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Getting Access to PHIMS

Only approved sites that have been granted access to PHIMS may request accounts for users. All account forms must be approved by the site’s Authorized Sponsor and submitted by the site’s Authorized Account Requester.

Site responsibilities regarding user accounts

Each site must identify authorized sponsor(s) and authorized account requestor(s) to activate the user account process for PHIMS.

Authorized User (AU)

A designated Representative permitted to access, use or disclose information in the PHIMS System Database through the PHIMS System Service under the terms and conditions of the PHIMS Information Sharing Agreement; (Source: PHIMS Information Sharing Agreement).

Authorized Account Requestor (AAR)

A designated Representative of an Authorized Organization who determines which users require access to PHIMS in order to perform his/her role and be designated as an Authorized User; (Source: PHIMS Information Manager’s Agreement).

AAR completes and submits account request forms, which have been approved by the Authorized Account Sponsor, to the Shared Health Service Desk as required.

AAR supports other responsibilities of the Authorized Account Sponsor, such as ensuring new users receive training and have access to support materials as required.

Authorized Sponsor (AS)

A designated representative of an organization [e.g. an RHA] who has the authority to determine who needs access to PHIMS in order to perform his/her role as an Authorized User. The Authorized Account Sponsor also determines the access role required by each Authorized User at a site; (Source: PHIMS Information Sharing Agreement).

For detailed responsibilities of PHIMS Authorized Sponsor, click here.

Authorized Report Requestor (ARR)

A designated representative from a First Nations Community who has the authority to request PHIMS reports from the First Nations and Inuit Health Branch, Indigenous Services Canada/Government of Canada.

To request this service, please fill out the form here

To determine the appropriate role in PHIMS

  1. Introduction
  2. User Role Description Limits                           
  3. User Role Functions Reports
  4. Definitions Explanations

Please contact the Service Desk 940-8500 (Shared Health) servicedesk@sharedhealthmb.ca

To sign up a New PHIMS User

  1. The Authorized Account Requestor from your Organization must complete and submit a Shared Health Account and Access Request form located on the Shared Health Intranet Account Management forms page. Please note this site is only accessible internally.
  2. If Remote Access Service (RAS) for a PHIMS User is required, the Authorized Account Requester must complete and submit the Remote Access Service (RAS) request form approved by the Authorized Account Sponsor from your Organization. This service enables the user to connect to PHIMS from outside of the PDN Network.

    **Please note that there is a cost for this service; as indicated on the form. Click the link below to download the RAS form.

    Remote Access Service (RAS) Form

To modify existing PHIMS Account

Changing a user’s profile information

If a user’s Legal Name has changed, the request may be submitted by the Human Resources Department of the site, or the Authorized Sponsor and Authorized Account Requestor.

If a user’s account, role or labour classification requires a change, only the Authorized Sponsor and Authorized Account Requestor will:

  • Fill out the Account and Access Request Form, indicating the required changes.
  • Email the completed form with approval to Shared Health Service Desk.

If a user’s account, role or labour classification requires a change, only the Authorized Sponsor and Authorized Account Requestor will:

Disabling a user’s PHIMS access

Should a user no longer require access to PHIMS a request to disable the user’s account should be submitted as soon as possible.

To disable access, the Authorized Account Requestor or Human Resources must complete the following steps:

  • Fill out the Account and Access Request Form (opens in a new tab).
  • Validate the user’s details, disabling PHIMS access on the account.
  • Email the completed form to Shared Health Service Desk.

If an individual is moving to another site or RHA and needs to maintain access to PHIMS, the AS/AAR will need to request the user’s account be disabled at the first site; and the AS/AAR at the user’s new site will need to request an account be created identifying their access level in their new position.

Immediate deactivation of PHIMS accounts

For immediate deactivation of an account (e.g. for suspected breaches or short notice employment terminations) call the Shared Health Service Desk, providing the individual’s user details (i.e. full name and location), and request account termination.

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