Organisation and Organisation Administrator Support
What is a MASS-eApply Organisation?
A MASS-eApply Organisation is a single user or group, of prescribers or suppliers and administration staff who work together, such as a team, unit or department in a hospital or a private provider’s practice. Organisations should be registered at the local/ward level to remain manageable for the users. All members are to create their own user accounts.
As a member of an organisation, you can view and complete applications as a team. This allows handover during employee absences and for different team members to complete a form, for example, an administration staff member can start the application and complete the applicant’s personal details and the application can then be completed and submitted by a clinician.
Note:
- Do make distinctive organisation names so that new users can select the right one.
- Submission of the application must be done via the user account of a recognised MASS prescriber, e.g. a physiotherapist.
How do I change the name of the organisation?
If you need to update/change the name of your organisation, contact the MASS-eApply team. Changes to other details such as the phone number will change when users submit new applications.
Can I create an organisation just for myself?
Yes, please ensure you name your organisation appropriately so other users do not join it.
Can I change the organisation my account is under?
Accounts cannot be changed/transferred between organisations. Please email the MASS-eApply team to close your existing account.
You will need to register a new account to join your new organisation.
Can one department have multiple organisations?
A unit or a ward have more than one organisation associated with it, for example a Rehabilitation Unit could create an organisation for Mobility Equipment prescribers and another organisation for Continence Product prescribers.
We have multiple staff members in our organisation, do we all need our own accounts?
All members of the group need their own accounts - we do not allow account sharing between users.
Your unique login credentials are what replaces signing application forms.
Is there a limit to how many members join an organisation?
There is no limit to how many members can be in one organisation.
What is an organisation administrator?
An organisation administrator (also known as the "approver", "super-user" or "local administrator") can approve new users to the organisation.
By default, the first person to register for an organisation will become the administrator. While the organisation administrator can be changed by MASS it’s easier to select who will be the administrator and have them register first.
Note:
- You can have multiple administrators in the group.
- If the organisation administrator does not verify their account within 30 days, the organisation may be closed and treated as abandoned.
- The organisation administrator does not have access to unlock accounts, reset other user's passwords or provide technical support.
Can we have more than one organisation administrator?
Yes, you can have multiple administrators. The new organisation administrator will need to have an existing account in the organisation.
How do we remove/change organisation administrators?
Contact MASS-eApply team on MASS-eApply@health.qld.gov.au to:
- Add additional organisation administrators.
- Re-assign the role to another registered user.
- Remove organisation administrators.
If you are the new approver or there are no other users available, you will need to submit your registration form against the current approver.
The organisation administrator is on leave, what do I do?
Contact MASS-eApply team on MASS-eApply@health.qld.gov.au.
If the administrator temporarily on leave/unavailable for an urgent application (e.g. palliative or oxygen applications) the MASS-eApply team can approve your account.
I am the organisation administrator, how do I approve/remove/move users?
New users will need to complete a registration form on https://forms.health.qld.gov.au/#/vault.
Once they've submitted their registration, the organisation administrator selected in the registration form will receive an email to advise someone has submitted a registration to join their group.
Approving new users as an organisation administrator:
- Log in to MASS-eApply
- Navigate to the dashboard
- Your dashboard will have a reference to the pending application under “Assigned to Me”.
- Click on the registration application ID to open the form.
- Check their details are accurate and that the person does work in your organisation.
- You are able to correct/update any details as required.
- Use the "next" buttons to navigate through the pages.
- Choose "Approve" or "Reject"
- If you are rejecting the application, it will allow you select a reason.
- Click apply changes to confirm the approval or rejection.
- They will then receive a confirmation email, and an email to set up their password.
How do I remove user from my organisation?
Contact the MASS-eApply team to have their account locked. Their applications will remain with the organisation.
How do I move a user from or to another organisation?
User accounts cannot be moved from different organisations, they will need to complete a new registration form. Contact the MASS-eApply team to lock their existing account so they can use the same login credentials.
I don't recognise the person who wants to join my organisation
If you don't recognise a person who is registering in your group, you can reject their application or let it expire. To reject the application:
- Log in to MASS-eApply
- Navigate to the dashboard
- Your dashboard will have a reference to the pending application under “Assigned to Me”.
- Click on the registration application ID to open the form.
- Use the "next" buttons to navigate through the pages.
- Choose "Reject"
- Select the reason from the drop-down menu.
- Click apply changes to confirm the rejection.
- They will then receive a confirmation email with the rejection reason.
Can I get a list of all the members of my organisation?
Contact MASS-eApply team on MASS-eApply@health.qld.gov.au.