Requesting Access to UW Health Computer Systems

All SMPH requests for UW Health systems access must be submitted through the UW–Madison School of Medicine and Public Health Computer Systems Access Request form in UW Health’s ServiceNow.

If the link doesn’t work, follow these instructions to access the form:

1. Log in to The Pulse portal with your UW Health credentials.
2. Type “Madison CSAR” into the search bar.
3. Click on “UW–Madison Computer Systems Access Request” in the search results. Note that there are also forms named “UW Health Computer Systems Access Request (CSAR)” and “UW Health Group Computer Access Request” — do not choose either of these options. Requests for SMPH affiliates or UW Health departmental hires through those forms will be cancelled.

This form should be used for SMPH employees, students, contractors, and UW Health employees who are “departmental hires.”  Departmental hires are paid through UW Health, but are supervised by SMPH personnel and report up through Department Administrators.  Please do not use the UW Health CSAR (as opposed to the SMPH CSAR) for staff in these roles.

Anyone with UW Health credentials can submit an SMPH CSAR through ServiceNow. Departments may wish to create their own processes for how requests get submitted for organizational purposes, but the submitter does not have an impact on the review of the CSAR.

Yes. Individuals automatically receive ServiceNow and The Pulse access when they are provided access to any other systems. If individuals only need access to ServiceNow and/or The Pulse, a CSAR can be submitted for them with nothing selected from the dropdown menus or entered via free text. This will provide the individual with the basic credentials they need to access ServiceNow and/or The Pulse.

There are many individuals in each department who have UW Health credentials and should be able to assist you with submitting a request. They may either submit the CSAR for the employee’s system access if the request is urgent, or they may submit a CSAR to request UW Health credentials for you. Once you have UW Health credentials, you will be able to submit any future CSARs yourself.

If the user is already compliance certified and you requested only items from the dropdown menus on the SMPH CSAR ServiceNow form, Central HR Operations and the SMPH HIPAA Privacy Coordinator will typically validate requests within 3 business days. However, requests can take longer if compliance certification needs to be completed or if you request access that is not standard (entered via free text instead of selected from the dropdown menus).

Once the SMPH approvals from Central HR Operations, HIPAA Privacy Coordinator, and department approvers are received, the request will be routed to UW Health Security, who can take up to 5 business days to provision the requested access. Again, this timeline might be extended if UW Health has questions about the requested access.

In total, we recommend allowing two weeks for requests to be fully processed.

New providers to be credentialed through the Provider Enrollment department will receive UW Health computer access as part of provider onboarding at UW Health. There is no need to complete the UW–Madison CSAR form. The user credentials will be provided to the Education department for release to the provider during their initial Health Link training session.  Authorization for credentialed staff is inferred by the credentialing process and UW Health Information Services maintains a list of standard permissions for each clinical specialty and provisions standard access for all providers in the same discipline.

After a new provider receives account credentials from UW Health and determines permissions are missing, or if a new access need is identified for an existing provider, departments should use the UW–Madison CSAR form.  Please use the departmental selections available on the dropdown menus, or where necessary, use the Additional Information field.

To minimize delays:

• Be as specific as possible when using the Additional Information field.
• Include contextual information, including who advised the physician to obtain the access and what the access will be used for.

At this time, there is no group request for SMPH employees. While there is a Group Request form available in ServiceNow for UW Health employees, that form does not leverage the unique workflow for SMPH that assures compliance and authorization steps are completed.

Clicking the paper clip icon in the bottom right corner of the CSAR form allows users to attach documents.

Users can access UW Health resources remotely by utilizing the SMPH VPN from their SMPH-issued device. Contact SMPH IT staff if assistance is needed getting connected to the SMPH VPN.

In most cases, termination notifications are not needed for SMPH employees if their last day working/in the office is the same as the last day in the UW–Madison HR system. These terminations will be automatically sent to UW Health and processed. If the user does not have an SMPH appointment or their last day working/in the office is before their last day in the UW–Madison HR system, a term notification is needed and should be submitted via the SMPH CSAR.

The most common sources of delay are requesting items that are not available via the dropdown menus on the CSAR (i.e., entering a free text request) and a user who needs to complete the compliance certification process.

If the item that you would like to request is not available via one of the dropdown menus on the CSAR, please enter it in the free text box at the bottom of the form along with 1) the name and contact info for the person who recommended this access and 2) what you hope to accomplish with this request.

Only individuals with UW Health credentials are searchable via the CSAR. If the individual does not have a UW Health account, please select “New User (Does not have UW Health credentials)” in the Type of Access Request field, and type in the user’s info.

No. The request itself cannot be modified after submission, because there needs to be clear documentation of what was requested, approved and provisioned. If a different item needs to be selected on the CSAR, a new submission will be needed.

The specific reason that your ticket was closed will be documented in the ticket and automatically emailed to you. The most common reasons for closing a ticket as incomplete include: typing in an item that cannot be provisioned, failing to respond to a request for additional information for 14 or more days, or when incorrect items were selected on the CSARs.

Medical students receive standard access to Health Link and PACs, which can be used for research, including the Shapiro Summer Research Program.

Additionally, medical students in the Shapiro Program may be granted access only to the items listed in the Department Access dropdown menu when SMPH Student Services is selected as the department on the CSAR. Shapiro students are not eligible for any access beyond what is listed in the Department Access dropdown menu. Likewise, students requesting access for purposes other than participation in the Shapiro Program are not eligible for additional access. Any data needed for medical student research must be requested through CHI2.

No, individuals must be 18 years of age or older to obtain access to UW Health systems.