How to Set Up User Types & Edit User Type Permissions

  • Updated

 

User Types control what each staff member can see and do in your system.


Rather than setting permissions individually for every person, you create a User Type once, define its access, and then assign that User Type to staff members. This keeps permissions consistent, manageable, and far less chaotic.


If someone should not see financial reports, they should not see them. If someone needs full administrative access, you can allow it. User Types make that decision clear and controlled.
 

 

How It Works

  1. You create a User Type
  2. You configure its permissions
  3. You assign that User Type to one or more staff members
     

Each permission can be set to one of the following:

  • Granted: Choose when the user should be able to access or perform the specific function
  • Restricted: Choose when the user should not be able access or perform the specific function

Once a User Type is assigned to a staff profile, the permissions attached to that User Type immediately apply.

If you later edit the User Type, all users assigned to it are updated automatically. No manual reconfiguration required.


Key Behaviours

  • Most permissions are controlled at the User Type level, not the individual user level
  • Editing a User Type affects every staff member assigned to it
  • A staff member can only have one User Type assigned to them
  • If access is not granted, the user will not see or be able to interact with that feature
  • If something is missing from a staff member’s view, it may be a permission setting within their assigned User Type

     

Adding or Editing a User Type

  1. Go to Settings
  2. Click User Types
  3. Click+ Add a New User Type to add a New User Type: 

 

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You can also Edit an existing User Type: 

 

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  1. Review the sections. If there are whole sections that you would like to grant or restrict access to, you can do this by selecting 
    1. + Grant All
    2. - Restrict All 
  2. To customize each section, review the options and choose if you would like them to be: 
    • Granted 

    • Restricted

       

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  1. Save your changes

 

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User Type Permissions Reference 

Use this guide to determine which permissions you would like to Grant or Restrict for each User Type.

  • Choose Granted if you would like the user to access or perform the function described.
  • Choose Restricted if you would like to prevent access.

 

Details Section

Details.png

 

 

Name
  • Enter a clear title for the User Type
    • Example: Front Desk, Practitioner, Clinic Manager
Description
  • Add a short explanation of the role or level of access
  • Optional
Order
  • Enter a number to determine the order User Types displayed in the list
  • Lower numbers appear first
  • Optional


Reporting Section

Reporting.png

 

All Reports
  • Granted: Select when you want the user to access some reports 
  • Restricted: Select when you do not want the user to have access to any reports 
    • This will also hide the report icon 

💡Tip: You need to make sure All Reports is set to Granted for the user to see the Reporting icon 
Individual Reports 
  • Granted: The user will be able to generate this report 
  • Restricted: The user will not be able to generate this report 

 

Individual Reports
 

Accounting 

  • AR Statements 
  • Accounts Receivable
  • Aged AR
  • Aged AR By Date
  • Commission Payments
  • Credit Reimbursements
  • Credits
  • Day End
  • General Ledger
  • Patient Account Ledger
  • Patient Statement
  • Recurring Invoices
  • Third-Party Receivables

 

Exports 

  • Grant access by category:
  • Appointments
  • Charts
  • Charts PDF
  • Patients
  • Prescriptions

 

Inventory 

  • Inventory Transfers
  • Inventory Value
  • Onhands
     

Invoicing 

  • Billing Detail
  • Patient Invoices
  • Patient Summary Invoice
  • Receivables
  • Third-Party Invoices
  • Voided Invoices 

 

Payables 

  • Payables by Date
  • Taxes Paid 
  • Payments & Adjustments 

  • Sales 

     

Scheduling 

  • Cancellations By Practitioner
  • Daily Clinic Schedule
  • Daily Patient Appointments
  • Daily Practitioner Schedule
  • Generate Labels
  • No Bill Appointments
  • Open Appointments
  • Patient Appointments
  • Portal Appointments
  • Practitioner Day Sheets
  • Re-booked Appointments
  • Reminder Calls
  • Reminder History
  • Simple Daily Practitioner Schedule
  • Slate Report
  • Weekly Multiple Practitioner Schedule
  • Weekly Practitioner Schedule

 

Statistics 

Includes detailed operational and patient data:

  • Active Patients    
  • Activity Summary    
  • Aged Patients    
  • Appointment Booking Statistics    
  • Appointment Statistics    
  • Billing Statistics    
  • Busiest Times    
  • Chart Statistics    
  • Clinic Statistics    
  • Consumables    
  • Contacts    
  • DMSU Surgery Report    
  • Dixon Surgery Tracker    
  • Employee Sales Statistics    
  • FSCO Report    
  • HCAI Communication    
  • Login History    
  • Loyalty Points    
  • New Patients    
  • Outcomes Measure    
  • Patient Access History    
  • Patient Assessments    
  • Patient Birthdays    
  • Patient Change History    
  • Patient Complaints    
  • Patient Demographics    
  • Patient Drop-Off    
  • Patient Errors    
  • Patient Insurance Balances    
  • Patient Retention    
  • Patient Third Parties    
  • Plan Member Daily Activity    
  • Practitioner Away Statistics    
  • Practitioner Patients    
  • Product Serials    
  • Products & Services    
  • Referrals By Type    
  • Referring Practitioners    
  • Referring Practitioners With Sales (xls)    
  • Revenue by Referrals    
  • Treatment Plan Report    

  • Working Diagnoses

     

Analytics 

Report Builders 

  • Patient Insights 


Grant access carefully, as many of these contain sensitive operational or financial information.
 

 

Purchase Orders & Inventory Section

Purchase_Orders.png

 

 

Access Purchase Orders
  • Granted: Allows user to access the Purchase Orders section in Accounting
  • Restricted: User cannot access Purchase Orders in Accounting
View Onhands
  • Granted: Allows user to view inventory counts
  • Restricted: User cannot see inventory counts 
Edit Onhands & Receive Inventory
  • Granted: Allows user to update inventory and receive items 
  • Restricted: User cannot update inventory or receive items
Transfer Inventory
  • Granted: Allows the user to move inventory 
  • Restricted: User cannot move inventory 

 

Faxing Section

 

Send Faxes
  • Granted: Allows the user to send faxes
  • Restricted: User cannot send faxes 

 

Accounting Section

 

View Accounting
  • Granted: Allows the user to see and access the Accounting icon and section
  • Restricted: User will not to see the Accounting icon or section 
Admin 
Functions
  • Granted:  Allows the user access to these sections in Accounting: 
    • Administrator Actions - accounting periods status 
    • Claims - Provincial Billing and TELUS eClaims
  • Restricted: User will not have access to Administrator Actions or Claims 
Commissions
  • Granted: Allows the user to manage commissions in Practitioner Profiles and in Product & Services
  • Restricted: User cannot access or update commissions in Practitioner Profiles or in Products & Services  

Edit Claim Statuses
  • Granted: Allows the user to update claim statuses for provincial billing
  • Restricted: The user cannot update claim statuses for provincial billing 
Gift Cards 
& Credits
  • Granted: Allows the user to view and sell Gift Cards and Credits
  • Restricted: The user cannot sell or see Gift Cards or Credits 

Payables
 
  • Granted: Allows the user to access to payables 
  • Restricted: The user cannot access payables
Pay Receivables
  • Granted: Allows the user to create and pay invoices
  • Restricted: The user will not be able to create or pay invoices 

⚠️If Restricted, the user is able Complete & Invoice an appointment. An invoice is created, but they cannot collect payment for it. This also limits the user seeing receivables.
Payment Gateways
  • Granted: Allows the user to view and access Payment Gateway Settings (including Juvonno Pay) 
  • Restricted: The user cannot view or access Payment Gateway Settings (including Juvonno Pay)

Recurring Invoices
  • Granted: Allows the user to view and create recurring invoices 
  • Restricted: The user cannot see or create recurring invoices 
Transaction 
Information
  • Granted: Allows the user to view a patient's billing history, see invoices in the History tab of the Patient Profile and access any financial records related to the patient
  • Restricted: The user will not see patient financial information 
     
Today's 
Transactions
  • Granted: Allows the user to see the Transactions tab on the schedule
  • Restricted: The user will not see the Transactions tab on the schedule 
     
Limit Transactions to User
 
  • Granted: This limits the user's transactions they can see in the Transactions tab. They will only see the transactions that they were directly involved with.

