Assigning Roles

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Initial System Setup


Appointment Type Templates



List Maintenance

  • Roles can be assigned to a User by clicking on the "Add or Remove user Roles" link under Roles in the User Record.
Capture Add Roles.PNG
  • Roles assigned to a User in the system dictate what permissions they will have in the system, what functions the system will allow them to take, and what areas of the system they are allowed to access.
  • A summary of each role is provided below. For a detailed table of functions granted by these roles see Permissions.
    • Admin: allows access to the system administration interface and all functions available to other roles.
    • Sysadmin: allows access to all of the same features as the Admin account, except they are restricted from HR information.
    • Front Desk: allows Front Desk User to see all scheduled appointments for the selected date, location, and provider. This role has the permissions required to schedule appointments, add information to existing clients, and create new clients. They can also start client consent forms, communicate via the intercom system, and view billing reports.
    • Human Resources: has access to functions permitting them to manage other Users of the system. The Users function allows HR to create, modify, and delete Users. This includes the ability to add or remove roles from a user account and reset their password. Additionally, HR can modify the credentials, certifications, form supervision requirements, provider numbers, and appointment types for any user in the system.
    • Biller: allows permission to view and edit billing information. This includes access to Payors, Fee Schedules, Billing Reports, Superbills, and Bill Cases. The Biller can also process claims and send information to Clearing Houses.
    • MD: allows access to the prescription interface allowing management and prescribing of medications. MD's have the ability to view any Encounter Form, even those they did not create.
    • Provider: can add documents to a client chart. However, they cannot view or edit files attached to a client they did not create. This role allows the ability to modify a client, including the ability to view and edit demographic and insurance information.
    • Intaker: able to enter information into the system including basic client information and appointments. They can add new files to a client, but are unable to access any files that they did not originally create.
    • Medical Records: has the ability to view any client records in the system even those they did not create. They also have the ability to attach new files to a client.
    • Chief Officer: grants the User access to daily provider activity reports and Superbill reports.

  • Click the Add button that corresponds to the appropriate role for that User. You will see a pop-up window that confirms that you want to add that role for that user. Click OK. When all roles have been added, click on the blue link Capture Back to User file.PNG. This will take you back to the User Record.