Knowledge Base

 
 

Version 7, 2019

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Permission & Role definitions


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Default Role definitions

Bp Allied provides some defined roles to enable setting up permissions to be easier. New roles based on these can be added.
 
These are:
 
All of the Practitioner Roles are restricted from the following: running financial reports, processing refunds, deleting referrers or editing products and services, no Administrative Access (5000 Series) except Change Practitioner if they are the Primary Practitioner.
 

Permission definitions

The table below defines all of the permissions used in BpAllied and also defines what permissions are set as permitted in the default roles. See here for additional details on the 4000 Client Access Permissions.
ID
Permission
Defnition
Reception
Practitioner - Own Clients
Office Manager
System Administrator
Practitioner - All Clients
Practitioner - Own Clients and All Consults
1000
Report - Appointments Not Invoiced
Allows / denies access to the Appointments Not Invoiced Report
Y
N
Y
Y
N
N
1001
Report - Draft Invoices
Allows / denies access to the Draft Invoices Report
Y
N
Y
Y
N
N
1002
Report - Appointment Summary Report
Allows / denies access to the Appointment Summary Report
Y
N
Y
Y
N
N
1003
Report - Contact Details Export
Allows / denies access to the Contact Details Export
Y
N
Y
Y
N
N
1004
Report - Item Sales Report
Allows / denies access to the Item Sales Report
Y
N
Y
Y
N
N
1005
Report - Client Birthday List
Allows / denies access to the Client Birthday List
Y
Y
Y
Y
Y
Y
1006
Report - Client Statistics
Allows / denies access to the Client Statistics
Y
N
Y
Y
N
N
1007
Report - Outstanding Balance
Allows / denies access to the Outstanding Balance
Y
N
Y
Y
N
N
1008
Report - Outstanding Invoices
Allows / denies access to the Outstanding Invoices
Y
N
Y
Y
N
N
1009
Report - Banking
Allows / denies access to the Banking
Y
N
Y
Y
N
N
1010
Report - Transaction Summary
Allows / denies access to the Transaction Summary
Y
N
Y
Y
N
N
1011
Report - Referral Report
Allows / denies access to the Referral Report
Y
Y
Y
Y
Y
Y
1012
Report - Full Client List
Allows / denies access to the Full Client List
Y
Y
Y
Y
Y
Y
1013
Report - Client Analysis
Allows / denies access to the Client Analysis Report
Y
N
Y
Y
N
N
1014
Reports - Tyro Reconcilliation Summary
Allows / denies access to the Tyro Reconcilliation Summary
Y
N
N
Y
N
N
1015
Reports - Tyro Reconcilliation Detail
Allows / denies access to the Tyro Reconcilliation Detail
Y
N
N
Y
N
N
1016
Reports - Can see All Clients in All Permitted Reports
Overrides the setting that users will only see the Clients that they have access to in the reports with the exception of Invoices to Third Party Biller that include Multiple Clients and will run reports based on All Clients regardless of the users Client Permissions
N
N
Y
Y
N
N
1017
Reports - ATAPS Reports (ATAPS Psychology Version only)
Allows / denies access to the three ATAPS Reports
N
N
N
Y
N
N
1018
Report - Referrer Revenue Report
Allows / denies access to the Referrer Revenue Report
N
N
Y
Y
N
N
1022
Reports - Permitted to run Custom Reports
Allows / denies access to run all the available Custom Reports. No ability to segregate the running of these reports is available at this time.
Y
N
Y
Y
N
N
1023
Report - Tasks Master
Allows / denies access to the Tasks Master Report
N
Y
N
Y
Y
Y
1025
Report - MYOB Exports
Allows / denies access to the MYOB Exports Report
Y
N
Y
Y
N
N
1027
Report - Expenses Report
Allows / denies access to the Expenses Report
Y
N
Y
Y
N
N
1028
Permitted to change Client Practitioner
Allows / denies access to update which practitioner is set as Primary.
N
N
Y
Y
N
N
1029
Permitted to open / edit resource files
Allows / denies access to open or edit files attached to task templates
Y
Y
Y
Y
Y
Y
1030
Report - Medicare Claim History
Allows / denies access to the Medicare Claim History Report
Y
N
N
Y
N
N
1031
Report - NDIS
Allows / denies access to the NDIS Report
Y
N
N
Y
N
N
2000
Invoicing - View
Allows / denies access to view Invoices for Clients that the user has access to with the exception of Invoices to Third Party Biller that include Multiple Clients.
Y
Y
Y
Y
Y
Y
2001
Invoicing - Edit
Allows / denies access to edit Invoices for Clients that the user has access to with the exception of Invoices to Third Party Biller that include Multiple Clients.
Y
Y
Y
Y
Y
Y
2002
Can Manage the Save a copy of an Invoice when Printed
Allows / denies access to this practice-wide setting in Options > Invoices. This option automates saving of invoices when they are printed.
N
N
N
Y
N
N
2010
Invoicing - Can process Refunds
Allows / denies access to process refunds
Y
N
Y
Y
N
N
2020
Invoicing – Can manually decline claim
Allows / denies access to the Manual Decline button in the Medicare Claim History Report
N
N
Y
Y
N
N
3000
Referrers - View
Allows / denies access to view Referrers in Data Maintenance
Y
Y
Y
Y
Y
Y
3001
Referrers - Edit
Allows / denies access to edit Referrers in Data Maintenance
Y
Y
Y
Y
Y
Y
3002
Referrers - Delete
Allows / denies access to delete Referrers in Data Maintenance
Y
N
Y
Y
N
N
3010
Task Templates - View
Allows / denies access to view Task Templates in Data Maintenance
Y
Y
Y
Y
Y
Y