NOTE: Today's Transactions must also be set to Granted
Edit 100% 
Insurance Invoices

While the field says "Insurance," it is also applicable to Patient Invoices (i.e., invoices that are assigned only to the patient)

  • Granted: Allows the user to edit invoices that are fully assigned to one party (i.e., to just the patient or just the insurance company) 

⚠️Note: Split invoices cannot be edited.
Process Pending Payments
  • This setting is no longer applicable.
  • Portal payments are processed automatically now with Juvonno's integrations 
View Decrypted Credit Card Payment Details
  • This setting is no longer applicable 
Void Invoices
  • Granted: Allows the user to void invoices
  • Restricted: The user cannot void invoices 
Refund Payments
  • Granted: Allows the user the to refund payments 
  • Restricted: The user cannot refund payments 
Void Payments
  • Granted: Allows the user to void payments
  • Restricted: The user cannot void payments 
Adjust Payment Date
  • Granted: Allows the user to change payment dates 
  • Restricted: The user cannot change payment dates 

Edit Pricing on Appointments or Billing
  • Granted: Allows the user to modify rates during checkout 
  • Restricted: The user cannot modify rates during checkout 

 

Learn more 

View Accounting
  • Granted: Allow user to see and access the Accounting icon and section
  • Restricted: User will not be able to see or access Accounting icon or section 
Admin 
Functions

Grant to allow the user the ability to access to items in Accounting: 

  • Administrator Actions - accounting periods status 
  • Claims - Provincial Billing and TELUS eClaims
Commissions Grant to allow the user the ability to see commission information displayed in Practitioner Profiles and Product & Services 

Edit Claim Statuses

 Grant to allow the user the ability to update claim statuses for provincial billing
Gift Cards 
& Credits 		Grant to allow the user the ability to view and manage Gift Cards and Credits; see them and sell them. 

Payables
 
Grant to allow the user the ability to access to payables 
 
Pay Receivables

Grant to allow the user the ability to generate and pay invoices. 

If Restricted, the user will be able to Complete & Invoice but they will not be navigated to the payment screen. An invoice will be created, but they will not be able to collect payment for it. This also limits what the user can see in terms of receivables.
Payment Gateways
  • Granted: You want the User Type to be able to view and access Payment Gateway Settings (including Juvonno Pay) 
  • Restricted: You do not want the User Type to view or access Payment Gateway Settings (including Juvonno Pay)

Recurring Invoices

 Grant to allow the user the ability to view and create recurring invoices. 
Transaction 
Information 		Grant to allow the user access to view a patient's billing history, see invoices in the History tab of the Patient Profile and access any financial records related to the patient.
 
Today's 
Transactions
Grant to allow the user the ability to see the Transactions tab on the schedule.
 
Limit Transactions to User
 

Setting this to Granted will limit the user in the transaction they see in the Transactions tab. They will only see the transactions that they were directly involved with.

NOTE: Today's Transactions must also be set to Granted
Edit 100% 
Insurance Invoices

This says Insurance, but it is also applicable to Patient Invoices (i.e., invoices that are assigned only to the patient)


Grant to allow the user the ability to edit invoices that are fully assigned to one party (i.e., a patient or insurance company) 

NOTE: Split invoices cannot be edited.
Process Pending Payments This setting is no longer applicable. With our integrations, portal payments are processed automatically now. 
View Decrypted Credit Card Payment Details This setting is no longer applicable 
Void Invoices Grant to allow the user the ability to void invoices.
Refund Payments Grant to allow the user the ability to make refunds.
Void Payments Grant to allow the user the ability to void payments.
Adjust Payment Date Grant to allow the user the ability to change payment dates (e.g., backdate a payment) 

Edit Pricing on Appointments or Billing

 Grant to allow user the ability to adjust rates during the checkout process.

 

Tip: Voided invoices and payments are never deleted - they are just hidden. You can still find those details in the system. 

