User Types control what staff members can see and do in Juvonno. By customizing User Types, you can give your team access to the features and information they need to do their jobs.
In this guide, you'll learn how to add or edit a User Type and explore the available permission settings. Use the User Type Permissions Reference to understand what each setting allows before choosing to grant or restrict access.
Every clinic is different, so take a moment to review the permissions and choose settings that fit your team's needs. Some permissions provide access to sensitive patient, financial, or clinic information, so it's important to consider what each staff member needs to access.
How It Works
What is a User Type?
A User Type is a set of permissions that controls what a staff member can see and do in Juvonno. It determines which features they can access and which actions they can perform.
Each staff member is assigned a User Type in the Login tab of their staff profile. This assignment applies the permissions set for that User Type to their account.
Default User Types
Juvonno includes three default User Types:
- Full Access
- Administrator
- Practitioner
Each User Type is set up with permissions to suit a particular role. However, every clinic is different, so you may need to adjust these settings to fit your team's needs.
Customize User Types for Your Clinic
You can customize existing User Types or create new ones to match how your clinic operates.
Here's how it works:
- Create or edit a User Type: Choose the permissions a group of staff members needs to do their jobs.
- Assign the User Type: Apply it to one or more staff members through their staff profiles.
Note: Assigning a User Type is covered in separate articles about creating administrator and practitioner profiles.
How Permissions Work
Each permission has one of two settings:
- Granted: The staff member can access or use the feature.
- Restricted: The staff member cannot access or use the feature.
Some permissions control access to an entire area of Juvonno, while others control specific actions or information within that area. Review each setting carefully to understand what it allows.
When you assign a User Type to a staff member, its permissions apply to their account.
The best part? If you update a User Type later, the changes automatically apply to everyone assigned to it. You don't need to update each staff member's permissions individually.
Key Behaviours
Keep the following points in mind when managing User Types:
- Most permissions are managed through User Types. The settings you choose determine which features and functions are available to staff members assigned to that User Type.
- Changes affect everyone assigned to the User Type. Editing a User Type automatically updates the permissions of all staff members assigned to it.
- Each staff member can have only one User Type assigned.
- Restricted access means the feature may not be visible. If access to a feature is not granted, the staff member will not be able to see or interact with it.
- Missing features may be related to permissions. If something is missing from a staff member's view, check the permissions in their assigned User Type.
These points are useful to keep in mind as you review the settings in the sections below.
Where to Add or Edit a User Type
Only a Level 2 Administrator can create a new User Type or edit an existing one:
- Go to Settings
- Click User Types
- Choose one of the following:
- Add a New User Type to create a New User Type:
- Open the menu beside an existing User Type and select Edit to update it
Understand the User Type Settings
User Type permissions are organized into the following sections:
- Details
- Reporting
- Purchase Orders & Inventory
- Faxing
- Accounting
- Patients
- Patient Profile
- Communication
- Scheduling
- System
- Settings
- Treatment Plans
Each section contains settings for specific features, information, or actions in Juvonno. The User Type Permissions Reference below explains what these settings do and what to consider when granting or restricting access. Depending on the modules you have enabled, you may not see all sections outlined here.
Grant or Restrict Access to a Whole Section
You can quickly change all permissions within a section by selecting one of these options:
- Grant All: Grants access to all settings in that section
- Restrict All: Restricts access to all settings in that section
Use these options carefully. A section may contain permissions for sensitive information or actions that not every staff member needs.
Set Permissions Individually
You can also review each setting and choose Granted or Restricted beside it.
This gives you more control over the features and actions available to the staff members assigned to that User Type.
| 💡Tip: If you're unsure which permissions a User Type needs, use the reference below to review each setting before making changes. |
User Type Permissions Reference
Use this reference to understand what each permission controls before choosing which settings to grant or restrict for a User Type.
For each setting:
- Choose Granted when you want the staff member to access the information or perform the function described.
- Choose Restricted when you want to prevent the staff member from accessing the information or performing the function described.
Some settings have additional requirements or exceptions. These are noted under the relevant permission.
Details
The Details section lets you name the User Type and add information to help identify its purpose.
Name
Enter a clear, descriptive name for the User Type.
