Security Roles |
  
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The MAINTAIN SECURITY ROLES is where a clinic can design Security Roles in their organization and allocate which Security Roles (and the users that belong to them) have permission to access specific menu items. For example, Security Roles such as "Front Desk", "Audiologists" and "Manager" can be set up with a Security Role designed to only access specific menu options.
To add a new Security Role, click ADD. To edit an existing Security Role, click CHANGE and highlight the Security Role to edit. To delete an existing Security Role, click DELETE.
Adding a Security Role:
Click ADD to add Security Roles for your clinic. A CODE (unique alphanumeric identifier maximum 5 digits long ) will need to be assigned to each level. Enter a DESCRIPTION for each Security Role that identifies the users who will be assigned to this role (maximum 40 characters long).
Next, click the USERS window button and click ADD to assign each User ID (as previously entered in Application Users) to this Security Role. Click ADD to add new users to the list of users who will be assigned this Security Role. (If the user you wish to add to this Security Role is not available in the list, you will need to add them first to APPLICATION USERS.)
When finished adding users for this Security Role, click CONTINUE to return to the previous screen.
Next ,click the MENU window button (
) to be presented with a view of the entire software menu.
Click any MENU on the left, and the SUB MENU for that menu option will appear to the right. Double click on each individual SUB MENU option to flag that the Security Role has access to this menu option . The CHECK MARK symbol indicates that this Security Role has access to this menu option. The CHECK MARK symbol will appear or disappear by double clicking the menu option. To save time for Security Roles that will or will not have access to most of the menu options, click the SELECT ALL/CLEAR ALL button located at the bottom of the screen.
Click each menu option on the left one at a time and select the menu options (on the right) that this Security Role will have access to by double clicking (to reveal the check mark).
When finished assigning all the menu option accesses for this Security Role, click OK to be brought back to the MAINTAIN SECURITY ROLES screen.
Next, click the PERMISSIONS window button (
) to assign permissions for each of your security roles. (Note that any clinics with customizations may see additional or different parameters listed. Please contact your Clinics Manage Administrator for details on any parameters seen in SECURITY ROLLS that are not listed below. Also note that some permissions only apply to specific Countries and may or may not be visible for that reason.)
Permissions for each security role dictates which configurable menu options, record deletions and fields can be accessed by this security role. A check mark beside any permission item means that this security role - and any users assigned to this security role will have access to it.
To indicate that a SECURITY ROLE has permission to ADD, EDIT or DELETE from each of the below configuration menu options, click the check box to the right of the menu option.
PATIENT
General Settings
Practices - Click here if this SECURITY ROLE can access to Practices.
Physicians - Click here if this SECURITY ROLE can access to Physicians.
Client Titles - Click here if this SECURITY ROLE can access to Client Titles.
Alternate Genders - Click here if this SECURITY ROLE can access to Alternate Genders.
Funding Sources (Co-Payers) - Click here if this SECURITY ROLE can access Funding Sources.
Patient Letters - Click here if this SECURITY ROLE can access Patient Letters.
Referral Categories - Click here if this SECURITY ROLE can access Referral Categories.
Referral Sources - Click here if this SECURITY ROLE can access Referral Sources.
User-Defined Codes - Click here if this SECURITY ROLE can access User-Defined Codes.
Degrees of Hearing Loss - Click here if this SECURITY ROLE can access Degrees of Hearing Loss.
Visit Note Templates - Click here if this SECURITY ROLE can access Visit Note Templates.
Audiogram Note Templates - Click here if this SECURITY ROLE can access Audiogram Note Templates.
Patient Notifications - Click here if this SECURITY ROLE can access Patient Notifications.
Battery Sizes - Click here if this SECURITY ROLE can access Battery Sizes.
Lead Types - Click here if this SECURITY ROLE can access Lead Types.
Repair Status Codes - Click here if this SECURITY ROLE can access Repair Status Codes.
Patient Report Categories - Click here if this SECURITY ROLE can access Patient Report Categories.
Patient Report Templates - Click here if this SECURITY ROLE can access Patient Report Templates.
HSP Eligibility Types - Click here if this SECURITY ROLE can access HSP Eligibility Types.
Patient Status Codes - Click here if this SECURITY ROLE can access Patient Status Codes.
Patient Note Categories - Click here if this SECURITY ROLE can access Patient Note Categories.
Patient Attachment Categories - Click here if this SECURITY ROLE can access Patient Attachment Categories.
NDIS Service Bookings - Click here if this SECURITY ROLE can access NDIS Service Bookings.