 

Patient Profile Section 

The user can be permitted or restricted from seeing any of the following areas in the patient profile: 

  • General 
  • Intake 
  • Insurance 
  • Charts 
  • Treatment Plans 
  • Programs 
  • Prescriptions 
  • Correspondence 
  • Messages 
  • Documents 
  • Accounting 
  • Discount 
  • History 
  • Profile Card Contacts 

 

💡Tip: Patient Profiles can contain a lot of information and each section might not be relevant for everyone. Restricting access to the tabs in the patient profile reduces the amount of information the user sees allowing them to navigate more easily and only see what they need to see.  


 

Patients Section

The Patients section is about the functions that the user can perform. 

 

 

Learn more 

Edit Patients

 Grant to allow the user the ability to edit patient profiles.

Delete Patients

 Grant to allow the user the ability to delete patient profiles.

Push Patients

 Grant to allow the user the ability to share patient data (demographic information and documents only) across clinic URLs; this is not a standard feature.

Unlock Intake Forms

 Grant to allow the user the ability to change the status of an intake form from Completed back to Started. 

Delete Intake Forms

Grant to allow the user the ability to delete intake forms from the patient profile

NOTE: Once deleted, the intake form cannot be restored 

Reassign Intake Forms

 Grant to allow the user the ability to move an intake form from one patient profile to another.

Create Charts

 Grant to allow the user the ability to create patient charts.

Edit Chart Date 

 Grant to allow the user the ability to change the date on charts (e.g., backdate if needed) 

Chart Template Assignment

 Grant to allow the user the ability to assign chart templates 

Delete Locked Charts

Grant to allow the user the ability to delete charts that have been locked.

NOTE: Providers can only delete their own charts; they must be the last author. Admins with access to charts can delete charts that they are not the author of 

Edit/Delete Prescriptions

 Grant to allow the user the ability to edit or delete prescriptions they have created

Prescription Practitioner Assignment

Grant to allow the user the ability to prepare a prescription on behalf of a provider

NOTE: They also need to have access to that provider granted in their staff profile. 

Advanced Search

Grant to allow the user the ability to access the Advanced Search from the Patients icon

NOTE: This also allows the user to export patient information as a spreadsheet or PDF 

Patient Lookup Builder

Grant to allow the user the ability to modify the available fields shown in the Patient Lookup Window. 

NOTE: This is an all-for-one setting. Changes made in the Patient Lookup Builder will apply for everyone across all your clinics 

Patient Lookup Access

 Grant to allow the user the ability to access the Patient Lookup Window

Delete Correspondence

 Grant to allow the user the ability to delete information from the Correspondence tab in the patient profile.

Delete Documents

 Grant to allow the user the ability to delete documents from the patient profile.

 

 

Communication Section

 

Learn more
All

Grant to allow the user the ability to see the Communications menu and all related areas
Appointment Reminders Grant to allow the user the ability to access to appointment reminders 
JuvonnoComm Grant to allow the user the ability to access JComm
Fax Grant to allow the user the ability to view the Fax Log 
Letters Grant to allow the user the ability to generate Letters or Letter templates
Messages Grant to allow the user the ability to view and send messages 
Text Messages Grant to allow the user the ability to view and send text messages to patients

Email

Grant to allow the user to send an email from the Patient Profile through a JComm - Sent Manually Campaign and a shortcut to compose an email to the patient.

NOTE: The email is not sent from within Juvonno. It opens up your Email Service Provider (e.g., Gmail, Outlook, etc.) and is sent externally.

 

Scheduling Section

Learn more 
Force Save Appointments

Grant to allow the user the ability to overbook a spot that is not available. 
Book and Edit Appointments

Grant to allow the user the ability to book and edit appointments.
Manage 
Scheduling Aways 		Grant to allow the user the ability to block out a provider's schedule. 
Show Pricing Grant to allow the user the ability to see the rates and names of a products and/or services attached to appointments

Pending Appointments

Grant to allow the user the ability to view and accept or decline appointments booked from Patient Portal.

A tab will appear above the schedule only when there are Pending Appointments otherwise this tab will not be visible even if this setting is Granted.

NOTE: This is also tied to Practitioner Access. The user must have access to the practitioner to see their pending appointments 
Access Stat Holiday Schedules

Grant to allow the user the ability to update or change the stat holiday schedule.

