User Access Levels

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When you add a new user to your practice group, you must assign their level of access within the group by selecting the access level from the Access drop-down menu. You can also further grant or restrict access to specific modules by ticking the checkboxes.

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Practitioner access levels

There are four levels of access for practitioners:

Practitioner access levels

Level

Description

Personal Access

The practitioner can access their own records only. This is recommended for practitioners within single-profession group practices where patients generally see only the same practitioner, and if a patient's usual practitioner were sick, the appointment would not be made or would be cancelled (e.g. mental health professions).

Own records and others' contact

As above, but the practitioner can access other practitioners' patients, appointments and invoices. They cannot access other practitioner's clinical notes.

Recommended for practices where practitioners also take on some administrative roles, such as making appointments, changing and deleting appointments, and creating invoices.

Clinical Access

The practitioner can access their own records and other users' patient contact and clinical notes (i.e. full access to other practitioners' patient records), as well as make, change and delete appointments and invoices for other users.

Recommended for practitioners in practices where patients can see different practitioners within the practice, even where they have a preferred practitioner (e.g. physiotherapy or GP/physician practices).

Full Access

Recommended for practice owners who can see and make changes to all their own patient profiles, records and invoices, as well as the profiles, records and invoices of other practitioners' patients within the group, as well as full financial records for the practice. Practitioners with full access can add other users to the group.

Administrative staff access levels

There are three levels of access for administrative staff:

Administrative staff access levels

Level

Description

Contact Access

The staff member can see all practitioners' patients' contact and invoice details. They can make, change and delete appointments, as well as create invoices. They cannot access patient clinical records.

Clinical Access

As above, but staff members can also access, edit and manage patient clinical records for all practitioners' patients. This is recommended for administrative staff who also type case notes and clinical records into patients' records on behalf of practitioners.

Full Access

As per clinical access, and staff members can add other practitioner and administrative users to the group.

Further limiting and removing access to specific functions

As well as the above access levels for practitioners and administrative staff, you can further limit access by removing a specific user's access to specific modules, such the calendar or finance reports.

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Additional user access checkboxes

Level

Description

Calendar

Tick to grant the user access to the calendar

Invoices

Tick to grant the user access to invoices

Finance/Practice Reports

Tick to grant the user access to finance reports and expenses

Personal Finance Access

Tick to restrict Invoices and Finance/Practice Reports access to the practitioner's own invoices/expenses only.

Has no effect if the user does not have access to Invoices or Finance/Practice Reports. Only applicable to users with Clinical Access or "Own records and others' contact" Access.

Clinic Restriction

Tick to restrict the user to only locations they have been added to. The user will not be able to see patients, invoices or reports for locations they have not been added to.

Payment Setting

Tick to grant the user access to the Settings>Payments page and the ability to make changes at an Individual level for all locations. This has no effect if the user has full access.

Hide Access To Patient Names

Tick to anonymise patient names for the user (names will be replaced with IDs, such as HK123). Users with this option ticked will not be able to view Message History. Can only be set for Administrators, not Practitioners.

Read Only Access

Tick to restrict the user to read-only access. They will be able to view modules they have access to but will not be able to make any changes despite all other access settings. Users with this option ticked will not be able to view Message History. Recommended for users who leave your practice but who may requires access to their patients' information.

Restricted Admin

Tick to restrict the user to read-only access to the Settings page. Only applies to users who can view the Settings page.

Options that grant access to a particular module grant the user access in accordance with their overall access level. For example, a user with Personal Access and the Finance/Practice Reports option ticked will be able to see finance reports relating to their own patients only.

Options that restrict access to a particular module restrict the user despite their overall access level. For example, a user with Full access but who has the Personal Finance Access option ticked will only be able to access finance reports for their own patients, invoices and expenses.

Unticking access to a particular module removes the user's access to that module despite their overall access level. For example, a user with Full Access with the Invoices option unticked will not be able to view invoices (but will still be able to view finance reports).

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