Manage access settings for users

Who can do this?

  • Practitioners: Full Access only

  • Administrators: Full Access only

Halaxy allows you to assign roles and access levels to practitioners and administrators in your practice to control who can see and update information and access levels. This is key to maintaining confidentiality and security in your practice.

Overview

When you add a new user to your practice group, you assign them a role: Practitioner or Administrator.

See below for a quick description for each role.

Practitioner

Administrator

  • A healthcare professional who sees patients

  • Usually needs access to patient info, calendar, clinical records

  • May or may not need access to fees, invoices, financial reports, depending on their role within their practice

  • A healthcare practice manager, receptionist, assistant, bookkeeper, accountant

  • Usually needs access to calendar, invoices, financial reports

  • May or may not need access to patient info and clinical records, depending on their role within the practice

For each role, you assign the user an access level, which determines what information the user can view and which functions they can use.

Any access level can be customised further with access settings, giving you full flexibility and control to make sure your practice information is safe and assigned to the appropriate members of your practice.

Access levels and access settings can be changed anytime for any user.

Warning

You cannot change a user's role type after it is set. If you need to change a user's role, email Halaxy to send a request.

Assign an access level

  1. Click Settings > Users.

  2. In the list, find the user's name, then under the Actions column, click the Icon-Edit.svg edit icon button.

    User-Access-01.png
  3. In the pop-up, for Access, first select the access level. (See a complete guide to access levels below.)

    User-Access-02.png
  4. (Optional) Tick or untick the access settings checkboxes as needed. (See a complete guide to access settings below.)

  5. Click Save.

Guide to access levels

Each user role has different access levels, which then set specific permissions on what information they can view and edit in your Halaxy system. Select the tabs to review the different access levels for each role.

  • Practitioner

    Feature

    Personal Access

    Own records and others' contact

    Clinical Access

    Full Access

    View and edit own patient records, calendar and appointments

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    View and edit other practitioners' patient records

    Icon-Caution.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    View and edit other practitioners' calendar and appointments

    Icon-Caution.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    View and edit other practitioners' invoices

    Icon-Caution.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    View and edit other practitioners' clinical notes

    Icon-Caution.svg

    Icon-Caution.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Add and edit users

    Icon-X-circle.svg

    Icon-X-circle.svg

    Icon-X-circle.svg

    Icon-Tick-Circle.svg

    Icon-Caution.svg - requires permission

  • Administrator

    Feature

    Contact Access

    Clinical Access

    Full Access

    View all patients' contact details

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    View all patients' invoices

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Create, edit and delete appointments

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Create invoices

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    View, edit and manage clinical notes for all patients

    Icon-X-circle.svg

    Icon-Tick-Circle.svg

    Icon-Tick-Circle.svg

    Add and edit users

    Icon-X-circle.svg

    Icon-X-circle.svg

    Icon-Tick-Circle.svg

Guide to access settings

Every access level can be customised further to grant or remove users' access to specific information. To activate or deactivate a setting, simply tick or untick the checkbox of your desired setting.

Select the tabs to view descriptions of all access settings for each role.

  • Practitioner

    Setting

    Description

    Available for

    Calendar

    Tick to grant access to view and edit the calendar and appointments

    Personal Access - view and edit own only.

    All other access levels can view and edit for all users.

    Invoices

    Tick to grant access to Invoices.

    Personal Access - view own only.

    All other access levels can view and edit for all users – unless the Personal Finance Access setting is enabled.

    Fee Details

    Tick to grant access to view appointment fee details.

    If unticked, the user cannot:

    • View appointment fees in the calendar

    • Add, edit and delete appointment fees

    • Cancel or delete appointments

    All access levels.

    Claims & Referrals

    Tick to grant access to view and edit patients' claim and referral information.

    All access levels.

    Fees and Expenses

    Tick to allow user to view and edit the Fees, Expenses and Discounts pages.

    All access levels.

    Finance Reports

    Tick to grant access to finance reports and expenses. Also grants access to view and edit fees, funders and packages.

    All access levels.

    Personal Finances only

    Tick to restrict Invoices, Expenses 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.

    Own records and others' contact and Clinical Access.

    Auto Payments Process

    Tick to enable user to process electronic payments (e.g. Auto Payments, card payments, Paypal)

    All access levels.

    Auto Payments Refund

    Tick to enable user to process refunds for electronic payments (e.g. Auto Payments, card payments, Paypal)

    All access levels.

    Reminders

    Tick to grant access to modify Reminder settings.

    All access levels.

    Integrations

    Tick to grant access to Integrations and Add-on settings to cancel subscriptions or purchase add-ons.

    All access levels.

    Payments

    Tick to grant access to the Settings > Payments page to edit payment settings for individual practitioners only.