NOTE: This automatically closes out the entire clinic

 

System Section

Learn more 
Imports

Grant to allow the user the ability to access the Imports section in Settings
General Documents Grant to allow the user the ability to access the Company Documents section 
Edit Departments & Categories Grant to allow the user the ability to edit Departments and Categories.
Add, Edit & Delete Users

Administrators always have the ability to add and edit user profiles. If this is set to Restricted for an administrator, this will disallow them to delete other users. 

Grant to allow the non-administrative users the ability to add, edit, and delete user profiles. 
Edit Products & Tariffs Grant to allow the user the ability to edit Products & Services and Tariffs.
Edit Vendors

Grant to allow the user the ability to add new vendors 

NOTE: This does not prevent users from editing or deleting current vendors.
Clinic Access Grant to allow the user the ability to see the Clinic Access tab in staff profiles.

Quick Create Menu 

Grant to allow the user the ability to see and use the Quick Create Menu

NOTE: The items the user sees in the Quick Create Menu are also based on what they have access to

 

 

Settings Section

Learn more 
All Settings

Grant to allow the user the ability see the Settings icon

General 
System Settings

Grant to allow the user the ability to access the General System Settings 

NOTE: These are all-for-one settings. They apply to all clinics within your organization. 
Edit User's 
System Access
Grant to allow the user the ability to edit their system access in their profile. 

 
Edit Practitioner Availability Grant to allow the user the ability to add and edit a practitioner's schedule
View or Edit 
Staff Profiles 		 Grant to allow the user the ability to view and edit staff profiles
Approve 
Holiday Requests

Grant to allow the user the ability to approve staff holiday requests.

NOTE: Approving holiday requests automatically blocks the availability of that practitioner's schedule 
Forms & Letters

Grant to allow the user the ability to see and use the functions in the Forms & Letters section. 

NOTE: The Intake and Chart Builders are, system PDF forms, and Letter templates are found here as well as intake form defaults. 

 

 

Treatment Plans Section

This section is tailored to Ontario clinics who are using the HCAI integration. 

Treatment_Plans.png

Learn more 
Override Scheduling 
Service Restrictions

Grant to allow the user the ability to override and attach items that are not included in a treatment plan's appointment

The setting Notify when scheduling a service not in the selected Treatment Plan must be enabled

NOTE: Notify when scheduling a service no in the selected Treatment Plan is a warning that is displayed if a product or service is added to an appointment but that product or service is not on the patient's treatment plan.
Edit Treatment 
Plan Templates 		Grant to allow the user the ability to edit treatment plan templates that are in the system
Edit Patient 
Treatment Plans 		Grant to allow the user the ability to edit patient treatment plans 
View Patient Treatment Plans Grant to allow the user the ability to see treatment plans on the patient profile
Add a blank 
Treatment Plan 		Grant to allow the user the ability to create a blank treatment plan.

Submit Treatment Plans

 Grant to allow the user the ability to submit treatment plans to HCAI when applicable 

Invoice Treatment Plans

 Grant to allow the user the ability to invoice treatment plans
Change Treatment 
Plan Statuses

This security setting manages who can manually alter the treatment plan's status and deleting treatment plans.

NOTE: Any user has the ability to delete a treatment plan when it is "In Development" and setting it to Activate Plan 
Change Treatment 
Plan Statuses (Admin)

For Administrator users 

Grant to allow the administrator the ability to modify the status of a treatment plan at any point (e.g., the user can change a denied treatment plan to approved)
Change Selected 
Insurance After 
Submission (Admin) 		Grant to allow the user the ability to change the selected insurance after a treatment plan has been submitted or approved.
Withdraw Treatment 
Plans in HCAI

Grant to allow the user the ability to attempt a treatment plan's withdrawal. 

NOTE: Withdrawing a treatment plan is not recommended. The adjuster must be notified of any changes being made to a treatment plan post-submission.

HCAI Dashboard 

 Grant to allow the user the ability to access the HCAI Dashboard

 

Troubleshooting 

Why don’t I see this in the User Type section?
This setting is not available in the User Type section. The user must be designated as a Level 2 Admin to access it.

 

Related Articles 

How to Grant Access to Multiple Clinic Schedules

Practitioner Access Tab

Administrator Profile Practitioner Access Tab

 

 

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