A role is a collection of permissions defined for the whole system that you can assign to specific users. The combination of permissions defines a specific user's ability to do something in Digitail.
Add a new Role
Click on the top right corner and go to Team, then click on "Roles and permissions" and click on the (+) Add New.
Give the role a name e.g. 'Reception' or 'Technician'
Define the permissions for the role.
How to edit or delete an existing role?
You can edit a role by pressing the edit button.
You can delete a role by pressing the delete button.
Setting up user permissions
User permissions are used to control and manage access to various resources within Digitail. They dictate what actions a user can perform, what data they can view or modify, and what features they can access. Or not access.
The following article will describe Digitail's permission structure, the purpose & meaning of various permission categories and subcategories for the clinic administrator and the clinic user. The article will also mention the dependencies between individual permissions.
A rule of thumb about permissions:
View permission type: Users with view permission can access and see the relevant data about a particular entity without being able to modify it.
Create permission type: Users can create new entries in the system. If we take patients as an example, a user with create permission can add clients & patients.
Edit permission type: Users with edit permission can change or update existing entries. As an example - a user with edit records permission can edit his records and other users' medical records.
Delete permission type: Users with delete permission can remove or delete entries & data. This permission is sensitive and should not be assigned lightly as using this permission may lead to accidental loss of important information.
Main permissions categories
(clicking on the category link brings you to the respective section in this article)
Before making it more granular it was known as just "view patients".
This permission allows users to create, view, edit, and archive patient & client profiles. It empowers healthcare professionals to maintain accurate and up-to-date patient information, including personal details, medical history, and treatment plans.
This permission grants access to patient health records, enabling authorized users to update, review, and maintain medical information securely
Users with this permission can schedule appointments, manage calendars, and organize patient visits.
Users with this permission can handle billing processes, including generating invoices, processing payments, and granting discounts.
Stock management permission grants users control over inventory-related tasks including tracking, updating stock levels, managing product details, and ensuring accurate stock movement within the system.
Reports permission enables users to generate, access, and analyze various types of system-generated reports, offering insights into patient data, inventory status, financial records, and operational analytics
This is the highest level of permission, typically reserved for system administrators or managerial staff/ team leads. It includes overarching control over user permissions, system settings, and configurations.
📌 Toggling a permission category on activates all the permission items under that category.
Manage Clients & Patients' Permission
The manage clients & patients permission is split into 4 subcategories
General category permission rights
Alerts and tags management
Communication
Assign discounts
Treatment plans
General Subcategory
This subcategory manages the view, create, edit, and archive permissions for managing patient's and client's information.
View patients permission is the backbone to access information everywhere in the platform.
View patients permission is mandatory to be active to have access to manage records and schedule.
The amount of data that a user sees might also depend on additional permissions (e.g.: seeing the invoices list on the healthcard will depend on view invoices permission being active)
General category permissions | User can | Dependent on |
View patients & clients | Search for clients and patients. It also means that a user can drill down at healthcard level and visualize the associated information for that profile. Read only. | N/A |
Create patients & clients | Add a new client and patient to the database. | View patients & clients |
Edit patients & clients | Edit the profile information of the clinic's patients & clients. | View patients & clients |
Delete patients & clients | Archive a pet | View patients & clients |
Alerts and tags management
Managing client and patient alerts has its separate permission.
Alerts and tags management permissions | User can | Dependent on |
Edit patient alerts | Use the existing repository of alerts to assign alerts. | View clients & patients |
Create alerts | Create alerts in the permission repository. The plus sign in the manage alerts modal is available when typing a tag. | Edit clients & patients |
Delete alerts | Delete alerts from the alerts repository | Edit clients & patients |
📌 Removing an alert from the repository removes the alert from all the profiles where the alert was added.
Communication
We've created a new permission that enables users to manage what users will get access to send messages, and documents to clients, use the chat, and view the notifications page
Communication Permissions | User can | Dependent on |
Send messages | Access the "Send message" to all clients page Send client communications from the timeline | View clients & patients |
Send documents | Send record summaries, invoices; send various documents from the document preview | View clients & patients |
Chat and internal comms | Access the chat module | View clients & patients |
View notifications | Access the notifications page | View clients & patients |
Discounts
Users can assign and remove discounts in the add/edit client information flow.
