How Do I Use Two Factor Authentication (2FA) Dongles With Patients?

This support article has been broken down into 3 sections depending on how you use the dongles. Please select the appropriate option from below:

• Office User Instructions
• Staff Mobile App Instructions
• Staff Texting (SMS) Instructions

Office User Instructions

Your first step is to assign the correct key fob to the correct patient within Civica Scheduling.  

Go to Settings -> Two Factor Devices.  You will see each of the devices you have bought listed on this page:

To associate a device with a patient, enter their name in the box next to the correct device number.  The UUID number is the same as the number on the back of the device. Once you have entered the name and pressed save, the background around will go blue:

You can repeat this process for each of your unassociated devices.  Once you reload the page, you will see that the device(s) are now listed as associated devices:

If the patient no longer requires the two factor dongle for whatever reason, you can remove the association and the device will be re-listed in the unassociated devices section.

When your staff log into the jobs you can track this on Visits -> Live Status Page.  You can see when someone successfully logs in via the 2FA dongle using the mobile app as this will show a padlock on top of a mobile phone next to the check in time on the live status page.

Remember, you can always edit the times from within the office, as per the last job shown in the screenshot above.

Staff Mobile App Instructions

When you arrive at a visit you are required to check in.  If you use the mobile app the process is as follows:

Log into the app with the log in details given to you by your manager.  Click on next visit.

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Press the check in button

If you are required to use 2FA dongle, it will prompt you to enter a code.

The 2FA dongle should be stored within the care plan, or if your manager has decided to store it elsewhere you will need to consult them.  You press the button on the dongle and then enter the 6 digit code you are given into the mobile app.

As soon as you have entered the code the app will tell you that it is pending validation.  

If the check in is successful, the time will change from orange to green and show your successfully checked in time

If the check in is unsuccessful, you will be notified with a warning and given the opportunity to try again.

You then follow the same process for checking out of the job.

Staff Texting (SMS) Instructions

If you don’t use the mobile app there is a different process.  Instead, you should find the 2FA dongle, it should be stored within the care plan, or if your manager has decided to store it elsewhere you will need to consult them.  You press the button on the dongle and then text the 6 digit code to the number, 07481345321.  This will then check you into the visit. You then follow the same process for checking out of the visit.