A Role is a collection of Permissions defined for the whole system that you can assign to specific Users to limit their access in Digitail. The combination of role permissions enabled in a given role, determine a specific user's access in Digitail.
Add a new Role
Click on your Profile Image in the top right corner of your screen and select Administration from the drop down menu, then choose Team from the left side menu. Click on the purple Roles & Permissions button and then click the blue (+) Add New button.
Give the role a Name e.g. 'Reception' or 'Technician'
Define the Role Permissions by checking ON any of the Digitail features the Role should have access to
When complete, click the blue Save button on the top-right corner
Edit or Delete an existing Role
π Administrator is a default system role in Digitail and cannot be edited or deleted.
Click on your Profile Image in the top right corner of your screen and select Administration from the drop down menu, then choose Team from the left side menu. Click on the purple Roles & Permissions button.
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Scroll down to the role you wish to Edit or Delete and select either of the Edit or Delete buttons.
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Once you are done making edits, be sure to hit the blue Save button on the top right corner of your screen.
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π Any Role attached to a User profile cannot be deleted. To delete the role, you must first reassign the User to a different role.
Set up Role Permissions
Role Permissions are used to control and manage access to Digitail. Permissions dictate what actions a User can perform, what data they can view or modify, and what features they can or cannot access.
The following article will describe Digitail's permission structure, as well as the purpose and meaning of the various permission categories and subcategories for clinic staff.
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In this article, we will also cover dependencies between individual permissions.
A rule of thumb about Permissions:
View permission: Users with View permission can access and see data about a particular entity, however they will not be able to modify it.
Create permission: Users with Create permission can create new entries in the system. If we take patients as an example, a User with Create permission would be able to add new clients & patients in Digitail.
Edit permission: Users with Edit permission can edit or update existing entries. As an example, a user with edit records permission can edit their own records as well as other users' medical records.
Delete permission: Users with Delete permission can remove or delete entries and data from the system. This permission is sensitive and should not be assigned lightly as it may lead to accidental loss of important information.
Main Permissions Categories
(Click on the category link to jump to the respective section in this article.)
This permission allows users to view, edit, create, and archive patient and client records. It empowers healthcare professionals to maintain accurate and up-to-date client and patient information, including client discounts, patient medical history, client communications and alerts, and patient treatment plans.
This permission grants access to a patients health records, enabling authorized users to update, review, and maintain medical information.
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.
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.
Reports permission enables users to generate, access, analyze, and export various types of system-generated reports and lists, offering insights into client/patient data, inventory status, financial records, and operational analytics
π Toggling a permission category ON, will activate all permission items under that category.
Manage Clients/Patients
The Manage Clients/Patients permission is split into 5 subcategories:
General Permissions
The General subcategory of Manage Clients/Patients sets the ability to view, create, edit, and archive patient and client information.
π View Clients/Patients permission is the backbone to access information everywhere in the platform.
π This permission is mandatory for anyone requiring access to patient and client records or the schedule.
π The amount of data that a User can see about a client or patient can be further restricted by deactivating other related permissions (e.g. seeing an invoices list on the patient health card is dependant on activating the View Invoices permission)
General Permissions | User Access | Dependencies |
View Clients/Patients | This is a read only permission. Users can search for clients and patients and view patient/client profiles as well as patient health cards. | N/A |
Create Clients/Patients | Add new client or patient profiles. | View Clients/Patients |
Edit Clients/Patients | Edit client or patient profiles. | View Clients/Patients |
Archive Patients | Archive a patient. | View Clients/Patients |
Merge Clients/Patients | Merge two patient or client records. | View Clients/Patients |
Export Patients/Clients | Export a patient or clients list | View Clients/Patients |
Alerts/Tags Permissions
Managing client and patient alerts has its separate permission.
Alerts/Tags Permissions | User Access | Dependencies |
Assign Client/Patient Alerts | Use the existing repository of alerts to assign alerts. | View Clients/Patients |
Create Client/Patient Alerts | Create client/patient alerts in the permission repository (the + in the Manage Alerts module becomes available when typing a tag) | Edit Clients/Patients |
Delete Client/Patient Alerts | Delete client/patient alerts from the alerts repository | Edit Clients/Patients |
π Deleting an alert from the alerts repository will remove the alert from all client/patient profiles where the alert was added.
Communication Permissions
Communications permissions manage which User Roles can send messages and documents directly to clients, use the client chat feature, and view the notifications page.