3011
Task Templates - Edit
Allows / denies access to edit Task Templates in Data Maintenance
Y
Y
Y
Y
Y
Y
3020
Product & Services - View
Allows / denies access to view Products and Services in Data Maintenance
Y
Y
Y
Y
Y
Y
3021
Products & Services - Edit
Allows / denies access to edit Products and Services in Data Maintenance
Y
N
Y
Y
N
N
4000
Clients - Can View All Client Names & Demographics
See here for additional details on the 4000 Client Access Permissions.
Y
N
Y
Y
Y
N
4001
Clients - Can Edit All Client Names & Demographics
See here for additional details on the 4000 Client Access Permissions.
Y
N
Y
Y
Y
N
4002
Clients - Can View All Client History & Consultations
See here for additional details on the 4000 Client Access Permissions.
N
N
Y
Y
Y
N
4003
Clients - Can Edit All Client History & Consultations
See here for additional details on the 4000 Client Access Permissions.
N
N
N
N
Y
N
4004
Clients - Can View Own Client Names & Demographics
See here for additional details on the 4000 Client Access Permissions.
N
Y
N
N
N
Y
4005
Clients - Can Edit Own Client Names & Demographics
See here for additional details on the 4000 Client Access Permissions.
N
Y
N
N
N
Y
4006
Clients - Can View Own Clients, History & All Consultations
See here for additional details on the 4000 Client Access Permissions.
N
N
N
N
N
Y
4007
Clients - Can Edit Own Clients, History & All Consultations
See here for additional details on the 4000 Client Access Permissions.
N
N
N
N
N
Y
4008
Clients - Can View Own Clients, History & Own Consultations Only
See here for additional details on the 4000 Client Access Permissions.
N
Y
N
N
N
N
4009
Clients - Can Edit Own Clients, History & Own Consultations Only
See here for additional details on the 4000 Client Access Permissions.
N
Y
N
N
N
N
4010
Clients - Can Edit Own Clients, History, Edit Own Consultations & View all Other Consultations
See here for additional details on the 4000 Client Access Permissions.
N
N
N
N
N
N
4019
Clients - No Access to Documents
See here for additional details on the 4000 Client Access Permissions.
N
N
N
N
N
N
4020
Clients - Can View List of Documents and Add
See here for additional details on the 4000 Client Access Permissions.
N
N
Y
N
N
N
4021
Clients - Can View List Open and Edit All Documents
See here for additional details on the 4000 Client Access Permissions.
Y
N
N
Y
Y
Y
4022
Clients - Can View List Open and Edit Own Documents
See here for additional details on the 4000 Client Access Permissions.
N
Y
N
N
N
N
4023
Clients - Can Delete Documents
Allows / denies access to delete the documents that the user has access to
N
Y
Y
Y
Y
Y
4030
Clients - Permitted to Delete Clients
Allows / denies access to delete the clients that the user has access to
N
N
Y
Y
N
N
5000
Can Manage Users and Permissions
Allows / denies access to other users and the Permissions tab in Options > User Administration and System > Manage Permissions option
N
N
N
Y
N
N
5001
Permitted to change Client Practitioner
Allows / denies access to override the Primary Practitioner assigned to a client. If the Practitioner is the Primary Practitioner then they automatically have access to do this.
Y
N
Y
Y
N
N
5002
Can Manage Access to Custom Reports
Allows / denies access to update the Custom Reports in Data Maintenance
N
N
N
Y
N
N
5003
Can Allocate Client IDs in Options
Allows / denies access to update Client ID's in Options > Client Details
N
N
Y
Y
N
N
5004
Can Manage Mailchimp in Options
Allows / denies access to update and run the Mailchimp export in Options > Mailchimp
N
N
Y
Y
N
N
5005
Can Manage ATAPS SLK Allocation
Allows / denies access to allocate SLK's in Options > Client Details and also to run the Generate SLK button in Client Details
N
N
Y
Y
N
N
5006
Can Merge Clients
Allows / denies access to merge two client records together in the System tab.
Y
N
Y
Y
N
N
5007
Can Import Clients
Allows / denies access to import clients using the Client Import option in the Help tab. Note the Administrator password is also required to access this.
N
N
Y
Y
N
N
5008
Can set next Invoice and/or Payment Numbers
Allows / denies access to setting Invoice, Payment and Refund numbers per location in Options > Invoices
N
N
Y
Y
N
N
5009
Can set Practice Layout for Client Details
Allows / denies access to setting and updating the Practice layout in Options > Client Details
N
N
Y
Y
N
N
5010
Can Administer Calendar Access
Allows / denies access to administer calendars for all users in Options > Calendars > Calendar Administration
Y
N
Y
Y
N
N
5011
Can view Audit Log
Allows / denies access to the Audit Log in the System tab.
N
N
Y
Y
N
N
5012
Can manage Online Bookings in options
Allows / denies the user access to change the system option of allowing an online booking vendor database access
N
N
Y
Y
N
N
5013
Can customise Client Details Layout
Allows / denies the user to use the Customise option in Client Details to change the layout of the Client Details screens
Y
Y
Y
Y
Y
Y
6000
Can Merge any data into Letters (in Client History and Consultation Notes)
Allows / denies access to merge history and consultation data for any client. Designed for use by Reception staff who do not have access to view a clients History and Consultations section in client Details. When turned on this applies to all clients.
Y
N
Y
Y
Y
N
 