Examples:
- Front Desk
- Practitioner
- Clinic Manager
Choose a name that makes it easy to understand which group of staff members the User Type is intended for.
Description
Add a short explanation of the role or level of access associated with this User Type.
Order
Enter a number to determine where this User Type appears in the User Types list.
Lower numbers appear first.
Reporting
The Reporting section controls which reports and analytics a staff member can access or generate.
All Reports
This setting controls whether the staff member can access the Reporting area.
- Granted: Allows the staff member to access reports, subject to the individual report permissions.
- Restricted: Prevents the staff member from accessing reports and hides the Reporting icon.
All Reports must be set to Granted for the staff member to see the Reporting icon. You can then use the individual report settings to control which reports they can generate.
Categories and Individual Reports
These settings control access to specific reports or groups of reports.
- Granted: The staff member can generate the report or access the report category described.
- Restricted: The staff member cannot generate the report or access the restricted report category.
The available reports are organized into the following categories.
Accounting
The Accounting category includes reports related to accounts receivable, patient accounts, commissions, credits, and other financial activity.
Available reports:
- 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
You can grant access by export category.
Available categories:
- Appointments
- Charts
- Charts PDF
- Patients
- Prescriptions
Fax
Available reports:
- Fax Status
Inventory
The Inventory category includes reports related to inventory levels, transfers, and value.
Available reports:
- Inventory Transfers
- Inventory Value
- Onhands
Invoicing
The Invoicing category includes reports related to billing and invoices.
Available reports:
- Billing Detail
- Patient Invoices
- Patient Summary Invoice
- Receivables
- Third-Party Invoices
- Voided Invoices
Payables
Available reports:
- Payables by Date
- Taxes Paid
Payments & Adjustments
Available reports:
- Adjustments
- Adjustments By Practitioner
- Bad Debt
- Payments By Practitioner
- Payments Pending
- Payments Received
- Voided Payments
Sales
Available reports:
- Clinic Summary
- Commissions by Practitioner
- Commissions for Specific Practitioner
- Comprehensive Sales
- Detailed Sales By Date
- Fully Paid Invoice Commissions
- Item Sales By Date
- Line Item Sales By Practitioner
- Promotions
- Sales By Date
- Sales By Payor
- Sales By Practitioner
- Sales for specific Practitioner
- Taxes Collected
Scheduling
The Scheduling category includes reports related to appointments, practitioner schedules, cancellations, and reminders.
Available reports:
- 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
The Statistics category includes detailed operational and patient data.
Available reports:
- 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
This permission controls who can see the Analytics section.
- Granted: Allows the staff member to access Reports > Analytics.
- Restricted: Prevents the staff member from Accessing Reports > Analytics.
Report Builders
- Patient Insights
| ⚠️Important: Grant reporting access carefully. Many reports and analytics contain sensitive operational, patient, or financial information. Review which reports each staff member needs before granting access. |
Purchase Orders & Inventory
The Purchase Orders & Inventory section controls access to purchase orders and specific inventory tasks.
Access Purchase Orders
Controls access to Purchase Orders in Accounting.
- Granted: Allows the staff member to access the Purchase Orders section in Accounting.
- Restricted: Prevents the staff member from accessing Purchase Orders in Accounting.
View Onhands
Controls whether the staff member can view inventory counts.
- Granted: Allows the staff member to view inventory counts.
- Restricted: Prevents the staff member from viewing inventory counts.
Edit Onhands & Receive Inventory
Controls whether the staff member can update inventory counts and receive inventory.
- Granted: Allows the staff member to update inventory and receive items.
- Restricted: Prevents the staff member from updating inventory or receiving items.
Transfer Inventory
Controls whether the staff member can move inventory.
- Granted: Allows the staff member to transfer inventory.
- Restricted: Prevents the staff member from transferring inventory.
Faxing
The Faxing section controls whether a staff member can send faxes.
Send Faxes
- Granted: Allows the staff member to send faxes.
- Restricted: Prevents the staff member from sending faxes.
Accounting
The Accounting section controls access to accounting features, financial information, and actions related to invoices and payments.
Review each permission carefully, especially those that allow staff members to access financial information or make changes to invoices and payments.
View Accounting
Controls access to the Accounting area.
