Permission and Role Definitions

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.

  • System Administrator - By default there MUST always be one user set as the System Administrator, if there is only one User, then this will be the role that is set. This user has access to all functions in Bp Allied and the permissions set against this role are unable to changed.
  • Office Manager - Access to all functions except Manage users and Custom reports.
  • Reception - Access to see all Clients but unable to view History or Consultation details, can run all reports (except custom), unable to delete documents, phone calls/emails or Clients, can merge all Client info into letters, can change Client Practitioner and Administer Calendars.
  • There are three default practitioner related roles, each with an increasing restricted level of access to Client data.
  • Practitioner (All Clients) - Practitioner is able to access all Client information including demographics, history and consultations for all Clients. Enabled permission are 4001, 4003 and 4021.
  • Practitioner (Own Clients - All Consults) - Practitioner is able to access Client information including appointments, demographics, history and consultations for the Clients that the practitioner is assigned to only. If a client is shared between multiple practitioners, then this practitioner can see Consultations by those other practitioners too. Enabled permissions are 4005, 4007 and 4022.  If viewing the consultations carried out by other practitioners for their clients is required then permission 4010 rather than 4007 must be enabled.
  • Practitioner (Own Clients - Own Consults) - Practitioner is able to access Client information including appointments, demographics, history and consultations for the Clients that the practitioner is assigned to only. If a client is shared between multiple practitioners, then this practitioner can NOT edit or view Consultations by other practitioners. Enabled permissions are 4005, 4009 and 4022.

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.

ID

Permission

Definition

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 Reconciliation Summary

Allows/denies access to the Tyro Reconciliation Summary.

Y

N

N

Y

N

N

1015

Reports - Tyro Reconciliation Detail

Allows/denies access to the Tyro Reconciliation 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, 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

5014

Can change the "Multiple current referral" setting

Allows/denies the user the ability to change the practice-wide setting Allows Multiple Current Referrals.

N

N

N

Y

N

N

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.

For a New Client the Default Primary Practitioner is:

  • If the logged in User is a Practitioner, then user becomes Primary Practitioner.
  • 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.

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'