Setting Up Multi-Factor Authentication (MFA)

Multi-Factor Authentication (MFA) – What It Is and Why It Matters

Multi-Factor Authentication (MFA) is an extra layer of security for your Outsmart EMR account.
It works by requiring two things when you log in:

1. Your regular password
2. A time-based code from an authenticator app on your phone

Even if someone gets hold of your password, they won’t be able to log in without the code from your phone. This makes it much harder for attackers to gain access to your account.

MFA is quick to set up, easy to use, and one of the most effective ways to protect your data.
You can use any popular authenticator app, such as:

• Google Authenticator
• Microsoft Authenticator
• Authy
• 1Password
• LastPass Authenticator

We strongly recommend enabling MFA now to keep your account secure.
In fact, we may make MFA mandatory in the near future — so setting it up now ensures you won’t be caught off guard.

Do I Already Have MFA Set Up?

When you are logged in to your account, you can quickly check your MFA status by looking at the top-right corner of the screen:

• ✅ MFA Enabled: You will see a green closed lock icon next to your initials.
• ❌ MFA Not Enabled: You will see a red open lock icon next to your initials.

These icons give you an at-a-glance way to confirm whether your account is protected by Multi-Factor Authentication.

How to Set Up MFA in Outsmart EMR

Tip: Before you start, download and install an authenticator app on your mobile phone. See the list above for options — all are free to use.

IMPORTANT: You MUST download an authenticator app like Google Authenticator in order to use MFA. Do not just scan the code with your phone camera, that will not work. You can get an authenticator app on the google play store or the apple app store. There should be no cost for the app, they are freely available.

1. Log in to your account.

2. Click on your initials in the top-right corner, then click the red “Enable MFA” button.

3. A window will appear showing a QR code.
Open the authenticator app on your phone and choose the option to add a new account or scan a QR code.
Scan the QR code shown on your screen — this will add an entry for your Outsmart EMR account.

4. Enter the 6-digit code shown in your authenticator app.
The number will refresh about every 30 seconds.

5. Click “Confirm.”
If the number is correct, MFA will be added to your account. and you will be presented with 5 recovery codes. Recovery codes allow you to log into your account if you lose access to your authenticator for any reason. You can use each recovery code only once, so it is important to contact us soon after you lose access to your authenticator app so that we can help you reset your account.

6. Next time you log in…
You will be prompted for your MFA code after entering your password.
Open your authenticator app, type the code you see, and you’ll be logged in securely. If you do not have access to your authenticator, you can enter a recovery code instead. Each recovery code can only be used once, to allow you to log in in an emergency situation when you are not able to use the authenticator app.

Locked Out of Your Account?

Multi-Factor Authentication (MFA) adds an extra layer of security, but there are rare cases where you might get locked out.
Below are common causes and what to do if you can’t log in.

How You Can Get Locked Out & What to Do

1. Lost or Replaced Your Device Without Transferring MFA Settings
   • If you no longer have access to the authenticator app linked to your account, you won’t be able to generate valid MFA codes.
   • Solution:
     • Contact our support team using the steps below so we can verify your identity and help reset your MFA.
2. Deleted Your Authenticator App or Accidentally Removed the Account Entry
   • This will remove your ability to generate the required codes.
   • Solution:
     • Reinstall your authenticator app and contact support to re-link your MFA.
3. Clock on Your Device is Incorrect (symptom is that your codes are not working)
   • Time drift can cause the MFA codes to be rejected.
   • Solution:
     • Sync your device’s clock with the internet and try again.

If You Cannot Log In

1. Contact Support
   • Send an email to info [at] outsmartemr [dot] com (replace spaces and brackets with normal characters).
   • An automatic reply will provide you with an emergency phone number for urgent cases.
2. Text the Emergency Number First
   • Include:
     • Your full name
     • A brief description of the problem
   • This ensures faster verification and response.
3. As a Last Resort — Call the Emergency Number
   • Only call directly if you have already sent a text and the situation is critical.

Important Notes

• Once enabled, MFA cannot be disabled for your account.
• If you become locked out and cannot access your MFA codes, contact our support team by email. An auto-response will provide an phone number you can use to send a text in case of emergency.
• If the issue is time critical, send a text to that number, and after verifying your identity, we will reset MFA on your account so you can log in again.