- Granted: Allows the staff member to see and access the Accounting icon and section.
- Restricted: Hides the Accounting icon and prevents the staff member from accessing the Accounting section.
Admin Functions
Controls access to specific administrative functions in Accounting.
-
Granted: Allows the staff member to access the following:
- Administrator Actions: Accounting period status.
- Claims: Provincial Billing and TELUS eClaims.
- Restricted: Prevents the staff member from accessing Administrator Actions and Claims.
Commissions
Controls access to commission information and management.
- Granted: Allows the staff member to manage commissions in Practitioner Profiles and Products & Services.
- Restricted: Prevents the staff member from accessing or updating commissions in Practitioner Profiles and Products & Services.
Edit Claim Statuses
Controls whether the staff member can update claim status for provincial billing.
- Granted: Allows the staff member to update claim statuses for provincial billing.
- Restricted: Prevents the staff member from updating claim statuses for provincial billing.
Gift Cards & Credits
Controls access to gift cards and credits.
- Granted: Allows the staff member to view and sell Gift Cards and Credits.
- Restricted: Prevents the staff member from viewing or selling Gift Cards and Credits.
Payables
Controls access to payables.
- Granted: Allows the staff member to access payables.
- Restricted: Prevents the staff member from accessing payables.
Pay Receivables
Controls whether the staff member can create invoices and collect payments.
- Granted: Allows the staff member to create and pay invoices.
- Restricted: Prevents the staff member from creating or paying invoices through the payment process.
⚠️Important: When Pay Receivables is set to Restricted, the staff member can still use Complete & Invoice to create an invoice for an appointment. However, they will not be taken to the payment screen and cannot collect payment. This restriction also limits the receivables information they can see.
Payment Gateways
Controls access to Payment Gateway Settings, including Juvonno Pay.
- Granted: Allows the staff member to view and access Payment Gateway Settings, including Juvonno Pay.
- Restricted: Prevents the staff member from viewing or accessing Payment Gateway Settings, including Juvonno Pay.
Recurring Invoices
Controls access to recurring invoices.
- Granted: Allows the staff member to view and create recurring invoices.
- Restricted: Prevents the staff member from viewing or creating recurring invoices.
Transaction Information
Controls access to patient financial records.
- Granted: Allows the staff member to view patient billing history, including invoices in the History tab of the Patient Profile, and access financial records related to the patient.
- Restricted: Prevents the staff member from viewing patient financial information.
Today's Transactions
Controls access to the Transactions tab on the schedule.
- Granted: Allows the staff member to see the Transactions tab on the schedule.
- Restricted: Hides the Transactions tab from the staff member.
Limit Transactions to User
Controls which transactions a staff member can see in the Transactions tab.
- Granted: Limits the staff member to seeing only the transactions they were directly involved with.
- Restricted: Does not apply this additional limitation to the staff member's transaction access.
⚠️Important: Today's Transactions must also be set to Granted for this setting to apply.
Edit 100% Insurance Invoices
Despite the word Insurance in the setting name, this permission also applies to patient invoices that are assigned entirely to the patient.
- Granted: Allows the staff member to edit invoices that are fully assigned to one party, such as the patient alone or the insurance company alone.
- Restricted: Prevents the staff member from editing these invoices.
Process Pending Payments
This setting is no longer applicable. Portal payments are now processed automatically through Juvonno's integrations.
View Decrypted Credit Card Payment Details
This setting is no longer applicable.
Void Invoices
Controls whether the staff member can void invoices.
- Granted: Allows the staff member to void invoices.
- Restricted: Prevents the staff member from voiding invoices.
Refund Payments
Controls whether the staff member can refund payments.
- Granted: Allows the staff member to refund payments.
- Restricted: Prevents the staff member from refunding payments.
Void Payments
Controls whether the staff member can void payments.
- Granted: Allows the staff member to void payments.
- Restricted: Prevents the staff member from voiding payments.
Adjust Payment Date
Controls whether the staff member can change payment dates.
- Granted: Allows the staff member to change payment dates, such as backdating a payment.
- Restricted: Prevents the staff member from changing payment dates.
Edit Pricing on Appointments or Billing
Controls whether the staff member can modify rates during checkout.
