Multi-Factor Authentication or Two Factor Authentication [ICANotes]

Multi-Factor Authentication or Two Factor Authentication [ICANotes]

If you are a current user, Multi-Factor Authentication (MFA) can be set up by logging out of your ICANotes account and upon re-login, you will be greeted with the screen below.
 
If you are a new user and MFA was enabled for your group, the screen below will be the first prompt you encounter before setting up your Security questions.
 
You will have the choice between an Authenticator App (the app can be downloaded in the Apple Store, Google Play Store, or Android Store), Text Message (SMS), or a Recovery Email (must be different from the email used to register your ICANotes account).
 
Please note. In the event of either losing or forgetting a device. We recommend authorizing more than one factor.
 

Text Message:

1) If Text Message (SMS) is selected, you must enter a valid mobile number in the blue field and Click ‘Send Code’ as shown on the image below. When entering your mobile number there is NO need to enter the special characters, eg. [(), -] the system formats the mobile number automatically.
 
 

Recovery Email:

2) If Recovery Email (secondary email) is selected, you must enter your email address in the blue field and Click ‘Send Code’ (see image below).
 
 
After you’ve entered your email address and clicked ‘Send Code’. You will receive an email in your Inbox that looks similar to the 1st image below. If you do not find the email in your inbox, please check your Spam and Promotions folders. Enter the code from the email in the blank field shown in the 2nd image below and click ‘Verify’ to authenticate your device.
 
 

Authenticator App:

3) If the Authenticator App is selected. The QR Code can be scanned via the built-in code scanner in the App or the Key can be copied and pasted or typed into the Authenticator App (see image below).
 
 
To receive a 6-digit code:

  1. ‘Scan a QR code’ by enabling your camera to do so (example of QR code above) OR select ‘Enter a setup key’ and enter the Key (similar to image above).
  2.      b) After you’ve scanned the QR code OR entered the key using your mobile device, a 6-digit code and your ICANotes username [e.g. ICANotes (username112233)] will appear on your mobile screen.
  3. Click ‘Continue’ as displayed above and enter the current 6-digit code in the blank field displayed (see image below).
 
Please note. The 6-digit code is set at 30 seconds (you will see the timer counting down) when the time is up, the code will change to a new 6-digit code. Always enter the current code displayed on your device! 
 
 
Click ‘Verify’ to authenticate your device.
 
 
Once you’ve successfully authenticated your device(s) you will see a green tick by each option chosen.

Click ‘Continue’ when done (see the image below for an example).
 
 
Please Note. If you’re setting up a new ICANotes account, after you click ‘Continue’ (displayed in the image above) you will be re-directed to the Security Information screen to enter your Security Questions (see image below) where you have the option to review your authenticated device(s).

After you’ve entered your security information, please click the ‘Save and Continue’ button to be directed to your ICANotes Chart Room or Clinician Reminder Sheet.
 
  
If you are a current user, after Authenticating your device(s) you will be directed to your Chart Room or Clinician Reminder Sheet.
 
 
Remember This Device:

After you’ve completed the steps above to authenticate your device(s) and you log out of your ICANotes account, upon logging in you will be prompted so you can choose to either ‘Don’t Remember’ or ‘Remember’ your chosen device (see image below).
 
 

If you choose to ‘Remember’ your device, each time you login your ICANotes Account you no longer need to 'Verify' your device.

Your device will be remembered for 90 days OR until your browser cache has been cleared.
 
Please note. If you wish to postpone setting up your 'Multi-Factor Authentication'.

You can do so by clicking on the 'X', click 'Not Now' and you will be re-directed to your 'Chart Room' or 'Clinician Reminder Sheet'. Each time you cancel/postpone the initial MFA setup by clicking on the 'X' you will see a target completion date (see examples below).
 
 
Have more questions, or would you prefer to see a demonstration? Check out our webinar Making Your Notes Secure to see how quick and easy multi-factor authentication is with ICANotes!



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