Access rights

When you add all employees, go to Settings → Access rights to set individual access rights for every clinic participant.

First read and understand all available access right settings and then individually assign the access rights to every clinic participant with due consideration to the clinic internal management.

We recommend you first select a Color for every employee. This color is assigned to the visits of patients to every specialist in the Schedule. The selected color is displayed if you activate the parameter Display visits in the doctor’s color in Settings → Schedule. Patient visits are in the color of the visits’ status if the parameter is deactivated.

• General. These are rights of access to the basic settings of the the clinic virtual space and information in the patient cards;
• Schedule. The group of rights enables setting of the employees’ rights of access to the shift schedule of doctors, assistants, administrators and other clinic employees and right to appoint patient visits;
• Treatment Plan. The group of rights regulates access to the treatment plans in the patient cards and enables restriction of showing costs of items and their editing in the treatment plans;
• Reports, salary, settings. The group of rights enables assignment or restriction of the employees’ right of access to the acts of performed works, salary payment, financial and other reports in compliance with duties of the employees.
• Documents. The group of rights regulates access to the patient documents, editing of document templates and forms and also access to the setting of digital signature devices.

To speed up the process of assigning access rights to clinic employees, you can copy them. To do this, click the Copy access rights button located to the left of the specialist icon. After that, in the new window that opens, select the clinic member to whom you want to grant the same access. This option allows you to quickly grant the same access rights to the same category of specialists.

GENERAL

• Super administrator rights - A specialist with this access right can change the parameters of the clinic, which can be found on the  Settings → Other → Clinic settings. Please note that only the clinic owner or another super administrator can grant this right to a clinic member.
• Clinic personnel management - allows a specialist to assign access rights to other clinic specialists on the page Settings → Access Rights. Usually, the access right is assigned only to a head of the clinic and restricted to the doctors, assistants and administrators of the clinic.
• Clinic profile editing - allows a specialist to edit clinic data on the page Settings → Clinic Profile https://cliniccards.com/cabinet#clinic-profile in the Cliniccards system. The access right is assigned only to a head of the clinic and restricted to the doctors, assistants and administrators of the clinic.
• Access to all clinic patients - Enables access of the specialist to all cards of patients in the clinic. The access right is assigned to heads and administrators and restricted to doctors and assistants. Restriction of access of doctors and assistants to all patients of the clinic means that they can work only with the cards of patients having appointed visits to the specialists or if the specialists are involved in the treatment process as provided by the treatment plans or treatment history. It should be noted, that if the access right is restricted to a specialist, he/she has access to the cards for the period before restriction.Thus, the access right restriction is applied for new cards only. Thus, you need to manually delete a specialist from the list of treatment participants in the patient treatment history, if you want to restrict the access right of the specialist to the cards. You shall do this immediately after deactivation of the access right to the specialist.
• Patient deletion - a specialist having the access right is able to delete the patient cards. The access right shall be assigned to the heads of the clinic. We recommend you restrict the access right for administrators and doctors to avoid the data loss because of accidental deletion of a patient card.
• Access to the patients’ contacts - allows a specialist to view the patients’ contacts, including phone numbers, addresses, e-mail. The access right shall be assigned to the administrators as they contact the patients.
• Price list editing - allows specialists to edit the price list data, including add, change, delete and transfer the price list items/sections or their price. The access right is usually assigned to the heads of the clinic and restricted to the administrators, assistants and doctors. Access to the patient finances enables a specialist  to create and view acts of performed works and payments made by the patients. A specialist without the access right can view a list of performed works in the patient card where cost of works is not displayed. Usually, the access right is assigned to the heads and administrators of the clinic and restricted to the doctors or assistants.
• Access to patients' finances – provides access to the Finance section of the patient’s card. If a specialist does not have this access but has Access to manipulation history, then this specialist can see a list of performed manipulations in the patient's card without their cost. As a rule, this access right is granted to clinic managers and administrators and is limited to doctors and assistants.
• Access to manipulation history – provides access to the table with the history of performed manipulations in the Finance section of the patient's card. If a specialist does not have Access to patients’ finances but has Access to manipulation history, in that case, this specialist will see the list of performed manipulations in the patient's card without their cost. On the other hand, if a specialist has Access to patients’ finances but not Access to manipulation history, this specialist will still see a table with the history of performed manipulations and their cost in the Finance section of the patient’s card.
• Patient photo view - enables or restricts view of  photos and files from the patient treatment history even if the photos or files have been downloaded by the specialists. The access right is not applied for the main photo of the patient profile in the heading of the patient card even if the employees are not allowed to view the patient photos.
• Editing of the patient card number - the access right either assigns or restricts the right of a specialist to edit the patient card numbers. The right is usually assigned to the administrators.
• Editing of the patient profile - restriction of the access right means that a specialist is able to view passport data from the patient profile but can't change them. The access right is usually restricted to the doctors and assistants.
• Deleting files from clinical photo flow - allows or prohibits a specialist from deleting photos and files contained in a clinical photo flow. At the same time, the specialist retains the right to delete photos and files from their own photo flow or from the treatment stages they have created in the patient's treatment history.
• Can share patients outside the clinic - allows the member to share patient records with specialists from other clinics. If this right is restricted, the member will be able to share cards only within the clinic. You can view patient cards to which specialists from other clinics have been added in the Patients shared outside the clinic report.

