How to Register New Staff in CCMS

What problem does this solve?

New staff members (doctors, nurses, medical assistants, or admin staff) cannot log into CCMS until an administrator registers them and assigns the correct role. This guide walks through the registration process from start to finish.

Before You Start

Prerequisites

• Administrator account with User Management permission
• Staff's full name (as per IC)
• Staff's Working ID
• Department / unit assignment &
• Staff's designation & role access (Doctor, Nurse, MA, etc.)

Step-by-Step Instructions

1

Open User & Policy

Navigate to the staff registration section from the homepage

1. From the CCMS Home Screen > Go to TOOLBAR > Click Setup
2. Select User & Policy from the dropdown.
3. Click the New Staff button

Register New Staff

Register New Staff

2

Fill in Staff Details

Enter the required personal and role information

1. Enter the staff member's full name (exactly as it appears on their IC).
2. Update other mandatory details:
   • Gender
   • Email / Mobile
   • National ID: according to patient working ID (MMC, LJM, rPH etc.)
3. Create USER LOGON NAME

Register New Staff

Full Name is Permanent

Staff Full Name is PERMANENT. Ensure to type in the exact staff member full name. Otherwise we need to archive staff profile just to change the full name.

3

Assign Role and Permissions

Set access levels based on staff designation

1. Set Employment Role: Doctor, Nurse, MA, Registration Clerk etc. Review the role template selected in the previous step.
2. Click the 3-bar button next to the Employment Role.
3. Done! The default local access rights now is set to patient's profile.

Register New Staff

4

Save and Confirm

Finalize the registration

1. Click Save at the bottom of the form.
2. Verify the new staff appears in the User List.

Temporary Password:

1. Right click staff name
2. Change PASSWORD
3. Provide the temporary password to staff member
4. Now staff can login using the temporary password & then change to private password accordingly.

Register New Staff

Next Step

The new staff member should change their temporary password on first login. Remind them to do this within 24 hours.

Troubleshooting

Staff IC already exists in the system

Duplicate or archived account under the same IC

Cause: The staff may have been registered previously under a different name, or the IC was entered incorrectly.

Solution:

1. Use the User Search function to check if the IC already exists.
2. If found, verify whether the account is active or archived.
3. Contact ICTSO if the account was created by a previous administrator and you cannot access it.

New staff cannot log in after registration

Account inactive or role missing

Cause: The account may not be activated, or the role was not assigned correctly.

Solution:

1. Re-open the staff record in User & Policy.
2. Check that Active is ticked.
3. Verify a role template is selected (not blank).
4. Ask the staff to try logging in again. If still failing, reset the password from the admin panel.