Purpose

This guide shows how to:

1. Create a dedicated EMIS user (Herouser)

2. Activate Hero Health in EMAS Manager

3. Generate the API password needed for the Hero connection form

4. Create the Hero unregistered patient appointment slot type

Recommended: Watch the short walkthrough video first, then follow the steps below carefully to avoid connection failures.

Video walkthrough

Before you start (IMPORTANT)

1) Check if Herouser already exists

Go to:

• EMIS ball → Configuration → Organisation Configuration → Users

Search for:

• Herouser

• Herouser1

• any “Hero” users

If you find an existing Herouser:
Stop the setup and send Hero your ODS code. We may already have a live connection and can advise whether you need a new user.

2) If this is your second attempt (because the first failed)

You can create a new user e.g. Herouser1 (or Herouser2).
Do not delete the original Herouser until Hero confirms which credentials should remain.

Step 1 of 3: Configure an EMIS user (Herouser)

Create the user

Go to:

• EMIS ball → Configuration → Organisation Configuration

  

• Navigate to Users

• Click Add

• Click Add new user

Create the user with the following details:

• Title: Mr

• First name: Hero

• Last name: User

• Gender: Not specified

• Email: [email protected]

• Username: Herouser (or Herouser1 if second attempt)

• Password: Choose a secure password

• Untick: “User must change password on next sign in”

Important: This password is the EMIS user password.
It is NOT the API password and is usually NOT the one you enter on the Hero connection form.

Set a role

Open the Role tab (left-hand menu) and set:

• Job Category: Manager

• User Mnemonic: HH (or your preferred)

• Authorise Prescriptions: None

• Relationship: Associated

• Contract start date: Today’s date

• Contract end date: Do not set one (leave blank)

Add user role profile (RBAC)

Open User Role Profile and set:

• RBAC role: Practice Manager SJR004

• Click "OK” and create the user

Step 1 complete - record these

✅ Save:

• Username (Herouser / Herouser1)

• EMIS user password (the one you set during user creation)

Step 2 of 3: Activate Partner API (EMAS Manager)

Activate Hero Health

Go to:

• EMIS ball → System Tools → EMAS Manager

Then:

• Scroll the list of Partner products

• Select Hero Health (appears as “Hero Test” in screenshot below due to test environment)

• Click Activate Application (toolbar)

You should see a green tick next to Hero Health.

If you can’t access EMAS Manager

Confirm that your admin account has RBAC activity:

This can be added, or ask your system administrator for help:

Activate user access (THIS CREATES THE API PASSWORD)

With Hero Health selected:

• Click Edit Users (toolbar)

• Find the EMIS user created in Step 1 (name usually appears as “User, Hero”)

• Tick the checkbox next to their name

• You will be prompted to enter a password

This password is the API password

The password entered here is the API password.
This IS what you enter on the Hero connection form.

Critical note: You typically cannot view this API password later.
If it’s lost or typed incorrectly, you’ll need to repeat the process / change it in EMAS Manager.

Activate login access

With Hero Health selected:

• Click Login Access (toolbar)

• Find User, Hero

• Tick:

  • Auto Login

  • Allow Login

• Click OK

Second attempt only: deactivate & reactivate Hero Health

If you are repeating the setup because the first attempt failed:

1. In EMAS Manager, select Hero Health

2. Deactivate the application (if available)

3. Reactivate Application

4. Repeat:

   • Edit Users (set a fresh API password)

   • Login Access (ensure both boxes are ticked)

Final checks (MOST COMMON FAILURE POINT)

Before submitting the Hero connection form, triple-check:

• No accidental spaces at the start/end

• Correct capitalisation

• You are using the API password (Step 2), not the EMIS user password (Step 1)

Step 3 of 3: Unregistered patients 'Slot type'

This slot type serves as a placeholder for bookings where a patient cannot be matched within your EMIS instance at the time of scheduling. The Hero Unregistered Patient Slot Type allows the booking to proceed and guarantees that the time slot is reserved in EMIS, while also creating a visual indicator to signal a pending verification or a required manual reconciliation process.

Create the slot type

1. Open the appointment book and click the Appts config button, this is found in the menu at the top of the appointment book.

   

2. Click on the slot type menu on the side of the window.

   In the slot type menu, click Add. Now you can name the slot type "Hero unregistered patient".