The User Administration section is used to add new users to A2C: Clinic Controller and to set the user’s permissions. Permissions determine which areas of A2C will be accessible to the user. As a rule, users should not be granted any permission which they do not require in order to perform their jobs. To create a new user you will need to create the user (see User Administration below) and then assign permissions to the user.
For More Information See articles: [User Administration] [Edit a Role] [Roles]
A role is a set of permissions that is created to define what functions can be performed by an employee. For instance, if you have a five-clinic company, you might have five Front Office personnel. You can create a single role, called Front Office, and assign that role to each of those five individuals. This is also referred to as Role-based Access Control.
Using roles allows you to focus on job functions or titles, rather than individual people. That way, as personnel changes, you can quickly give the new person the same role with very little effort and time. Also, if you need to make a change to a permissions within the role, you are able to do that one time, and it automatically is changed for each of the five employees.
It is important to note that users can and generally will have multiple roles.
We have created a set of roles for job functions typically found within Physical Therapy clinics. If you have employees who perform multiple job functions, such as a combined Front Office and Billing person, that employee would be assigned both those roles. When roles are combined the permissions within those roles are merged together.
Along with particular permissions for specific functions within Clinic Controller, such as the ability to add an appointment, you can also assign which Clinics a user can see. To maximize efficiency and ease of use, we strongly recommend creating Job Function Roles separately from Clinic Roles.
Having a separate Clinic Role allows you to assign the Front Office role to each Front Office employee at each of your clinics, and then assign a Clinic A role to the Front Office person at Clinic A, and a Clinic B role to the Front Office person at Clinic B. If your Billing person handles billing for both clinics, you could assign them a Billing role, and you would also assign them the Clinic A and Clinic B roles.
TIP: You are not required to use the A2C roles and are free to create your own. A2C roles can not be edited, but you can clone them and modify that copy.
Roles and Permission Management
As discussed earlier, a role is simply a group of permissions that have been assigned a name. Each user will be assigned one or more roles and will receive the permissions within these roles.
Permissions are divided into three sections: Module Permissions, Report Access and Clinic Access.
Module Permissions: Module permissions determine which screens and which information within those screens the user is able to view and edit. Some of the permissions cover a broad area, such as those granting access to the Schedule or the Case screens. We call these 'gateway' permissions, as they ‘open the gate’ into a screen. Other permissions have a much narrower focus and control what a user is able to do within the screen. For example, a user can have access to the Case screen but then is only able to edit certain areas, like a phone number but nothing else.
Report Access: Every report is listed within the Report Access section, and you can determine which reports a user is able to run.
Clinic Access: This is a list of clinics the user is able to see. The clinic permission on its own does nothing but combined with the permissions from the other two sections defines a complete permission set. While the View Case permission in the Module Permission area would give someone permission to view a patient case, the Clinic Access permission would determine which cases the user could see (based on the Clinic to which that patient is assigned).
NOTE: Therapists must be associated (linked) to clinic(s). This is done under Administration | General Information | Users/Therapists | Clinic Therapists. For more information, please see that section of the General Information chapter in this manual.