User Roles & Permissions

How to create a user role

User roles define which sections of the site your users will have access to, and what actions they are able to perform. In order to create a user role, please follow the instructions below:

1. Select Masters, then User Roles

2. Select Add Role in the top left

3. Enter in the name of your role and make sure that it is marked active so it can be assigned to your users.

How to Add Role Permissions

Role permissions will determine the level of access each of your users has in the system. In order to set up role permissions, please follow these steps:

1. Go to Masters, and select Role Permissions

2. Make sure that you have the appropriate role selected in the drop down menu

3. Assign your permissions from the menu below. Permissions are considered “assigned” when the corresponding checkbox is green.

Sample Role Permission Setups: RBT and BCBA

Here is a sample outline of some permissions a BCBA role may have in the systems (permissions for specific organizations may vary):

• Manage User -  Your BCBA may need the option to upload user documents, but may not need permission to add or edit user profiles (that permission can be reserved for an Admin role)

• Manage Client - Your BCBA may need access to the client list, along with being able to add new clients, edit basic client information, allow access to data collection setup and graphs, and also add authorization information.     

• Keep in mind, the View Team Clients permission will restrict users to only being able to see clients assigned to themselves or their staff team. If you would like the user to be able to see all clients without restriction, make sure to keep this permission unchecked.

• Scheduling - Your BCBA may need to have the ability to add, edit and delete appointments on the schedule, along with viewing and creating soap notes. You can also restrict them to only being able to create and/or view their own notes (this example can create their own notes, and view other notes).

• You will want to use caution when assigning the Modify Appointment After Rendering permission. This will allow users to make changes to an appointment after it has been completed by the clinician.

• Exercise caution when assigning the “Edit Appointment After Claim Submission” permission. This will allow a user to make changes to the appointment after a claim has been submitted from Theralytics, which can cause issues if the claim is still in process.

Note: Any changes made to the permissions, will require the user to refresh the page after selecting 'Submit' for the changes to reflect on their portal.