Treatment plans
Since "treatment plans" is such an important feature, it gets its very own/permission subcategory.
It's very straightforward, as it has only one access level - management.
Users with this permission will be allowed to create/duplicate, update, or delete treatment plans in the Healthcard>Timeline and the Record/Soap.
Treatment plan actions that are possible with this permission:
Create
Edit
Duplicate
Delete
Sync with record
Share a treatment plan -, when the share documents permission is active
Approve/deny the treatment plan
When the permission is missing, a user who can create a record will not be able to add a TP from the record (new or canned)
When the permission is missing, the treatment plan tab in the timeline will be greyed out
When the permission is missing, the user cannot "add new treatment plan" from the timeline > "add new" button
Manage Records
The manage records permission category is split into 2 subcategories:
Records - manages access levels to records
Diagnoses - manages how users interact with diagnoses
Records
To toggle on the manage records permission category, an admin user needs to enable View Patients first.
A user can do the following with a record:
View
Create - Add Soap/Add record button, as well as the duplicate button, which becomes available in various places on the platform.
Edit - Edit and advanced records options
Delete - delete a record
Close - The "close" button inside the record will be available. Records is automatically shared with the client if the setting is activated.
Unlock - The " Unlock" button inside the record will become available. Available on a closed record.
Create, Edit, delete, close, and unlock all depend on view records permission.
We recommend admin users to give delete and unlock access to team leaders and power users or reserve those permissions for their role only.
Diagnoses
In a record, a user can assign, create, or remove diagnoses. Each action gets a separate permission.
Add record permission must be active for an admin to enable these permissions.
Assign diagnoses means a user can search and pick an already created diagnosis. (This can be done in the Diagnoses page of the Admin>Customize section.
Create diagnoses - a user can add new diagnoses to the diagnoses repository by clicking on the add new button in the diagnosis dropdown.
Delete diagnoses - will be able to remove a diagnosis by clicking on the x available on the label of an already assigned/added diagnosis
Manage Schedule
The manage schedule permission category is split into 3 subcategories
Appointments - manages access levels for appointments
Tasks - manages access levels for task
Events - manages access levels for events
Appointments, tasks, and events have the same permission types, with a small exception for appointments that do not have the "delete" type.
Appointments
The appointment section will not be available if the "view clients/patients"permission is not available.
Appointments Permissions | User can | If the user does not have the permission, the user cannot | Dependent on |
View appointments | - access to view all appointments in Calendar, Timeline, Flowboard
| ->The calendar and the appointments tab in the timeline are greyed out -> The possibility of associating records with appointments is removed -> The possibility of adding follow-up appointments in records is removed | View clients & patients |
Create appointments | --> add new appointment/quick (Calendar, Pet profile, Flowboard, Menu shortcut, timeline) |
| View appointments |
Edit appointments | -> access to the edit appointment/quick form - access to modify status check-in, no show (Calendar, Flowboard, TImeline) Edit/Reschedule appointments from the calendar sidebar and Record>Follow-ups |
| View appointments |
Tasks
Tasks Permissions | When the user has the permission the user can | If the user does not have the permission, the user cannot | Dependent on |
View tasks | - access to view tasks
| -> see the tasks filter in the calendar -> tasks tab in timeline is greyed out | View clients & patients |
Create tasks | - create tasks in Schedule page - create tasks in Timeline - create tasks in Whiteboard - create tasks in record |
| View tasks |
Edit tasks | -> see and use the edit option in the SOAP > Plan > Follow-ups ; Calendar > Schedule tab > click on task > top right actions button; Calendar > Tasks tab > edit task ; HC > Timeline > Tasks > top right actions button ; Whiteboard > click on task > top right actions button |
| View tasks |
Delete tasks | can delete |
| View tasks |
Events
Tasks Permissions | When the user has the permission the user can | If the user does not have the permission, the user cannot | Dependent on |
