want by simply double clicking into the diary. Follow the same steps as below, depending on whether the appointment is in- or outside a session. The only difference will be that the date, start and end times will already be populated. The end time will change depending on the type of appointment required.

Adding an appointment from the menus

You can access this functionality in two ways:

• From the Add menu by clicking the + symbol at the top right of the screen and then clicking Appointment
• From the three dots Manage menu next to the + symbol on the top right of the screen (visible on all screens except for Month and Agenda views) then:
  • Click Appointment
  • Click Add Appointment

You can now find an available slot and add an appointment either within a session or anywhere in the diary. To find out how to set up your sessions check out our guide.

Find a slot outside a session

• Toggle Find a session to the off position (this is the default) – the right-hand side of the pane will change to show your diary for the next week including sessions and any other appointments already booked outside a session
• Type in part of the patient’s first or last name – this searches your patient list and will return all matching results. If the patient isn’t in your database you’ll need to add them into your patient list first and then make the appointment
• Choose the type of appointment – you’ll need to make sure you’ve set these up first. Check out our guide on Appointment settings
• Choose the relevant Location – if you’re looking for a specific session, toggle on Find a session at the top of the pane (see below)
• Use the forward (>) and backward (<) buttons at the top right of the pane to scroll through the coming weeks until you find a suitable time or click on the date and choose a week from the calendar. Click Today to quickly get back to this week
• Click the time required – even if this is outside your normal working hours
• Alternatively, you can enter the start date and time by clicking in the box and typing or by clicking the calendar icon – the end date and time will automatically be updated
• Click Next
• Type in the Reason for visit if you know it – the diagnosis or symptom the patient is suffering from
• Add any notes
• You can also add one or more instruction that you’ve already set up – this is detailed in our guide on Appointment settings or you can add a new one at this stage
  • Click Add Instruction
  • If you’ve already written some, toggle Search existing templates to the on position, choose from the dropdown options and click Add
  • If you’d like to add a new instruction now, simply give it a name and add the text – if these are directions to your location toggle Add as a location direction to the on position – click Add
  • You can repeat this step as many times as you need to
• If a translator is required, toggle Translator needed to the on position and choose the language required
• Review the appointment details on the right-hand side of the pane – you can click Back if you need to make any changes
• Once everything is correct click Save

Find a slot within a session

• Toggle Find a session to the on position – the right-hand side of the pane will change to show you the the current week
• Type in part of the patient’s first or last name – this searches your patient list and will return all matching results. If the patient isn’t in your database you’ll need to add them into your patient list first and then make the appointment
• Select the session from the dropdown options – the available slots for that session will show on the right-hand side of the pane
• Choose the type of appointment – you’ll need to make sure you’ve set these up first and have added them to the session. Check out our guides on Appointment settings and Sessions
• Use the forward (>) and backward (<) buttons at the top right of the pane to scroll through the coming weeks until you find a suitable time within the required session – or click on the date and choose a week from the calendar. Click Today to quickly get back to this week
• Click the time required which will turn green
• Click Next
• Type in the Reason for visit if you know it – the diagnosis or symptoms the patient is suffering from
• Add any notes
• You can also add one or more instruction – how to set these up is detailed in our guide on Appointment settings or you can add a new one
  • Click Add Instruction
  • If you’ve already written some, toggle Search existing templates to the on position, choose from the dropdown options and click Add
  • If you’d like to add a new instruction now, simply give it a name and add the text – if these are directions to your location toggle Add as a location direction to the on position – click Add
  • You can repeat this step as many times as you need to
• If a translator is required, toggle Translator needed to the on position and choose the language required
• Review the appointment details on the right-hand side of the pane – you can click Back if you need to make any changes
• Once everything is correct click Save

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General settings

You can access General settings in one of four ways:

1. If you’re accessing Appointments for the first time a splash screen will appear – follow our guide and then click Set up
2. Click the Diary Settings button at the top of the diary screen
3. Click Diary Settings from the three dots Manage menu on the right of the screen (visible on all screens except for Month and Agenda views)
4. Press Alt+Shift+S

Practice hours

This is where you set when you’re available to see patients. You won’t be adding locations at this stage, simply the days of the week and your working times. The default settings are 9 am-5 pm Monday to Friday.

• Unclick the days of the week that you don’t want set – as you do this the working times for that day will disappear
• Amend the working times for each day by either clicking the current times or the clock icons in the start and end boxes. You can add multiple start and finish times by clicking + Add More e.g. a morning session from 08:30 to 11:00, an afternoon session from 14:00 to 16:00 and an evening session from 18:30 to 20:00

These values will become your Working week.

Holidays

This setting is so you can automatically block out the bank holidays in your diary. Choose from the following options:

• England & Wales
• Scotland
• Northern Ireland

Click Save Settings on the top right.

Keyboard shortcuts

• Alt+Shift+S = General diary settings
• Alt+Shift+D = Diary view | Day
• Alt+Shift+W = Diary view | Week
• Alt+Shift+M = Diary view | Month
• Alt+Shift+T = Today (only available in Day view)

Once you’ve finished click Save Settings on the top right of the screen.

You should now go to Appointment settings to add all your appointment types.

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Initial set up

If you’re subscribed to our Lite or Pro plan you’ll get instant access to Appointments and can start straight away. If you’re using Basic you’ll need to subscribe to ICE first. Medical secretary sites with multiple practitioners will need to switch to each practitioner separately before opening the diary.

Getting started

Log into ePractice and click on Appointments in the main menu on the left-hand side and a new window will open in your browser. You’ll still have access to all other areas of ePractice as normal but the diary, session creation and appointments are handled from here.

• A splash screen will appear asking you to add the relevant practitioner diaries
• If you’re a practice with multiple practitioners you’ll be able to see all the practitioners linked to your site – choose your practitioners and click Add
• Review the list – you can remove a practitioner by clicking the cross against the name or search for more to add by clicking on the Search bar
• Click Add when you’ve finished – this is the only step required for a single practitioner site

You can now set up your diary preferences by clicking Set up or click Skip to do this later. See our guide on General diary settings to find out how.

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