Guide for New Clinicians

Welcome to UCLA Health!

During your time at UCLA Health, you will utilize several UCLA Health systems and applications. When working onsite, you will have computers available for use with pre-installed applications that are secure and connected to the UCLA Health network. Personal devices are able to connect to our secure network by utilizing our Virtual Private Network (VPN) and the applications listed below.

By completing the following steps, you will be able to access training, files, and applications securely and safely from anywhere.

1 - Enroll into DUO for Multi-Factor Authentication

DUO for Multi-Factor Authentication adds extra security by asking you for another piece of information via your cell phone, tablet or land line.

Off Network:  If you are not connected to the UCLA Health network call Customer Care at 310-267-CARE (2273).  Specialists are available 24/7 to enroll you in Duo.  Please be aware that Customer Care Specialists will confirm your identity prior to enrolling you into Duo.

On Network:  If you are connected through the UCLA Health network, you can self-enroll into Duo and manage your device(s) through the Multi-Factor Authentication Self Enrollment Portal.

2 - Create your Mednet account Password

You need to change your password for Mednet account from the temporary password provided to you. 

If you do not have your temporary password, please call Customer Care at (310) 267-CARE (2273).  Specialists are available 24/7 to assist you.  Please be aware that Customer Care Specialists will confirm your identity prior to enrolling you into Duo and/or providing you a temporary password.

3 - Complete your CareConnect training in Cornerstone

You are required to complete the CareConnect training in Cornerstone, UCLA Health's learning management system (LMS). CareConnect is UCLA's electronic health record (EHR) program. 

Access to CareConnect is granted after 3 business days following successful completion of your required CareConnect training course(s), and after a CareConnect template has been applied to your account profile.

1. Log into Cornerstone with Mednet account
2. From the Welcome Page, click on My Transcript
3. Above Search Results, filter search by selecting Active in the first drop down to see your required course(s). 
4. Click on Open Curriculum
5. You may have to click on View Details to Launch your eLearning Course

Learn more about Cornerstone’s CareConnect Training →

4 - Install Citrix

To log in to CareConnect Remote, you must install Citrix Receiver or Workspace App.

View Instructions on how to install Citrix →

5 - Access CareConnect Remote

After you have installed Citrix on your device, log into CareConnect Remote with your Mednet username and password. 

You will need DUO for multi-factor authentication.

Patient Information is Confidential: Your access to patient medical records allows you to view patient information through a variety of systems.  This information is highly confidential.  Access to patient information is on a clinical need to know basis only.  Online patient information inquiries and updates are monitored and audited, and you may be contacted to justify your access.   All HIPAA regulations apply, and inappropriate use could lead to disciplinary action, fines, termination, and/or criminal prosecution.

6 - Ensure Computer Encryption

All desktops and laptops accessing our secure internal wireless network, UCLAHealthSecure Wi-Fi, requires encryption and verification by OnGuard. In addition, encryption is required for devices utilizing Global Protect VPN.

All computers accessing our secure internal wireless network will need to be encrypted and verified by OnGuard.

For instructions and download links, visit the Device Security Toolkit.

For encryption information on using USB Removable Media and Storage Devices →

7 - Install GlobalProtect VPN

For remote access to UCLA Health systems and applications that require a direct connection to the network.

Log into GlobalProtect VPN 
Note: GlobalProtect VPN Portal is only accessible when disconnected from the Mednet network.

Learn more about Global Protect VPN →

Note: You DO NOT need VPN access or encryption to log into:

• CareConnect Remote →
• Mednet email on the web →
  (i.e., Outlook Web Access/OWA/Outlook 365)
• Box for UCLA Health →

You will still be able to access both with your Mednet AD name and password and authenticating in with Duo.

8 - Install OnGuard

OnGuard will check if your computer is properly encrypted and allow you to connect to UCLAHealthSecure or, for remote users, GlobalProtect VPN.

Download OnGuard for Window   Review OnGuard Windows Instructions

Download OnGuard for MacOS   Review OnGuard MacOS Instructions

9 - Access UCLAHealthSecure Wireless Network

When you are at UCLA Health facilities, UCLAHealthSecure Wireless Network provides secure, encrypted access to Mednet internal resources and the internet for devices with the appropriate wireless capabilities.

Coverage areas include:

• CHS
• Ronald Reagan UCLA Medical Center
• Ronald Reagan Medical Plaza 100, 200, 300
• Santa Monica UCLA Medical Center & Orthopaedic Hospital
• UCLA Health IT Clinics
• Wilshire Center

10 - Mobile Device Encryption

For Personal Mobile Device

• Install Intelligent Hub (AirWatch), our Mobile Device Management software.
• When you install Intelligent Hub, your device will automatically install U App Catalog, a convenient way to access and download a repository of mobile apps used at UCLA. 
  
  More information and instructions on U App Catalog →
  
  You can then download UCLA Health recommended apps directly from this catalog: e.g., Box for EMM, Canto/Haiku, and Fluency Direct.