- Granted: Allows the staff member to modify rates during checkout.
- Restricted: Prevents the staff member from modifying rates during checkout.
Voided invoices and payments are not deleted. They are hidden, but the details can still be found in the system.
Patients
The Patients section controls the actions a staff member can perform when working with patient records, charts, intake forms, prescriptions, and other patient information.
These permissions are different from those in the Patient Profile section. Patient Profile permissions control which areas a staff member can see, while the Patients permissions below control specific actions they can perform.
Edit Patient
Controls whether a staff member can modify patient profiles.
- Granted: Allows the staff member to edit patient profiles.
- Restricted: Prevents the staff member from editing patient profiles.
Delete Patients
Controls whether a staff member can deactivate patient profiles.
- Granted: Allows the staff member to deactivate patient profiles.
- Restricted: Prevents the staff member from deactivate patient profiles.
Patient Profiles are never really deleted. Deleting a patient hides them from your patient list, but they are simply deactivated and can be restored.
Push Patients
This feature allows patient data to be shared across clinic URLs. It is not a standard feature.
- Granted: Allows the staff member to share patient demographic information and documents across clinic URLs.
- Restricted: Prevents the staff member from using this function.
Unlock Intake Forms
Controls whether a staff member can reopen a completed intake form.
- Granted: Allows the staff member to change an intake form's status from Completed back to Started.
- Restricted: Prevents the staff member from unlocking completed intake forms.
Delete Intake Forms
Controls whether a staff member can delete intake forms from a patient profile.
- Granted: Allows the staff member to delete intake forms from a patient profile.
- Restricted: Prevents the staff member from deleting intake forms.
Once an intake form is deleted, it cannot be restored.
Reassign Intake Forms
Controls whether a staff member can move an intake form between patient profiles.
- Granted: Allows the staff member to move an intake form from one patient profile to another.
- Restricted: Prevents the staff member from reassigning intake forms.
Create Charts
Controls whether a staff member can create patient charts.
- Granted: Allows the staff member to create patient charts.
- Restricted: Prevents the staff member from creating patient charts.
Edit Chart Date
Controls whether a staff member can change the date recorded on a chart.
- Granted: Allows the staff member to change chart dates, such as backdating a chart when needed.
- Restricted: Prevents the staff member from changing chart dates.
Chart Template Assignment
Controls whether a staff member can assign chart templates.
- Granted: Allows the staff member to assign chart templates.
- Restricted: Prevents the staff member from assigning chart templates.
Delete Locked Charts
Controls whether a staff member can delete charts that have been locked.
- Granted: Allows the staff member to delete locked charts, subject to the restrictions below.
- Restricted: Prevents the staff member from deleting locked charts.
Practitioners will only be able to delete only their own locked charts, and they must be the last author. Administrators with chart access can delete locked charts even when they are not the author.
Edit/Delete Prescriptions
Controls whether a staff member can edit or delete prescriptions they have created.
- Granted: Allows the staff member to edit or delete prescriptions they created.
- Restricted: Prevents the staff member from editing or deleting prescriptions they created.
Prescription Practitioner Assignment
Controls whether a staff member can prepare a prescription on behalf of a provider.
- Granted: Allows the staff member to prepare a prescription on behalf of a provider.
- Restricted: Prevents the staff member from using this function.
The staff member must also have access to the relevant practitioner granted in their staff profile.
Advanced Search
Controls access to Advanced Search from the Patients icon.
- Granted: Allows the staff member to access Advanced Search.
- Restricted: Prevents the staff member from accessing Advanced Search.
Advanced Search access also allows the staff member to export patient information as a spreadsheet or PDF. Consider this when deciding whether to grant access.
Patient Lookup Builder
Controls whether a staff member can modify the fields displayed in the Patient Lookup Window.
Granted: Allows the staff member to modify the available fields in the Patient Lookup Window.
Restricted: Prevents the staff member from modifying those fields.
All changes made in the Patient Lookup Builder apply to everyone across all your clinics.
Patient Lookup Access
Controls access to the Patient Lookup Window.
- Granted: Allows the staff member to access the Patient Lookup Window.
- Restricted: Prevents the staff member from accessing the Patient Lookup Window.
Delete Correspondence
Controls whether a staff member can delete correspondence from a patient profile.