View events | - see events in the calendar - use the events grouping in the calendar |
| View clients & patients |
Create events | - use the add event button in the public calendar |
| View events |
Edit events | - edit the information of created events |
| View events |
Delete events | can delete events in the calendar |
| View events |
Manage Billing
The manage records permission is split into 3 subcategories
Invoices - manages access levels to invoices
Sales - manages access levels to payments
Discounts - manage access levels to discounts
Invoices
Invoices Permissions | When the user has permission the user can | If the user does not have the permission, the user cannot | Dependent on |
View invoices | 1) Flowboard: See the invoice on the appointment card 2) Health card: The invoices section is going to appear --The Consolidate invoice button is going to be greyed out 3)Access invoices in counter sell, soap and timeline. | 1) Flowboard: access the Update/Generate invoice/consolidated invoice buttons, and the invoice document from the "pending checkout" and "closed" column 2) Counter sale tab: Access the "Generate invoice" button 3) SOAP: Access the Update/Generate invoice button from the billing section 4) Timeline: Access the "view invoices" button. 5) Health Card: Access the invoices invoices section. | View clients & patients |
Create invoices | 1) Access the"Generate invoice/consolidated invoice" button for: Flowboard, Counter sell, SOAP 2) Health card: acess to The "Consolidate invoice" button 3) create a consolidated invoice" from SOAP and Counter Sell 4) Acess the "Add to an existing consolidated invoice" option" from SOAP and Counter Sell |
| View Invoices Records invoice & View records |
Edit invoices | 1) Access "Update invoice" button is going to appearfor Flowboard, Counter sell, SOAP 2) Access to the the sales invoices action column is going to appear 3) Access to the "Advanced options" from the SOAP and Counter sell |
| View Invoices - Records invoice & View records |
Sales
Sales Permissions | When the user has the permission the user can | If the user does not have the permission, the user cannot | Dependent on |
Create payments |
| 1) SOAP: Acess the add payment (billing > update invoice > "add payment" button in modal 2) Counter sell: Add a payment 3) Health Card: Add a payment 4) Invoices: Add payment 4) Flowboard: Add payment" (Pending checkout ", "Checkout" columns) 5) Reports: -- Accounts receivable: "Add payment" action from the Actions column is going to be missing -- Sales invoices: "Add payment" -- Payment report: The "Actions" column is going to be missing | View client/patients |
Edit/refund payment | Access the refund and edit options from the "Actions" section |
| Create payments |
Delete payments | Access the "delete" option from the "Actions" section (SOAP, Counter-sell, Payments report) |
| Create payments |
Sell services & products in billing |
| Access to the "Add services/product" from the "Billing" sections of SOAP | Create payments |
View counter sale |
| 1) Access to counter sell tab 2) Access counter sell hyperlink from Client statement, Products report, and Controlled substances report 3) Access the counter sell hyperlink from reports (payments, sales) | View client/patients |
Create & edit a counter sale | 1) The possibility to create a new counter sell 2) The possibility to edit an existing counter sell ( add new products/services or client, edit/delete client/products/input fields on products) 3) Counter sell appears in the header |
|
|
Close sale |
| Access the Ready for checkout" and "Close" Buttons from SOAP, Flowboard and Counter sale | N/A |
Reopen sale |
| Access the the "Re-open for edit" button from SOAP and Counter sell | N/A |
Discounts
Discounts Permissions | When the user has the permission the user can | If the user does not have the permission, the user cannot | Dependent on |
Assign global discounts | Search and select from the global discounts dropdown a previously created in DGT admin discount in a SOAP |
| View clients & patients |
Create/modify line item discounts |
| 1) Access the discount section of the SOAP "Billing" section ( present on each service/product) and from the Counter sell 2) Access the discount section from treatment plans | View Invoices Records invoice & View records |
Create/modify global discounts |
| 1) Access the global discount section from the SOAP "Billing --> Payment" section and from Counter sell 2) Access the discount section from sales invoices report (on line expand) | View Invoices - Records invoice & View records |
Manage stock
Manage stock or inventory management refers to the access level granted to users or teams regarding the management of stock within your clinic.