SCHEDULE

• Access to the schedule - the access right either enables or restricts the right of a specialist to view any schedule data.
• Editing of the clinic schedule - a specialist having the right can change the clinic working hours, time reserves, types of employees and other schedule parameters in the section Settings-Schedule. The access right is assigned to the heads and senior administrators.
• Access to all visits in the schedule - a specialist having the right can view all visits of patients appointed for any doctor working in the clinic. A specialist without the access right can view only the visits scheduled for him/her.  The access right to view visits in the schedule is obligatory assigned to heads and administrators of the clinic. A head of the clinic decides on assignment of the access for doctors and administrators.
• Visit editing - a specialist without the access right is unable to create new visits and edit the existing ones. The access rights can be restricted for the doctors and assistants. Administrators and heads shall be able to edit the visits.
• Editing of the doctors’ work shifts - a specialist without the right is unable to create doctors’ work shifts and/or edit the available ones. The specialist without the access right to the editing of work shifts also does not have access to the report Doctors’ work shifts. The access right is restricted for the doctors and assistants. It is desirable to assign the access right for administrators and heads.
• Access to the assistant schedules - a specialist without the access right is unable to view and edit any data in the schedule Assistants. A specialist with the restricted right  to view an assistant schedule and also does not have access to the report Assistant work shifts.
• Assistant work shift editing - a specialist having an assistant status with the restricted access right is unable to create new work shifts for assistants and edit the existing ones. A specialist with the restricted access to the editing of changes and KPI also does not have access to the report Assistant Work Shifts. The access right is usually restricted for the assistants and/or doctors. It is desirable to assign the access right for administrators and heads.
• Access to all assistant work shifts  - a specialist with the restricted right of access to all assistant work shifts is unable to view details of the schedule of all assistants working in the clinic. Herewith, the specialist is still able to edit assistant work shifts. Thus, we recommend you to restrict the right to Edit Assistant Work Shifts for the specialists who are not involved in the assistant schedule arrangement. A specialist with the restricted access to the editing of shifts also does not have access to the report Assistant shifts.
• Administrators. Access to the schedule - a specialist without the right of access is unable to view sections in the schedule Administrators, etc. Herewith the administrator still has access to the report Administrator work  shifts.
• Editing of administrator shifts and КРІ - a specialist with a restricted right of access is unable to create new work shifts for administrators and edit the available ones. A person without the access right is also restricted to create and edit КРI indicators for administrators. A specialist with the restricted right to edit work shifts and KPI also has no access to the report Administrator work shifts. The access right is usually restricted for junior administrators and/or doctors.
• Access to the administrator work shifts and KPI - the access right enables or restricts the specialist to view, edit or delete changes for administrators or delete administrator work shifts and reports on the administrator work shifts. The access rights also regulate ability to view or edit administrator KPI parameters. A specialist with the restricted access right to the administrator work shifts and KPI has also no access to the report Administrator work shifts. The access rights are usually restricted for junior administrators, assistants and/or doctors.
• Access to deletion of visits, work shifts or time reserves - a specialist without the access right can create and edit patient visits, specialist work shifts and time reserves by restricting deletion of the visits, shifts and time reserves in the schedule.
• Access to the waiting list - a specialist without the right is restricted to add patients to the waiting list. The waiting list function enables quick filling of the gaps in the work schedule of the clinic doctors by using a list of patients waiting for a visit to a certain specialist. Click the icon Waiting List at the top of the toolbar to add patients to the waiting list. The access right must be assigned to the clinic administrators and heads. A head shall decide on assignment of the right for doctors and assistants.
• Access to the reminders  - reminders is a convenient tool used in the daily routine of the clinic. It is used to create reminders for the specialist on certain patients in section Visit in the cards of the patients. The reminders not related to patients and created by using the “Bell” icon at the top of the control panel allows you to control execution of different operational tasks. Restriction of the right means that a specialist is unable to view, add or delete any reminders related to the patients of the clinic. The specialists having restricted right of access to the reminders can create, edit, delete and execute the reminders involving the tasks not related to the patients (personal reminders).
• View all reminders in the log - the access right enables a specialist to work with the report Reminders containing all patient-related reminders created in the clinic. A specialist with the restricted access right can view and edit only personal reminders, i.e. if the specialist is responsible for execution of the reminder.
• Access to the doctor’s notes - a specialist having access to the Doctor’s Notes can add and edit the doctor’s notes in the tab Visit in the patient card if they are used in the clinic. A specialist without the access right can only view the doctor’s notes. He/she is unable to add, edit or delete them.Only a clinic owner can activate the doctor’s notes. Go to the Settings → Other → Clinic Settings and select Use the doctors’ notes. 