- Granted: Allows the staff member to delete information from the Correspondence tab in the Patient Profile.
- Restricted: Prevents the staff member from deleting correspondence.
Delete Documents
Controls whether a staff member can delete documents from a patient profile.
- Granted: Allows the staff member to delete documents from the Patient Profile.
- Restricted: Prevents the staff member from deleting documents.
Patient Profile
The Patient Profile section controls which tabs and areas a staff member can see within a patient's profile.
You can grant or restrict access to each of the following areas:
- General
- Intake
- Insurance
- Charts
- Treatment Plans
- Programs
- Prescriptions
- Correspondences
- Messages
- Documents
- Accounting
- Discount
- History
- Profile Card Contacts
Why Restrict Access to Patient Profile Sections?
Patient Profiles can contain a lot of information, and not every staff member needs access to every section.
Restricting access to specific tabs can help staff members focus on the information they need for their role. It can also limit access to information that is not relevant to their responsibilities.
| 💡Tip: Consider which parts of the Patient Profile each staff member needs to see when choosing permissions for their User Type. |
Communication
The Communication section controls access to Juvonno's communication features, including appointment reminders, faxes, letters, messages, and text messages.
All
Controls access to the Communication menu and its related areas.
- Granted: Allows the staff member to see the Communication menu and access its related areas, subject to the relevant permissions.
- Restricted: Prevents the staff member from accessing the Communication menu and its related areas.
This must be granted to give access to other areas in the Communication menu including Appointment Reminders, Text Messages, Internal Messages, Fax Log, and Letters
Appointment Reminders
- Granted: Allows the staff member to access appointment reminders in the Communication menu.
- Restricted: Prevents the staff member from accessing appointment reminders in the Communication menu.
JuvonnoComm
Controls access to JComm creating and viewing campaigns and logs.
- Granted: Allows the staff member to access JComm.
- Restricted: Prevents the staff member from accessing JComm.
Fax
- Granted: Allows the staff member to view the Fax Log.
- Restricted: Prevents the staff member from viewing the Fax Log.
Letters
- Granted: Allows the staff member to generate letters and use letter templates.
- Restricted: Prevents the staff member from generating letters or using letter templates.
Messages
- Granted: Allows the staff member to view and send messages.
- Restricted: Prevents the staff member from viewing and sending messages.
Text Messages
- Granted: Allows the staff member to view and send text messages to patients.
- Restricted: Prevents the staff member from viewing and sending text messages to patients.
Email Patients
This permission controls access to the email options available from a Patient Profile.
- Granted: Allows the staff member to send an email from the Patient Profile through a JComm campaign (Sent Manually) and use a shortcut to compose an email to the patient.
- Restricted: Prevents the staff member from using these email options.
Email is not sent from within Juvonno. The email option opens the staff member's external email service provider, such as Gmail or Outlook, where the email is sent.
Scheduling
The Scheduling section controls access to specific scheduling functions, including booking appointments, managing practitioner availability, viewing pricing, and handling pending appointments.
Force Save Appointments
Controls whether a staff member can overbook an unavailable time slot.
- Granted: Allows the staff member to force-save an appointment in a time slot that is not available.
- Restricted: Prevents the staff member from using this function.
Book and Edit Appointments
Controls whether a staff member can create new appointments and make any changes to existing appointments.
- Granted: Allows the staff member to book and edit appointments.
- Restricted: Prevents the staff member from booking and editing appointments.
Manage Scheduling Aways
Controls whether a staff member can create, edit, and delete Aways for practitioners.
- Granted: Allows the staff member to create, edit, and delete Aways.
- Restricted: Prevents the staff member from creating, editing, or deleting Aways.
The Away feature blocks off time in a provider's schedule when they're unavailable, even though they're normally available during that time. Aways can be used for things like meetings, vacations, sick days, or other time off.
For example, a practitioner usually works Friday afternoons, but needs this Friday afternoon off. An Away can be added to block that time so no appointments can be booked.
Show Pricing
Controls whether a staff member can see pricing information associated with appointments.
- Granted: Allows the staff member to see the rates and names of products and services attached to appointments.
- Restricted: Prevents the staff member from seeing this pricing information.
