Client Access Permission Definitions
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'
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
|
Setting Client Access permissions for a Role
Each role has a series of Client access permissions set by default. These are
defined in the title of the Role. The Client access permissions within a defined role, or in a new role can be changed by doing the following:
From System > Manage Permissions
OR
System > Options > User Administration > Permissions > Manage Roles and Permissions
Open the Role that needs updating
Scroll down the to Clients (4000 permissions series)
Click on one of the hyperlinks
The Client Permissions Management screen will display
Select the relevant permission/s from the first 5 boxes
-
Choosing a permission from the screen will enable any other dependent permissions based on the table above.
Select the relevant Document, Email, SMS and Phone History permissions
Use the
Clear All button to start again if need be
Click OK
The relevant permissions will be displayed in the Roles permissions list.