Patient Forms - Click here if this SECURITY ROLE can access Patient Forms.
Call Sources - Click here if this SECURITY ROLE can access Call Solutions.
Call Actions - Click here if this SECURITY ROLE can access Call Actions.
SCHEDULING
Specialists
Specialists - Click here if this SECURITY ROLE can access Specialists.
Specialist Categories - Click here if this SECURITY ROLE can access Specialist Categories.
Specialist Roster - Click here if this SECURITY ROLE can access Specialist Roster.
Goal Specialist Types - Click here if this SECURITY ROLE can access Goal Specialist Types.
Appointments and Recalls
Recall Reasons - Click here if this SECURITY ROLE can access Recall Reasons.
Appointment Types - Click here if this SECURITY ROLE can access Appointment Types.
Appointment Reasons - Click here if this SECURITY ROLE can access Appointment Reasons.
Appointment Status Codes - Click here if this SECURITY ROLE can access Appointment Status Codes.
Outcome Codes - Click here if this SECURITY ROLE can access Outcome Codes.
Appointment Resources - Click here if this SECURITY ROLE can access Appointment Resources.
Recurrence Reasons - Click here if this SECURITY ROLE can access Recurrence Reasons.
Cancellation Reasons - Click here if this SECURITY ROLE can access Cancellation Reasons.
Scheduler Configuration
Scheduler Parameters - Click here if this SECURITY ROLE can access the Scheduler Parameters.
Scheduler Templates - Click here if this SECURITY ROLE can access Scheduler Templates.
ACCOUNTING (AR/AP)
General Settings
Credit Reasons - Click here if this SECURITY ROLE can access Credit Reasons.
Repair Reasons - Click here if this SECURITY ROLE can access Repair Reasons.
Tax Codes - Click here if this SECURITY ROLE can access Tax Codes.
Payment Methods - Click here if this SECURITY ROLE can access Payment Methods.
Aged A/R Status Codes - Click here if this SECURITY ROLE can access Aged A/R Status Codes.
Daily Close Set Up - Click here if this SECURITY ROLE can access Daily Close Set up.
Expense Accounts - Click here if this SECURITY ROLE can access Expense Accounts.
Accounts Receivable Start-Up - Click here if this SECURITY ROLE can access Accounts Receivable Start-Up.
INVENTORY
Standard Products and Services
Product Categories - Click here if this SECURITY ROLE can access Product Categories.
Product Manufacturers - Click here if this SECURITY ROLE can access Product Manufacturers.
Product Price List Codes - Click here if this SECURITY ROLE can access Product Price List Codes.
Product Cost Level Codes - Click here if this SECURITY ROLE can access Product Cost Level Codes.
Product Families - Click here if this SECURITY ROLE can access Product Families.
Product Colors - Click here if this SECURITY ROLE can access Product Colors.
Product Price Ranges - Click here if this SECURITY ROLE can access Product Price Ranges.
Hearing Aid Status Codes - Click here if this SECURITY ROLE can access Hearing Aid Status Codes.
Product Types - Click here if this SECURITY ROLE can access Product Types.
Override Order QTY - Click here if this SECURITY ROLE is allowed to override Order Quantities on products that have an enforceable limit on how many can be ordered.
HSP (Australia Only)
HSP Categories - Click here if this SECURITY ROLE can access HSP Categories.
HSP Items - Click here if this SECURITY ROLE can access HSP Items,
SYSTEM
Company/Location Information
(Note it is advised that only administrators have access to some of these menu options as there are many parameters that control how business processes behave.)
Company Information - Click here if this SECURITY ROLE can access Company Information.
Company Parameters - Click here if this SECURITY ROLE can access Company Parameters.
Location Information - Click here if this SECURITY ROLE can access Location Information.
Region Information - Click here if this SECURITY ROLE can access Region Information.
Security
(Note it is advised that only administrators have access to these menu options as there are many parameters regarding security and access.)
Security Roles - Click here if this SECURITY ROLE can access Security Roles.
Security Settings - Click here if this SECURITY ROLE can access Security Settings.
Application Users - Click here if this SECURITY ROLE can access Application Users.
Documents
(Note it is advised that only administrators have access to these menu options as there are many parameters regarding security and business processes that have accounting implications.)
Document Parameters - Click here if this SECURITY ROLE can access Document Parameters.
Document Comments - Click here if this SECURITY ROLE can access Document Comments.
Date Range Control - Click here if this SECURITY ROLE can access Date Range Control.