Pending Appointments
Controls whether a staff member can manage appointments that have been requested through the Patient Portal and are awaiting a response.
- Granted: Allows the staff member to view and accept or decline appointments booked through the Patient Portal.
- Restricted: Prevents the staff member from accessing this function.
The Pending Appointments tab appears above the schedule only when there are pending appointments. If there are no pending appointments, the tab will not be visible, even when this permission is Granted.
Access also depends on Practitioner Access. The staff member must have access to the relevant practitioner to see that practitioner's pending appointments.
Access Stat Holidays Schedules
Controls whether a staff member can update the statutory holiday schedule.
- Granted: Allows the staff member to update or change the statutory holiday schedule.
- Restricted: Prevents the staff member from updating or changing the statutory holiday schedule.
Updating the statutory holiday schedule automatically closes out the entire clinic.
System
The System section controls access to selected system functions, company documents, user management, products, vendors, and other administrative features.
Imports
Controls whether a staff member can access Settings > Imports.
- Granted: Allows the staff member to access the Imports section in Settings.
- Restricted: Prevents the staff member from accessing the Imports section.
General Documents
Controls whether the staff member can access Company Documents.
- Granted: Allows the staff member to access the Company Documents section.
- Restricted: Prevents the staff member from accessing the Company Documents section.
Edit Departments & Categories
Controls whether the staff member can create and edit Departments and Categories.
- Granted: Allows the staff member to add and edit Departments and Categories.
- Restricted: Prevents the staff member from adding and editing Departments and Categories.
Add, Edit & Delete Users
Controls whether a staff member can delete staff profiles.
- Granted: Allows the staff member to delete staff profiles.
- Restricted: Prevents the staff members from deleting staff profiles.
Although the setting name suggests that you can control who can add and edit users, practitioners and employees cannot be given permission to add other users. Administrators always have permission to add and edit staff profiles.
Edit Products & Tariffs
Controls whether the staff member can add and edit products, services and tariffs.
- Granted: Allows the staff member to edit Products & Services and Tariffs.
- Restricted: Prevents the staff member from editing Products & Services and Tariffs.
Edit Vendors
Controls whether the staff member can add new vendors.
- Granted: Allows the staff member to add new vendors.
- Restricted: Prevents the staff member from adding new vendors.
Restricting this permission does not prevent the staff member from editing or deleting existing vendors.
Clinic Access
Controls whether an Administrator can update the Clinic Access tab in staff profiles.
- Granted: Allows the staff member to update the Clinic Access tab in staff profiles.
- Restricted: Prevents the staff member from updating the Clinic Access tab.
Quick Create Menu
- Granted: Allows the staff member to see and use the Quick Create Menu.
- Restricted: Prevents the staff member from seeing or using the Quick Create Menu.
The items available in the Quick Create Menu also depend on the staff member's other permissions. Granting access to the menu does not automatically grant access to every item within it.
API Key Access
Controls whether the staff member can view and generate API keys in staff profiles.
- Granted: Allows the staff member to view and generate API keys in staff profiles.
- Restricted: Prevents the staff member from viewing and generating API keys in staff profiles.
Settings
The Settings section controls access to system settings, staff profiles, practitioner availability, holiday requests, and forms and letters.
All Settings
- Granted: Allows the staff member to see the Settings icon.
- Restricted: Prevents the staff member from seeing the Settings icon.
General System Settings
Controls whether the staff member can see the following Settings categories: System & Company Settings, Accounting, System Entities & Types, Injuries & Diagnoses, and Groups & Categories.
- Granted: Allows the staff member to see these Settings categories. Access to the individual areas and functions within each category depends on the staff member's other permissions.
- Restricted: Hides these Settings categories from the staff member and prevents them from accessing them.
Granting this permission does not automatically give the staff member access to every area or function within these categories. It only makes the categories visible. The staff member must also have the appropriate permissions to access specific areas and functions.
This permission must be granted before an administrator can assign permissions for individual areas within these categories. If the permission is restricted, those areas will not appear as options when setting up the staff member's other permissions.
Edit User's System Access
- Granted: Allows the staff member to edit their system access in their profile.
- Restricted: Prevents the staff member from editing their system access through their profile.