The manage stock permission is split into 2 subcategories:
Stock- manages stock /inventory access levels
Reception of goods - manages purchase orders access levels
Stock access levels
Stock permissions | When the user has the permission the user can | If the user does not have the permission, the user cannot | Dependent on |
View stock | Acess the stock page | Access the stock page Access the shopping list page | View clients & patients |
Update stock quantities |
|
| View stock |
Manage shopping list |
|
| View stock |
Reception of goods
The reception of goods is fairly straightforward.
It has the classic view, create, edit, delete access level structure. Please refer to permissions rule of thumb for more information.
View orders - users will be able to access the "Suppliers invoices" page; in the actions column they will only have access to view pdf and export actions
Create orders - once the created orders permission is active the the " Add reception" button is going to appear on the Supplier invoices page.
Edit orders - Once the "edit orders" permission is active, the "edit" action will appear in the Actions column from the Supplier Invoices page ; The PO column from the products dropdown is going to become available; POs from "controlled substances" and "products" will become active
Delete orders - access to delete orders
Reports permissions
To be able to grant access to reports, users need to have the "View clients and patients" permission.
The Reports permission category is split into 4 categories:
Statistics
Financial reports - provide comprehensive insights into an organization's financial performance, including details on revenue, expenses, and receivables, enabling stakeholders to make informed decisions and assess the company's financial health.
Operations reports - account ledger and accounting ledger operations
Inventory reports - stock, controlled substances and products report
Medical reports - lab, vaccinations and visit reports
Client reports - reminders report
The access levels for the reports permissions category are very simple. It's either/or. Either a user has access or it does not.
Settings Permissions
Subcategories:
Clinic information management
Inventory/Product and Services management
Pricing management
Medical/clients/general items customizations
Clinic permissions
Admin permissions are related to the management of critical information:
Management of clinic profile and schedule
Management of users (team) and user schedule
Management of imports
Management of integrations
Management of inventory products and services
A user who has been granted the responsibility of managing products and services will be able to
View products/View services list
Create products/Create service packs
Edit products/edit services
Disable/delete products ; Disable/delete services
Products means the whole nomenclature of products defined for your clinic.
Services means the services list that you have defined for your clinic.
Pricing
The pricing permission subcategory enables users to update prices for products and services
It has two items:
Edit product prices (depends on Edit products)
Once the "Edit product prices" permission is active:
- The checkbox in Inventory> Products becomes available
- The bulk update price button becomes available
- The update price button/icon becomes available in the Stock>Products
- Recommended Unit Price" and "Dispensing Fee" from "edit product" will be unlocked
Edit service prices (depends on Edit service prices)
Once the "Edit service prices" permission is active:
- Price field when editing a service becomes available
- The checkbox in Inventory> Services becomes available
- The bulk update price button becomes available
Medical/Clients/General permissions
Permissions that address the items of the Medical, Clients, and General categories are related to the management of specific items that influence the way the clinic operates.
Management means the viewing, creating, editing, and deleting of that item.
Medical:
Templates
Estimates
Reminder protocols
Diagnoses
In-house Lab Reference Values
Wellness Plans
Clients:
Client Notifications
Certificates & Forms
Discounts
General:
Series and Numbers
Rooms/Kennels
Label Printers (NEW)
Effective permissions management within a Digitail is crucial for maintaining data integrity, security, and regulatory compliance.
By implementing a structured approach to permissions, including defining roles, assigning appropriate access levels, and regularly auditing permissions, clinics can mitigate risks associated with unauthorized access, ensure data privacy, and enhance overall system performance.
Remember, ongoing monitoring and updates to permissions are essential to adapt to evolving business needs and regulatory requirements. With a well-managed permissions framework, users can confidently access and interact with sensitive data while safeguarding against potential breaches or misuse.
If you have any further questions or require assistance with permissions management in Digitail, don't hesitate to contact our support team for guidance and support.