For UCLA Health Mobile Device

• View UCLA Health iPhone web page →

Productivity Resources

	Box for UCLA Health is a HIPAA-compliant easy-to-use, cloud-based storage solution that will allow you to access your files in multiple locations and on multiple devices, as well as share your files for external collaboration. Learn more about Box →
	Mednet Email is available on the web. Learn more about Mednet Email →
	Microsoft Teams to communicate and collaborate across UCLA Health or within your department. Learn more about Microsoft Teams →
	Microsoft Office 365 is available online with Mednet username and password. Learn more about Microsoft Office 365 →
	Zoom for UCLA Health for web and video conferencing. Learn more about Zoom →

CareConnect Training Resources

Training Guidelines

At UCLA, you will utilize CareConnect, our electronic medical record (EMR) system.  Access to CareConnect requires you complete training prior to your arrival.  By doing so, we can ensure you start your clinical training with the proper tools and skills to use CareConnect effectively.

• CareConnect Home Page →
• Access Training Guidelines for 2020 Residents →
  List of required training based on experience and department.
• CareConnect Remote Training →
• Accessing Remote Training Using Zoom →
• Complete eLearnings Remotely without Installing Global Protect →

Training Program

As you are taking your CareConnect eLearning, in order to practice the tools you have learned log into the CareConnect Training Playground (TPLY).

• To launch TPLY, go to https://webapps.ccnet.ucla.edu/vpn/index.html
• Log in with your AD username and password. 
• Accept your Duo notification
• To launch the TPLY icon, you will need to have Citrix Receiver installed. See Step 4 above for instructions.
• Tip sheets about using TPLY →
  Filter search to find instructions specific to your role and department. 

Tip Sheets

CareConnect website has tip sheets and eLearnings. While on CareConnect website, you can view:

• CareConnect Highly Recommended Training Content are available with links to training materials to help you customize CareConnect to work effectively for you. 
  
  View highly recommended training content list →
• CareConnect Training Dashboards are available to access training information while on CareConnect for a majority of roles.
  
  More information in how to use CareConnect Training Dashboards → 
• CareConnect Updates are updates on upcoming changes and releases of new features are sent via email and posted online. 
  
  View CareConnect Updates →

Other Resources

Antivirus Protection

Ensure you have anti-virus software installed and up to date.

For Windows users, the built-in Windows Defender is a good option.

For Mac OS users and others, can get a free copy of Sophos Antivirus from BruinOnLine.

Learn more about Antivirus Protection →

FireEye Hx Advanced Malware Protection

FireEye HX Advanced Malware Protection is part of a family of proactive cybersecurity tools that help manage and reduce cybersecurity risk at UCLA Health. To encourage and promote strong cyber hygiene, UCLA Health IT is providing FireEye HX advanced malware protection (free of charge) to our community of users across the health sciences for use on personal computing devices.

Install FireEye Hx Advanced Malware Protection →

GE Centricity PACS

This tip sheet outlines the steps required to view PACS images via the ZFP image viewer and some of the new features.

Library Access/Clinical References

Find online reference texts, drug information, clinical calculators, guidelines resources, journals, and much more at UCLA Library's list of Clinical Resources.

MedHub

MedHub is a Healthcare Education Management application used for evaluations, logging of work hours and your departmental training requirements.

Please use your AD (Mednet) credentials to login by clicking on the “login using MedNet ID” button located on the left-hand side of the login homepage.

Microsoft Office 2016 for Personal Devices

UCLA Health employees now have the ability to install Microsoft Office 2016 on up to five PCs or Macs, five tablets, and five smartphones. This benefit is available to you as long as you stay an active employee. When you leave UCLA Health, your Office 2016 software will enter a state of reduced functionality.

Review the instructions to install Office 2016 on Personal Devices →

Spok Mobile Paging App

Spok Mobile Paging app is UCLA Health's application for secure paging. UCLA Health employees may request to activate Spok Mobile on their mobile devices.

Learn more about Spok Mobile Paging App →

UpToDate

UpToDate provides hundreds of patient information topics, allowing patients and healthcare providers to share in the decision making process.

How to log into UpToDate

1. You must be connected to UCLA network in order to launch UpToDate website. If you are currently off-site, view step 7 above to establish VPN access.
2. Go to UpToDate website. Alternatively, you can
   • A link to UpToDate website is on the Mednet homepage under Medical References dropdown. 
     
   • If you are launching UpToDate from inside CareConnect, please follow this tipsheet.
3. Click Register to create your account
4. Once you are logged into the website, you can then log into the UpToDate app on your mobile device with the username and password you created.
   • Do not select "Institutional Account" on the log in screen. 
5. Note: You must log in every 90 days from a computer on the UCLA Network to keep your account active.

Video Visits

Video Visits provide a secure way for doctors to connect with their patients, when appropriate, without the hassle of them having to driving into the office, hospital or clinic. All you need is an internet connection and access to a device with video and audio capabilities, such as a computer, tablet or smartphone. You can have a real-time, face-to-face discussion with your patients just as you would during an office visit.