Communication Permissions | User Access | Dependencies |
Manage Client Communications |
| View Clients/Patients |
Message All Clients | Access the "Send message" to all clients page. Send client communications from the timeline | View Clients/Patients |
Send Documents | Send record summaries, invoices; send documents from the document preview | View Clients/Patients |
Chat & Internal Communication | Access and engage with the chat module | View Clients/Patients |
View Notifications | Access the notifications page | View Clients/Patients |
Discounts Permissions
Discounts Permissions | User Access | Dependencies |
Assign/Remove Client Discounts | Assign or remove discounts directly in the client profile. | Edit Clients/Patients |
π Discounts permissions under the Manage Clients & Patients setting are set on the client profile and different from the Discounts permissions listed under the Manage Billing section.
Treatment Plans Permissions
Treatment plans are vital to patient health and therefore have their own access level.
Treatment Plans Permissions | User Access | Dependencies |
Manage Treatment Plans | Create, edit, duplicate, delete treatment plans (TPs) in the Health Card, timeline and/or SOAP record; sync TPs with record; share a TP; approve/deny the TP | Edit Clients/Patients |
π When the Manage Treatment Plans permission is not active in a User Role, the User will:
not be able to add a Treatment Plan from a record (new or canned), even if they can create a record;
not have access to the Treatment Plan tab, (it will be greyed out in their view);
not be able to Add New Treatment Plan from the Timeline (using the Add New button)
Manage Records
The manage records permission category is split into 2 subcategories:
π To access any of the subcategories in Manage Records, you must first have the View Clients/Patients permission turned ON.
Records
Records Permissions | User Access | Dependencies |
View Records | Read-only access of patient records | View Clients/Patients |
Add Record | Add Soap, Add Records, and Duplicate Records buttons become available throughout the platform | View Clients/Patients |
Edit Record | Ability to edit records and see advanced record options | View Clients/Patients |
Delete Record | Ability to permanently delete a record | View Clients/Patients |
Unlock Record | The " Unlock" button inside the record becomes available to reopen a closed record. | View Clients/Patients View Record |
π We recommend Admin users 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.
Diagnoses Permissions | User Access | Dependencies |
Assign Diagnoses | Search and select a previously already created diagnosis. (This can be done in the Diagnoses page of the Admin > Customize section). | Add Record |
Create Diagnoses | Add new diagnoses to the diagnoses repository by clicking on the Add New button in the Diagnosis dropdown. | Add Record |
Delete Diagnoses | Remove a diagnosis by clicking on the "x" available on the label of a previously assigned/added diagnosis | Add Record |
Manage Schedule
The manage schedule permission category is split into 3 subcategories
Events - deprecated feature that was retired in 2024.
π To access any of the subcategories in Manage Schedule, you must first have the View Clients/Patients permission turned ON.
Appointments
Appointments Permissions | User Access | Dependencies |
View Appointments | View all appointments in Calendar, Timeline, Flowboard * associate records with appointments * add follow-up appointments in a record | View Clients/Patients |
Add Appointments | Add new appointment/quick appointment | View Appointments |
Edit Appointments | Edit and reschedule appointments | View Appointments |
Tasks
Tasks Permissions | User Access | Dependencies |
View Tasks | View tasks * see the Tasks tab in the Calendar (it will be hidden) | View Clients/Patients |
Create Tasks | Create new tasks from Schedule, Timeline and Whiteboard views, as well as from within the SOAP Record | View Tasks |
Edit Tasks | Edit tasks from Schedule, Timeline and Whiteboard views, and edit from within the SOAP Record | View Tasks |
Delete Tasks | Delete tasks | View Tasks |
Manage Billing
The Billing permission is split into 3 subcategories:
Invoices
Invoices Permissions | User Access | Dependencies |
View Invoices | See the invoice on the appointment card in the Flowboard; See Invoices section in Health Card; See Invoices in Counter Sell, SOAP records, and Timeline view. | View Clients/Patients |
Create Invoices | Ability to Generate Invoice/Consolidate Invoice from the Flowboard, Counter Sell, SOAP record, or Health Card; ability to "Add to an existing consolidated invoice" from SOAP and Counter Sell | View Invoice |
Delete Invoices | Delete invoices from the system | View Invoice |
Edit Invoices | Ability to see Advanced Options and Update Invoice in Counter Sell, and SOAP records; Update Invoice in Flowboard; and, see Sales Invoices Action column | View Invoice |
