Login Overview

As with most applications, a user’s account credentials provide the initial access to the program and the front line of security. Without a valid account, for example, users cannot access the system. Furthermore, the security profile assigned to the account determines (a) which program features are available to the user and (b) whether that user can access patient records. Finally, appointment history and user interaction with patient information is tracked by the user account. This not only helps administrators maintain consistency and the integrity of their data through report monitoring but it also aids organizations in meeting HIPAA compliance requirements when dealing with patient information through a software application.

To log into the program, users must enter three key pieces of information that are provided to them by the program administrator:

User Name
Password
Access Code, which is the identifying database information

These are then entered on the Login screen.

User Name: The user name consists of a basic description (10 character maximum) that identifies you in the system.

Access Code: The access code identifies your clinic or organization, and is composed of the @ (at sign) followed by some descriptive information—generally, the clinic name—e.g., @ACMErehabcenters.

Password: This can be any alphanumeric code up to 20 characters.

NOTE – An Alternate User Name consisting of up to 100 characters is available to users who may require more than 10 characters. If this feature makes sense in the workflow of your organization, then simply include the alternate user name in the user account definition.

Logging into the Program

Enter the appropriate URL into your web browser to navigate to the Login screen. This information should have been included in the materials you received as part of the sales process and is provided to general users by their administrator: The commonly used address is

https://webappts.net/SpectraWeb/

Click the Username field and then enter the complete user name you were provided (this includes the access code): e.g., JaneD@ACMErehabcenters.
Tab to or click the Password field and enter your password.
Click the Login button (alternatively, press Enter on the keyboard). The main screen (grid or full suite dashboard) will appear.

An intervening Login Message screen may appear prior to launch of the program. If so, click Acknowledge to indicate that you have read and understand the message. Otherwise, click Logout to exit the program.

Though the message can be used in whatever manner the administrator desires, its main goal is as one of the features provided to assist organizations in meeting HIPAA requirements. For example, states like California, with their Medi-Cal initiative, require that users must acknowledge that they are culpable for any misuse of patient information each time that they log into a program that has access to patient information.

NOTE – Once you have successfully logged into the program for the first time, it is important that you change your password. Some organizations will purposely set the passwords so that you will be required to reset them the first time you log in.

Logging in with Okta

If Okta is integrated into your organization, you are able to log into the program using your Okta account.

Enter the appropriate URL into your web browser to navigate to the Login screen. This information should have been included in the materials you received as part of the sales process and is provided to general users by their administrator:
Click the Okta Login link on the Login screen. The Okta homepage will appear.
Enter your Okta user name or email address [is this correct/can they enter their email address instead?] in the Username field. If you want your browser to remember your login information, click and enable the Remember me checkbox (filled). Click Next.
Enter your Okta password in the Password field. Click the Login button (alternatively, press Enter on the keyboard).
The main screen (grid or full suite dashboard) will appear.

An intervening Login Message screen may appear prior to launch of the program. If so, click Acknowledge to indicate that you have read and understand the message. Otherwise, click Logout to exit the program.

Though the message can be used in whatever manner the administrator desires, its main goal is as one of the features provided to assist organizations in meeting HIPAA requirements. For example, states like California, with their Medi-Cal initiative, require that users must acknowledge that they are culpable for any misuse of patient information each time that they log into a program that has access to patient information.

NOTE – NOTE - The steps outlined above reflect the directions stated by Okta Help. Click the Need help signing in? link on the Okta homepage to receive more assistance with your Okta account.

Key Considerations about User Accounts

Once a user logs in to the program, their full name will display in either the upper right or the upper left of the application’s main screen, depending on how Preferences > Grid Preferences > Global Grid Settings have been configured. If the user logs in to the full suite program, one of the dashboards will appear. Hover over the profile picture icon to view the user name.
As part of HIPAA requirements, the time of your last login will display on the Main screen, directly under your full name.
User names and passwords are part of program security both in regard to data integrity and to patient confidentiality. Therefore, user account information should be kept confidential.
The user name, access code, and password are case sensitive. If, for example, your login is JOHN (in all capital letters), neither John nor john will work. In addition, spaces count as characters.
Appointment activity is tracked by user login. Consider patient appointment history, for example, which is tracked by login (who made the appointment, who canceled the appointment, and so forth).
If you log in to a workstation while you are already logged in at another location, the most current login will take precedence and you will be logged out of the original workstation. See the Log Off topic for a discussion.
As of July 27, 2021, the input fields on the Login screen will be disabled if you attempt to log in while using the Internet Explorer browser, and the following message will appear. WellSky Resource Manager no longer supports Internet Explorer as of 7/27/2021. Our supported and recommended browsers are Chrome, Microsoft Edge, and Firefox. Please contact your system administrator.