Learn how to manage User Roles, and what each Permission can grant you.
Table of Contents
Roles are a way to create access for a group of users, and Permissions are assigned within those Roles to grant access. Anyone with Admin access is able to create additional roles and assign permissions to those roles. You can create new Roles or utilize existing Roles by navigating to the Admin > Staff > Manage > Manage Roles section.
👥 Roles
By default, all hospitals will have the following Roles already available in their Instinct:
- Auditor – Allows editing and voiding on Invoice
- Cashier – Allows managing payments
- Admin – Admin User Role
- Doctor – Doctor User Role
- Staff – Staff User Role
EMR hospitals will have all of the above, including the following Role if they have our Appointment Calendar feature enabled:
- Calendar Scheduler – Allows users to create and manage appointments, events, and dropoffs
Anyone with admin access is able to create additional roles and assign permissions to those roles. Role permissions can be reviewed, edited, and created by clicking on the Manage button at the top in Admin > Staff. The orange check mark indicates which permissions are enabled for each role.
Steps to create additional Roles:
- Select New at the bottom of the Roles list
- Create a label and description for the new Role
- Select the Permissions you want that Role to have
- Select Save
Now you can assign the new Role to the appropriate users
🔐 Permissions Available
📓 Please Note: Although visible in your Permissions list, some Permissions are only available for our Instinct EMR product.
| admin_account_alerts | Allows access to manage account alerts |
| admin_account_merge | Allows access to merge client accounts (EMR only) |
| admin_account_types | Allows access to manage account types |
| admin_alerts | Allows access to manage alerts in admin |
| admin_calendars | Allows access to manage calendars in admin (EMR only) |
| admin_categories | Allows access to manage categories in admin |
| admin_charts | Allows access to manage charts in admin (EMR only) |
| admin_code_status | Allows access to manage code status in admin |
| admin_discounts | Allows access to manage discounts in admin (EMR only) |
| admin_dymo | Allows user to administer DYMO printers (EMR only) |
| admin_estimates | Allows access to manage estimates in admin (EMR only) |
| admin_exams | Allows access to manage exams in admin |
| admin_hospitalizations | Allows access to manage hospitalizations in admin |
| admin_integrations | Allow access to manage integrations and integration credentials (EMR only) |
| admin_invoice_tags | Allows access to manage invoice tags in admin (EMR only) |
| admin_payment_devices | Allows access to manage payment devices in admin (EMR only) |
| admin_product_groups | Allows access to manage product groups in admin |
| admin_products | Allows access to manage products in admin |
| admin_reminder_labels | Allows access to manage Reminder Labels in the admin (EMR only) |
| admin_services | Allows access to manage services in admin |
| admin_staff | Allows access to manage staff in admin |
| admin_taxes | Allows access to manage tax classes in admin (EMR only) |
| admin_wards | Allows access to manage wards in admin |
| admin_workflow_tags | Allows access to manage workflow tags in admin |
| analytics_accounts_receivable_summary_report | Allows access to the Account Receivable Summary Report in Analytics (EMR only) |
| analytics_controlled_substance_report | Allows access to the Controlled Substance Report in Analytics (EMR only) |
| analytics_deceased_patients_report | Allows access to Deceased Patients Report (EMR only) |
| analytics_incomplete_charts_report | Allows access to the Incomplete Charts Report in Analytics (EMR only) |
| analytics_open_invoices_report | Allows access to Open Invoice Report in Analytics (EMR only) |
| analytics_order_summary_report | Allows access to the Order Summary Report in Analytics (EMR only) |
| analytics_patient_census_report | Allows access to the Patient Census Report in Analytics (EMR only) |
| analytics_practice_summary_report | Allows access to the Practice Summary Report in Analytics (EMR only) |
| analytics_provider_summary_details_collected_report | Allows access to the Provider Summary Details – Collected Invoicing Report in Analytics (EMR only) |
| analytics_provider_summary_details_invoiced_report | Allows access to the Provider Summary Details Invoiced Report in Analytics (EMR only) |
| analytics_provider_summary_report | Allows access to Provider Summary Report (EMR only) |
| analytics_referrer_details_report | Allows access to the Referrer Details Report in Analytics (EMR only) |
| analytics_revenue_details_report | Allows access to the Revenue Details Report in Analytics (EMR only) |
| analytics_taxes_discount_report | Allows access to the Taxes and Discount Report in Analytics (EMR only) |
| analytics_transaction_details_report | Allows access to the Transaction Details Report in Analytics (EMR only) |
| analytics_transaction_summary_report | Allows access to the Transaction Summary Report in Analytics (EMR only) |
| apply_discounts | Allows users to apply discounts to patients, accounts, and invoices (EMR only) |
| approve_draft_orders | Allows users to approve draft orders |
| business_office_manage_accounts_and_patients* | Allows access to business office accounts and patients |
| business_office_manage_referrers* | Allows access to business office referrers (EMR only) |
| business_office_read_only* | Allows read only access to business office |
| calendar_manage_appointments | Allows users to create/edit calendar entities (EMR only) |
| client_chat_full_access | Allow full access to client chat (EMR only) |
| close_invoice | Allow users to close an invoice (EMR only) |
| comm_log_outbound_messages | Allows access to send outbound email messages in comm log (EMR only) |
| create_draft_orders | Users can only create draft orders for medications, infusions, diagnostics, & misc. treatments |
| financial_ledger | Allows access to financial screen and accounts ledger (EMR only) |
| invoice_create_line_item | Allows users to create new line items on an invoice (EMR only) |
| invoice_edit_line_item | Allows users to edit items on an invoice (EMR only) |
| invoice_void_line_item | Allows users to void items on an invoice (EMR only) |
| is_doctor | User will be displayed as a doctor in the app |
| payment_record | Allows users to record a new payment (EMR only) |
| payment_refund | Allows users to record a new refund (EMR only) |
| payment_unapply | Allows users to unapply payments (EMR only) |
| payment_void | Allows users to void payments (EMR only) |
| product_override_default_provider | Allow user to change the provider field for products with a set default provider |
| transaction_update | Allow users to update transactions (EMR only) |
* Important Note: If a user has none of the business_office permissions, the Business Office icon does not display in the left navigation bar and is not accessible via any other path in the app.
🧠Test your knowledge with our Careville Quiz!