Course Feature Focus: Authorisation Factors: SA & International

• Where to learn more about Authorisation Factors within GoodX:
• What is the “Authorisation Factors” feature?
• How is the authorisation method managed?
• What is the Keyfob referenced in GoodX?
• Setting Up a Physical Security Key (FIDO2) on Windows 10 / 11
• What is the Medical Scheme “Authorisation” ?

The GoodX Click&Learn Courses https://courses.goodx.co.za/

• Data Protection Awareness Training for the Healthcare Practice 2026 https://courses.goodx.co.za/enrol/index.php?id=188
• Introducing GoodX Software and the Click & Learn Courses (Version 202605) https://courses.goodx.co.za/course/view.php?id=50

The GoodX YouTube Channel - Authorisation & Security Tutorials

The GoodX Learning Centre https://learning.goodx.co.za/

Please note these courses are modules only and differ from the Click&Learn courses. To learn more about Authorisation Factors, you can apply these search terms:

• Setting up Authorisation Factors
• Login Combinations
• User Management Tab: Navigation and Use
• Authentication Factors: Navigation and Use
• Authorisation Setup

What is the “Authorisation Factors” feature?

GoodX utilises two distinct types of authorisations within the system. The first pertains to medical scheme authorisations required for patient treatments and claims. The second refers to security authorisation factors applied within the software itself, which provide an additional layer of protection to prevent unauthorised users from accessing sensitive practice data.

Please note that some authorisation factors may link to external services, such as key fobs, which require users to sign up for an additional one-off fee. Furthermore, while support is available, excessive assistance requests may incur additional charges.

Authorisation factors, also referred to as authentication factors, are utilised to validate that users possess the appropriate level of access through the following methods:

• PIN: Usually requested when a doctor applies an electronic signature to clinical notes.

• Push notification: Clickable pop-up messages that appear on a user’s device for quick verification.

• Keyfob: Also known as a userfob or stationfob, these can be enabled and configured for specific workstations.

• Add face: Facial recognition using a digital image for biometric identification.

• Login Combination: A standard username and password paired with one or more of the methods mentioned above to ensure robust security.

Login combinations can be paired with one or more of the available GoodX authentication options. These choices are visible and can be selected directly on the login screen, allowing users to customise their security preferences according to their specific access requirements.

Once facial recognition has been configured, alternative login methods become available, such as a "face only" option or a "face and password" combination. To start, users select the face or smiley icon on the login screen to begin the facial identification sequence.

When using facial recognition, please note that wearing glasses or working in low-light environments may require additional captures during login. Factors such as glare from lenses or insufficient lighting can affect the software's ability to verify your identity, occasionally requiring more than one attempt to ensure an accurate match.

If a combination login is active, you cannot sign in using facial recognition alone. You must first enter your password, then the camera will automatically activate to capture your image.

To complete the verification:

• Scroll down to the Take Photo option.

• Select Save once you are satisfied with the captured image.

For your privacy, please note that these images are not stored in the cloud; they are discarded immediately after the login attempt has been processed.

How is the authorisation method managed?

Users can complete the steps to upload a face for the system to match against their profile. The prompts vary depending on the method being configured; for instance, the software may send a push notification to your device, as shown below. Alternatively, you may select the "Add face" option to initiate the facial recognition setup process manually.

Please ensure that your preferred method has been added before selecting it as part of a combination, as indicated by bubble "2". You can select additional login combinations, such as the facial recognition option on bubble "3", once the face has been captured, uploaded, and saved. To take effect, ensure these new combinations are saved at the user level.

After you have successfully saved your additional devices or authentication methods, the available login combinations will be displayed in a lighter shade to confirm they have been registered.               

What is the Keyfob referenced in GoodX?

To maintain optimal security, update passwords regularly to reduce the risk of compromise. Using a Web Authentication (WebAuth) keyfob for two-factor authentication offers an effective way to reduce the risks of forgotten passwords or unauthorised access to written credentials. This hardware-based approach ensures a more robust login process by requiring physical verification alongside standard security protocols.

Keyfobs are physical security keys available in various forms to suit different hardware requirements. If your practice requires these devices, you can request a formal quotation from GXQ IT to ensure you receive the right model for your needs.

This device offers flexible security configuration, as you can assign it to a specific workstation or user, depending on the practice's operational requirements.

Assigning the security key as a userfob provides greater mobility, as it lets the individual access the system from any device, whether they are working in the office or remotely from home.

Assigning the device as a stationfob restricts system access exclusively to the specific workstations within the practice where the fob has been configured. Consequently, remote or home access is not possible under this setup. To maintain the integrity of this security measure, physically secure the passkey to its assigned station to prevent users from removing it or using it on unauthorised devices. 

To ensure the fob functions optimally, it must be paired with the user password as part of the login requirement. This creates a secure link: the system will only permit access to GoodX if the assigned station fob matches the login credentials entered on that device.

Setting Up a Physical Security Key (FIDO2) on Windows 10 / 11

To set up your security key, please follow these steps:

• Open Settings: Navigate to Start, select Settings, then Accounts, and choose Sign-in options.

• Select Security Key: Click on the Security Key category and select Manage.

• Insert Key: Plug your USB security key into the device or tap your NFC reader.

• Create/Enter PIN: Set a new PIN for the key or enter your existing PIN if it has been configured previously.

• Touch the Key: Physically touch the sensor on the security key to verify your identity.

• Name the Key: Assign a recognisable name to your key for future identification.

What is the Medical Scheme “Authorisation” ?

Medical scheme authorisations are essential for specific practice procedures. To review authorisation status or import relevant details, use the blue heart icon in the system. Alternatively, authorisations can be added directly to an invoice during generation by selecting the appropriate option from the drop-down menu of authorisations linked to the specific patient.

To access this icon, go to the GoodX wheel and select the debtor section, then search for and select the specific debtor you want to review. Once the debtor is selected, their side panel will appear, allowing you to select "Debtor Edit" to enter the debtor's profile.

In the debtor's profile, select the blue heart icon to view or manage the medical scheme authorisations.

If multiple patients are listed, ensure the selection arrow is next to the correct individual before adding the authorisation code details.

When adding the authorisation, by selecting the "Show in Tasks" section, the system will generate a task for further action. You must select "Save" to successfully create the authorisation task, as closing the window without saving will automatically discard the request and any entered information.

Any items added to the Scheme Auth task will automatically populate the invoice once the relevant authorisation number is selected from the dropdown menu, ensuring a seamless transition from the authorisation phase to final billing.

Once saved, the authorisation will be visible within the system, confirming that the details have been successfully recorded and are ready for future use or review.

By selecting the specific line item, you will unlock additional options for more detailed management and configuration of that Authorisation entry.

You can mark the authorisation as locked, which secures the entry and prevents further tampering or unauthorised modifications to the recorded details.     

The system will display the following warning before proceeding:

“This action will permanently lock the form for all users, making it impossible to edit it again. Any further changes needed would require you to edit a new copy of this form. The support staff will not be able to help you with unlocking the form.”

It is essential to verify that all information is correct before confirming, as this lock is irreversible and final.