Date Range Roll-Over - Click here if this SECURITY ROLE can access Date Range Roll-Over.
General Settings
(Note it is advised that only administrators have access to these menu options as there are important configuration parameters that have business flow implications.)
Web Services- Click here if this SECURITY ROLE can access Web Services.
API Authentication Keys - Click here if this SECURITY ROLE can access API Authentication Keys.
Noah X-Reference - Click here if this SECURITY ROLE can access Noah
Last Numbers - Click here if this SECURITY ROLE can access Last Numbers.
Surveys - Click here if this SECURITY ROLE can access Surveys.
HSP (Australia Only)
(Note it is advised that only administrators have access to these menu options as they control HSP configuration and business flow.)
HSP Parameters - Click here if this SECURITY ROLE can access HSP Parameters.
HSP Minor Customer ID - Click here if this SECURITY ROLE can access HSP Minor Customer ID.
Deletions
(Note it is advised that only users who are allowed to permanently delete items should be given access to the delete options below.)
Patient Information - Click here if this SECURITY ROLE can permanently delete Patient files.
Patient Lead Information - Click here if this SECURITY ROLE can permanently delete Patient Lead files.
Vendor Information - Click here if this SECURITY ROLE can permanently delete Vendor files.
Product Information - Click here if this SECURITY ROLE can permanently delete Product files.
Appointments - Click here if this SECURITY ROLE can permanently delete Appointments.
Canceled Appointments - Click here if this SECURITY ROLE can permanently delete Canceled Appointments.
Expense Accounts - Click here if this SECURITY ROLE can permanently delete Expense Accounts.
Field Access
(Note it is strongly advised that only users who fully understand the business process ramifications of parameters below be granted access.)
Access to Sensitive Data - Click here if this SECURITY ROLE can access visit notes marked as "sensitive".
Anonymize Patient - Click here if this SECURITY ROLE can Anonymize a Patient file, which is not reversible.
Physician Export - Click here if this SECURITY ROLE can perform a Physician Export.
EDI Hard fail Override - Click here if this SECURITY ROLE can manually receive EDI Orders that have "Hard Fails".
Maintenance Plan - Click here if this SECURITY ROLE can edit Patient's Maintenance Plan information.
Maintenance Expiry - Click here if this SECURITY ROLE can edit Patient's Maintenance Plan Expiry dates.
HSP Claim Sent - Click here if this SECURITY ROLE can toggle the "Claim Sent" flag on an HSP Claim. This should NEVER be ticked as HSP will reject a claim if it is resubmitted.
Delete Rejected HSP Items - Click here if this SECURITY ROLE can delete rejected HSP Claims.
Display Hidden Costs - Click here if this SECURITY ROLE is allowed to see Hidden Costs when the clinic purposely hides costs.
Import Data
Appointments - Click here if this SECURITY ROLE is allowed to import Appointments.
Canceled Appointments - Click here if this SECURITY ROLE is allowed to import Canceled Appointments.
Funding Sources - Click here if this SECURITY ROLE is allowed to import Funding Sources.
Lead Information - Click here if this SECURITY ROLE is allowed to import Lead Information.
Listening Devices - Click here if this SECURITY ROLE is allowed to import Listening Devices.
Patient Campaign Sent - Click here if this SECURITY ROLE is allowed to import Campaigns Sent.
Patient Information - Click here if this SECURITY ROLE is allowed to import Patient Information files.
Patient Letters - Click here if this SECURITY ROLE is allowed to import Letters Sent.
Patient Notes - Click here if this SECURITY ROLE is allowed to import Patient Notes.
Patient Recalls - Click here if this SECURITY ROLE is allowed to import Patient Recalls.
Physicians - Click here if this SECURITY ROLE is allowed to import Physicians.
Miscellaneous
Override Stock Take Submission - Click here if this SECURITY ROLE is allowed to override Stock Take Submissions.
Access to All Specialist Signatures - Click here if this SECURITY ROLE is allowed access to all Specialists signatures.
Scheduler Template - Add - Click here if this SECURITY ROLE is allowed to ADD new Scheduler Templates.
Scheduler Template - Edit - Click here if this SECURITY ROLE is allowed to EDIT existing Scheduler Templates.
Scheduler Template - Delete - Click here if this SECURITY ROLE is allowed to DELETE existing Scheduler Templates.
Use HSP Wizard - Click here if this SECURITY ROLE should use the HSP Wizard tool when entering new HSP Claims.