    All access levels but will not affect Full Access users.

    Restricted Admin

    Tick to restrict access to all Settings pages to read-only. Users can view the page but cannot make changes.

    All access levels.

    Communication Templates

    Tick to grant access to edit communication templates from the Settings > General page.

    All access levels.

    Clinical Settings

    Tick to grant access to create new or edit existing clinical templates and clinical dashboards.

    All access levels.

    Own clinical templates only

    Tick to restrict access to edit only their own clinical templates.

    All access levels - if Clinical Setting is ticked.

    Prescriptions and Order Requests

    Tick to grant access to ordering prescriptions, imaging and pathology.

    All access levels - for eligible professions only

    Professional Contacts

    Tick to grant access to view and edit professional contacts.

    All access levels.

    Organisations

    Tick to grant access to view and edit organisations.

    All access levels.

    Clinic Restriction

    Tick to restrict access to only the locations they have been added to and are active in. The user will not be able to view patients, invoices, or reports for locations they have not been added to.

    All access levels.

    User Action History

    Tick to grant access to user activity records for your practice group.

    All access levels.

    Read Only Access

    Tick to restrict the user to read-only access. User can view modules but cannot make any changes and cannot view message histories.

    This overrides all other access settings.

    All access levels, except Full Access.

    Recommended for users who leave your practice but may require access to their patients' information.

    Note

    Customising these settings overrides the default setting in a user's access level.

  • Administrator

    Setting

    Description

    Available for

    Calendar

    Tick to grant access to view and edit the calendar and appointments

    All access levels can view and edit for all users.

    Invoices

    Tick to grant access to Invoices.

    All access levels can view and edit for all users.

    Fee Details

    Tick to grant access to view appointment fee details.

    If unticked, the user cannot:

    • View appointment fees in the calendar

    • Add, edit and delete appointment fees

    • Cancel or delete appointments

    All access levels.

    Claims & Referrals

    Tick to grant access to view and edit patients' claim and referral information.

    All access levels.

    Fees and Expenses

    Tick to allow user to view and edit the Fees, Expenses and Discounts pages.

    All access levels.

    Finance Reports

    Tick to grant access to finance reports and expenses. Also grants access to view and edit fees, funders and packages.

    All access levels.

    Auto Payments Process

    Tick to enable user to process electronic payments (e.g. Auto Payments, card payments, Paypal)

    All access levels.

    Auto Payments Refund

    Tick to enable user to process refunds for electronic payments (e.g. Auto Payments, card payments, Paypal)

    All access levels.

    Reminders

    Tick to grant access to modify Reminder settings.

    All access levels can view and modify settings for all users and for the practice group's default settings.

    Integrations

    Tick to grant access to Integrations and Add-on settings to cancel subscriptions or purchase add-ons.

    All access levels.

    Payments

    Tick to grant access to the Settings > Payments page to edit payment settings for individual practitioners only.

    All access levels but will not affect Full Access users.

    Restricted Admin

    Tick to restrict access to all Settings pages to read-only. Users can view the page but cannot make changes.

    All access levels.

    Communication Templates

    Tick to grant access to edit communication templates from the Settings > General page.

    All access levels.

    Clinical Settings

    Tick to grant access to create new or edit existing clinical templates and clinical dashboards.

    All access levels.

    Own clinical templates only

    Tick to restrict access to edit only their own clinical templates.

    All access levels - if Clinical Setting is ticked.

    Prescriptions and Order Requests

    Tick to grant access to ordering prescriptions, imaging and pathology.

    All access levels can create orders on behalf of practitioners.

    Professional Contacts

    Tick to grant access to view and edit professional contacts.

    All access levels.

    Organisations

    Tick to grant access to view and edit organisations.

    All access levels.

    Hide access to patient names

    Tick to anonymise patient names for the user. Names will be replaced with IDs, such as "HX 123456". Users with this option ticked will not be able to view Message History.

    All access levels.

    Clinic Restriction

    Tick to restrict access to only the locations they have been added to and are active in. The user will not be able to view patients, invoices, or reports for locations they have not been added to.

    All access levels.

    User Action History

    Tick to grant access to user activity records for your practice group.

    All access levels.

    Read Only Access

    Tick to restrict the user to read-only access. User can view modules but cannot make any changes and cannot view message histories.

    This overrides all other access settings.

    All access levels, except Full Access.

    Fax

    Tick to grant access to view and send fax messages.

    Contact Access only.

    Secure Messages

    Tick to grant access to view and send secure messages with Argus or ReferralNet.

    Contact Access only.

    Intake Forms

    Tick to grant access to view and send intake forms to patients.

    Contact Access only.

    Note

    Customising these settings overrides the default setting in a user's access level.

Updated

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