Edit Practitioner Availability
- Granted: Allows the staff member to add and edit a practitioner's schedule.
- Restricted: Prevents the staff member from adding or editing a practitioner's schedule.
View or Edit Staff Profiles
- Granted: Allows the staff member to view and edit staff profiles.
- Restricted: Prevents the staff member from viewing or editing staff profiles.
Approve Holiday Requests
- Granted: Allows the staff member to approve staff holiday requests.
- Restricted: Prevents the staff member from approving staff holiday requests.
Approving a holiday request automatically blocks the practitioner's schedule availability.
Forms & Letters
- Granted: Allows the staff member to access and use the functions in the Forms & Letters section.
- Restricted: Prevents the staff member from accessing and using these functions.
The Forms & Letters section includes the Intake Builder, Chart Builder, system PDF forms, letter templates, and intake form defaults.
Unlock Blocked Accounts
Controls whether the staff member can view and unblock staff profiles that have been blocked after failed sign-in attempts.
- Granted: Allows the staff member to view and unblock blocked staff profiles.
- Restricted: Prevents the staff member from viewing and unblocking blocked staff profiles.
Admin Level 2 users always have this access
Treatment Plans
The Treatment Plans section is tailored to Ontario clinics using the HCAI integration.
These permissions control access to treatment plan features, including editing templates, managing patient treatment plans, submitting plans to HCAI, and changing treatment plan statuses.
Override Scheduling Service Restrictions
Controls whether a staff member can schedule services that are not included in a patient's treatment plan.
- Granted: Allows the staff member to override scheduling service restrictions and attach items that are not included in a treatment plan's appointment.
- Restricted: Prevents the staff member from overriding these restrictions.
The setting Notify when scheduling a service not in the selected Treatment Plan must be enabled for this permission to apply.
This notification displays a warning when a product or service is added to an appointment but is not included in the patient's selected treatment plan.
Edit Treatment Plan Templates
- Granted: Allows the staff member to edit treatment plan templates in the system.
- Restricted: Prevents the staff member from editing treatment plan templates.
Edit Patient Treatment Plans
- Granted: Allows the staff member to edit patient treatment plans.
- Restricted: Prevents the staff member from editing patient treatment plans.
View Patient Treatment Plans
This setting is no longer applicable. Access to Treatment Plans is controlled through the User Type setting Patient Profile > Treatment Plans.
Add a Blank Treatment Plan
- Granted: Allows the staff member to create a blank treatment plan.
- Restricted: Prevents the staff member from creating a blank treatment plan.
Submit Treatment Plans
- Granted: Allows the staff member to submit treatment plans to HCAI.
- Restricted: Prevents the staff member from submitting treatment plans to HCAI.
Only applicable for clinics integrated with HCAI.
Invoice Treatment Plans
- Granted: Allows the staff member to invoice treatment plans.
- Restricted: Prevents the staff member from invoicing treatment plans.
Change Treatment Plan Statuses
This permission controls who can manually change treatment plan statuses and delete treatment plans.
- Granted: Allows the staff member to change treatment plan statuses, subject to the applicable permissions and restrictions.
- Restricted: Restricts the staff member's ability to manually change treatment plan statuses.
Any user can delete a treatment plan while its status is In Development. The setting also allows the user to activate a plan.
Change Treatment Plan Statuses (Admin)
This setting is for Administrator users.
- Granted: Allows the administrator to modify a treatment plan's status at any point. For example, they can change a denied treatment plan to approved.
- Restricted: Prevents the administrator from using this additional status-changing permission.
Change Selected Insurance After Submission (Admin)
- Granted: Allows the staff member to change the selected insurance after a treatment plan has been submitted or approved.
- Restricted: Prevents the staff member from changing the selected insurance after submission or approval.
Withdraw Treatment Plans in HCAI
- Granted: Allows the staff member to attempt to withdraw a treatment plan.
- Restricted: Prevents the staff member from attempting to withdraw a treatment plan.
Withdrawing a treatment plan is not recommended. The adjuster must be notified of any changes made to a treatment plan after submission.
HCAI Dashboard
- Granted: Allows the staff member to access the HCAI Dashboard.
- Restricted: Prevents the staff member from accessing the HCAI Dashboard.