*Note the following parameters are also available within CONFIGURE SYSTEM SETTINGS > SYSTEM > Application Users allowing clinics to design the following security parameters either at the individual user level or at the whole security role level. Since parameters regarding permissions can be set both in APPLICATION USERS or SECURITY ROLES it is important to note that users will be assigned the highest permission if they belong to multiple security roles. For example let's assume a user has permission to discount invoices up to 10% on their user profile within APPLICATION USERS, and belongs to Security Role #1 which has a limit of 35% on discounts and also belongs to Security Role #2 which has a limit of 22% discount permissions the user would have a 35% limit of discounts assigned as that was the highest permissions allocated to this user. It is not necessary to have permissions itemized at both the APPLICATION USER level and the SECURITY ROLE level as all permissions will be designed to review both places.
Unlock Sent EDI Orders - Check this to allow this SECURITY ROLE permission to edit or "unlock" an Order that has been sent via EDI Web Service integration.
Allow Date Range Override - Check to allow this SECURITY ROLE to be exempt from any date range controls that may be set up.
Allow Editing of Visit Notes - Check to allow this SECURITY ROLE permission to edit previously created visit notes regardless of when the visit note was created. If within Security Settings (CONFIGURE SYSTEM SETTINGS > SYSTEM > SECURITY SETTINGS) the VISIT NOTE EDIT DAYS has been defined, checking this field will allow the editing of visit notes regardless of how many days have been set up.
Allow Editing of Reports - Check to allow this SECURITY ROLE permission to edit or delete patient reports. Note that editing or deleting patient reports are only allowed up to 30 days after the note was created. Patient reports created more then 30 days ago are automatically locked.
Allow Entry of Tasks - Indicate if this SECURITY ROLE has permission to create/assign new Tasks to other USERS, other LOCATIONS (based on this users location permissions), both USERS and LOCATIONS or NONE. Tasks are created within Tasks (SYSTEM MENU > TASKS.)
Allow Invoice Changes - Indicate whether this SECURITY ROLE the ability to edit invoices.
Allow Patient Status Changes - Indicate whether this SECURITY ROLE has the ability to edit a patient file status. (IE: Active, Deceased etc.)
Allow Re-Export of A/R Payments - Indicate whether this SECURITY ROLE has the ability to re-export A/R payments. (Note this has accounting ramifications that should be considered before granting this permission.)
Allow Voiding of A/R Payments - Indicate whether this SECURITY ROLE has the ability to void A/R payments. (Note this has accounting ramifications that should be considered before granting this permission.)
Allow Credit Invoices - Indicate whether this SECURITY ROLE has the ability to create credit invoices. If this user can create credit invoices, indicate the maximum credit allowed.
Allow Credit Payments - Indicate whether this SECURITY ROLE has the ability to create credit payments (issue refunds.) If this user has permission to create credit payments then a maximum credit payment amount can be indicated as well.
Allow Product Discounts - Indicate whether this SECURITY ROLE has the ability to give product discounts. If this user is allowed to apply product discounts, the maximum product discount percentage can be indicated as well.
Allow Rounding Amount Changes - Indicate whether this SECURITY ROLE has the ability to edit rounding amounts.
Allow Edit of Locked Appointments - Indicate whether this SECURITY ROLE will be allowed to edit appointments with an appointment status that is "locked."
Allow Document Archive Restoration - (Australia only) Indicate whether this SECURITY ROLE has the ability to restore archived HSP documents/ invoices.
Allow HSP Claim Confirmation - (Australia only) Indicate whether this SECURITY ROLE has the ability to confirm HSP claims to be sent via E-Claiming. (Note this only applies to companies that have opted to enforce the Confirmation process in HSP PARAMETERS.
Allow Return of Approved HSP Claim - (Australia only) Indicate whether this SECURITY ROLE has the ability to return approved HSP claims. Unapproved HSP Claims can be returned if it has been through daily close and it has not been approved and if the claim has not been through daily close and not approved it can be voided.
Allow Reversal of Approved HSP Claim - Gives permission for this SECURITY ROLE to reverse an approved HSP Claim (for Australian Clinics Only). This option allows only approved HSP Claims to be reversed (both products and services.)
To inactivate a Security Role that is no longer needed, click INACTIVE on the main screen. This will prevent this Security Roles from being assigned to other User IDs and will abort the user menu access for User IDs currently assigned to this Security Role. Users assigned to an INACTIVE Security Role will need to be assigned to a new Security Role in order to access menu options.
Click SAVE to store changes. Click EXIT to close the window.