TREATMENT PLANS

• Editing of treatment plan prices - if necessary, a specialist having the right to edit prices in the treatment plans can change a price of any manipulation in the price list for the treatment plan upon creation of the treatment plan. A specialist without the access right is not able to change prices of manipulations.
• Access to the treatment plans - a specialist with the deactivated right of access to the status cannot view the section Treatment Plan in a patient card. Thus, the specialist is not able to work with the treatment plans of the patients. Find more information on all the created treatment plans of the patients in the report Treatment plans.
• Access to the treatment plan prices - a specialist without the access right cannot view prices of manipulations in the price lists of the treatment plan. Thus,  a specialist having the corresponding access right can create, edit and delete the treatment plans but he/she does not see the prices of manipulations he/she adds.
• Editing of discounts in the treatment plans - a specialist with the active access right is able to set or edit a discount in a treatment plan upon creation of the treatment plan. If the access right is deactivated, a specialist cannot set or edit the discount. There are three types of discount in the treatment plan: full treatment plan discount, discount for a certain stage of the treatment plan and individual items of the treatment plan price list.
• Dental formula editing - a specialist with the right of access can create a new stage including a dental formula in the treatment plan and edit previous stages. If the access right is inactive, a specialist can view created dental formulas but cannot edit them or create a new one.

REPORTS. PAYMENT. SETTINGS

• Access to the salary - a specialist can set salaries of the specialists working in the clinic. Thus, the specialist having the access right can specify and change parameters of salary calculation for every specialist working in the clinic, pay salaries and view the salary reports.
• Work with spendings - a specialist is able to create and edit spending categories, record spendings of the clinic and view the spending reports.
• Access to the clinic reports - a specialist can view general financial reports of the clinic in the category Clinic Reports of the section Reports. Managers and administrators of the clinic usually have access to the report. Moreover, go to the section Settings - Access rights - Time restrictions to restrict an available date interval when the clinic employees can view these and other financial reports. A specialist can view general financial reports of the clinic in the category Clinic Reports of the section Reports. Heads and administrators of the clinic usually have access to the report. Moreover, use the time restriction option to restrict the period, during which the report data are available. Go to the section Settings - Access rights - Time restrictions to set the restrictions for clinic employees.
• Access to the reports on payments, acts, works - a specialist has access to the following reports:
  • Acts  is a table with the data on all acts created in the clinic.
  • Patient payments is a report with the data on all reports made by the patients.
  • Performed works is a report with the data on all services provided to the patients in the clinic. Heads and administrators of the clinic usually have access to the report. Moreover, use the time restriction option to restrict the period, during the report data are available. Go to the section Settings - Access rights - Time restrictions to set the restrictions for clinic employees.
• Access to the report on all clinic patients - a specialist has access to the report on the Clinic Patients containing the main information on the patients of the clinic. The report is used as an advanced file of patients. A specialist without the access right is unable to view the reports Clinic patients, Forgotten patients and Birthdays.
• Access to the report on patients with debts, Advanced payments - a specialist has access to the group of reports PATIENTS containing summary tables with the data on all patients with debts for the provided services or advance payments. These are the following reports:
  • Patients with debts 
  • Patients with advance payments 
  • Patients with debts for a period 
  • Patients with advanced payments for a period
• Access to the editing log - allows or restricts access of a specialist to the report enabling tracking of all actions of the clinic employees and stores the history of all changes in the Cliniccards system. This report is in the section Reports → Editing log.
• Editing of diagnosis templates  - allows or restricts creation of new or changing of available diagnosis templates used to fill the patient treatment history. Go to Settings → Other → Diagnosis templates to set the diagnosis templates.
• Editing of names in the invoice - allows or restricts changing names of new manipulations added to the acts of performed works upon creation or editing. Herewith, this right is not applied to the editing of items in the treatment plan, as there is no option for editing names of the added manipulations.
• Editing of prices in the invoice - allows or restricts changing cost of manipulations added to the acts of performed works upon creation or editing of the act.
  
• Editing of discounts in the invoice - enables or restricts assignment and/or changing of manipulation discounts added to the acts of performed works. The right is not applied to the treatment plans and a specialist, who does not have the right, can specify the manipulation discount upon creation of the treatment plan.
• Removing invoices - allows or prohibits a specialist from removing invoices of performed work in the Finance section of the patient's card. Please note that this access right does not apply to Patient payments and does not limit the ability to view, edit, and create invoices.

DOCUMENTS

• Access to the patient documents - either allows or restricts access of a specialist to the section Patient Card Documents.
  
• Access to the document templates editing - allows or restricts  creation of document templates or editing of available diagnosis templates (patient document templates, templates of the acts of performed works, templates of previous acts, payment templates, templates of the treatment plans, templates of reports of the acts provided to the insurance companies) by a specialist. Herewith, a specialist still can create a patient document template in the section Patient Card Documents.
  Deletion of the Patient Documents The right of a specialist access either allows or restricts deletion of documents signed by a patient in the section Patient Card Documents. The access right is usually provided to a head and senior administrators of the clinic. We recommend you to restrict the right for a doctor and his/her assistant to avoid loss of data.
• Digital signature devices - either allows or restricts setting (adding or deletion) of the digital signature devices used to sign digital documents by patients.
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