Client access definitions

Client Access table
Holds the definitions of which user can access which client
Own Client
A client that a Practitioner is specified as the primary practitioner for (OR) where a practitioner has View or Edit demographic permissions defined for that Client
Own Consultations
Displays only the consultations for a Client where that Practitioner was the practitioner who carried out the consultation
All Clients
Where a user has access to all Clients in the database irrespective of who is assigned as the primary practitioner
All Consultations
Displays all consultations for a Client that a practitioner has access to, regardless of whether that consultation was carried out by that practitioner or another practitioner
Primary Practitioner
Practitioner who is given Primary access to a Clients records
There can be only one.
 
Implicitly grants the practitioner the right to grant access to other practitioners.
 
For a New Client the Default Primary Practitioner is:
1. If the logged in User is a Practitioner, then user becomes Primary Practitioner
2. If the Office has only one practitioner, then that practitioner becomes Primary Practitioner.
Secondary Practitioner
Practitioner who has rights to view or edit a Client's information as specified in the Client Access table but who is not defined as the Primary Practitioner
 
 

Client access permissions

Whilst most permissions are set to either on or off, can access or can not access something, the permissions in relation to viewing and editing Client data are not as straight forward. There are 10 categories of Client Access permissions that can be set against a role, along with four options that effect the addition and viewing of documents, emails, SMS and Phone Call History. These are defined in the table below.
Permission ID
Permission Name
Effect on
Demographics
Effect on
History
Effect on
Consultations
Effect on
Documents
4000
Clients - Can View All Client Names & Demographics
View All
N/A
N/A
N/A
4001
Clients - Can Edit All Client Names & Demographics
Edit All
N/A
N/A
N/A
4002
Clients - Can View All Client History & Consultations
View All
View All
View All
N/A
4003
Clients - Can Edit All Client History & Consultations
Edit All
Edit All
Edit All
N/A
4004
Clients - Can View Own Client Names & Demographics
View Own
N/A
N/A
N/A
4005
Clients - Can Edit Own Client Names & Demographics
Edit Own
N/A
N/A
N/A
4006
Clients - Can View Own Clients, History & All Consultations
View Own
View Own
View Own - all consults
N/A
4007
Clients - Can Edit Own Clients, History & All Consultations
Edit Own
Edit Own
Edit Own - edits all consults for own clients (regardless of the practitioner the appointment was with)
N/A
4008
Clients - Can View Own Clients, History & Own Consultations Only
View Own
View Own
View Own - own consults
N/A
4009
Clients - Can Edit Own Clients, History & Own Consultations Only
Edit Own
Edit Own
Edit Own - own consults only
N/A
4010
Clients - Can Edit Own Clients, History & Own Consultations Only & View all other Consultations*
Edit Own
Edit Own
Edit Own - own consults, View All consults for own Clients (regardless of Practitioner appointment was with)
N/A
 
 
 
 
 
 
4019
Clients - No access to Documents
N/A
N/A
N/A
None
4020
Clients - Can View List of Documents and Add
N/A
N/A
N/A
View/Add
4021
Clients - Can View List Open and Edit All Documents**
N/A
N/A
N/A
View Open/Edit All
4022
Clients - Can View List Open and Edit Own Documents
N/A
N/A
N/A
View Open/Edit Own
4023
Clients - Can Delete Documents
N/A
N/A
N/A
N/A
4030
Clients - Permitted to Delete Clients
N/A
N/A
N/A
N/A
 
* Permissions 4010 is a cut down version of 4007. For Clients that are defined as their Own, the only consultations that can be edited are those that the Practitioner has carried out themselves (e.g. their name is the practitioner against the appointment) but if that Client has had appointments with other practitioners, then they can view those as well.
** Permission 4021 works in a functional sense as it is supposed to for all Roles, but from a visual sense it 'looks' wrong for 'Own Clients All Consults' role as it sets all docs available for all Clients not just 'Own' clients. Functionally this is ok as the Role User cannot access the client due to the demographics permission being set to 'None'