Sales
Sales Permissions | User Access | Dependencies |
Create Payments |
| View Clients/Patients |
Edit/Refund Payments | Ability to Edit or Refund from the Actions section in SOAP, Counter Sell, or Payments Report | Create Payments |
Delete Payments | Ability to Delete from the Actions section in SOAP, Counter Sell, or Payments Report | Create Payments |
Sell Items in Billing | Ability to Add Services/Products from Billing section in SOAP | Create Payments |
View Counter Sales | Access Counter Sell tab and Counter Sell link in Client Statement, Products Report, Sales Report, and Controlled Substances Report | View Clients/Patients View Payments Report (to access Counter Sell link in Payments Report) |
Edit & Create Counter Sales | Ability to create a new Counter Sell or edit an existing Counter Sell; see Counter Sell tab | View Counter Sales |
Delete Counter Sales | Ability to Delete Counter Sell | Edit & Create Counter Sales |
Reopen Sale | Ability to use Reopen for Edit button in SOAP, Flowboard, and Counter Sell | Edit & Create Counter Sales |
Close Sale | Ability to use Ready for Checkout or Close buttons in SOAP, Flowboard, and Counter Sell | Edit & Create Counter Sales |
Create Product Return | Ability to Reverse sale from SOAP, Flowboard, and Counter Sell | Edit & Create Counter Sales |
Discounts
Discounts Permissions | User Access | Dependencies |
Create/Edit Line Item Discounts | Add Discounts in SOAP Billing (per line) | Edit Invoices |
Create/Edit Global Discounts | Add Global Discounts in SOAP & Counter Sell | Edit Invoices |
Assign Global Discounts | Search Global Discounts and assign it in a SOAP | View Clients/Patients |
Manage Stock
Manage Stock (sometimes referred to as Inventory Management) refers to access granted to Users to manage Stock at a clinic.
The Manage Stock permission is split into 2 subcategories:
Stock - manages stock /inventory access
Reception of Goods - manages purchase orders access
Stock
Stock Permissions | User Access | Dependencies |
View Stock | Access the stock page and shopping list page | View Products |
Update Stock Quantities | Access to the Stock Count, and Set Alerts for this Stock buttons, as well as Stock Actions options in the Stock page | View Stock |
Manage Shopping List | Access to Shopping List page; ability to Add to Shopping List and Add Shopping List Action | View Stock |
Reception of Goods
Reception of Goods Permissions | User Access | Dependencies |
View Orders | Users will be able to access the Suppliers Invoices page; can View PDF and Export from this page | View Stock |
Create Orders | Access the Add reception button to create orders on Supplier Invoices page | View Orders |
Edit Orders | Access Edit button in Actions column of the Supplier Invoices page ; The PO column from the products dropdown is going to become available; POs for Controlled Substances and Products are active | Create Orders |
Delete Orders | Delete orders | View Orders |
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Manage Settings
The Manage Settings permission is split into 4 subcategories:
Clinic - management of clinic information
Clinic
Clinic Permissions | User Access | Dependencies |
Manage Clinic Settings | Manage clinic profile and schedule Manage Users (team) and User Schedules Manage of Imports Manage Integrations | N/A |
Inventory - Product
Inventory-Product Permissions | User Access | Dependencies |
View Products | View product lists | N/A |
Create Products | Create new products | View Products Edit Product Prices |
Edit Products |
| View Products |
Disable/Delete Products |
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Manage Stock Alerts |
| N/A |
Export Product Directory |
| View Products |
Manage Suppliers/Manufacturers/Clients |
| N/A |
Inventory - Services
Inventory-Services Permissions | User Access | Dependencies |
View Services |
| N/A |
Create Services |
| View Services |
Edit Services |
| View Services |
Disable/Delete Services |
| View Services |
Export Service Packages |
| View Services |
Pricing
Pricing Permissions | User Access | Dependencies |
Edit Product Prices | Products become available in inventory; Ability to use the Bulk Update Price and Update Price buttons; unlocked access to Recommended Unit Price and Dispensing fee from the Edit Product feature | Edit Products |
Edit Service Prices | Access to Price field in a service; ability to Bulk Update Price in services | Edit Services |
Medical/Clients/General
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)
Reports Permissions
To be able to grant access to view or generate reports, users need to have the View permission e.g. "View clients and patients" permission.
To be able to grant access to export reports or lists, users need to have the Export permission "Export Vaccination Report" 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.
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.