Set up User Roles and Permissions

Learn how to set roles and permissions for your team.

Updated over a week ago

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.

  1. Give the role a name e.g. 'Reception' or 'Technician'

  2. 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)

  1. 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.

  2. This permission grants access to patient health records, enabling authorized users to update, review, and maintain medical information securely

  3. Users with this permission can schedule appointments, manage calendars, and organize patient visits.

  4. Users with this permission can handle billing processes, including generating invoices, processing payments, and granting discounts.

  5. 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.

  6. 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

  7. 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

  1. General category permission rights

  2. Alerts and tags management

  3. Communication

  4. Assign discounts

  5. 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.
No actions available.

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:

  1. Create

  2. Edit

  3. Duplicate

  4. Delete

  5. Sync with record

  6. Share a treatment plan -, when the share documents permission is active

  7. 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:

  1. Records - manages access levels to records

  2. 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:

  1. View

  2. Create - Add Soap/Add record button, as well as the duplicate button, which becomes available in various places on the platform.

  3. Edit - Edit and advanced records options

  4. Delete - delete a record

  5. Close - The "close" button inside the record will be available. Records is automatically shared with the client if the setting is activated.

  6. 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.

  1. 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.

  2. Create diagnoses - a user can add new diagnoses to the diagnoses repository by clicking on the add new button in the diagnosis dropdown.

  3. 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

  1. Appointments - manages access levels for appointments

  2. Tasks - manages access levels for task

  3. 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)
--> Create new appointment from the "Create new patient" modal
--> Create follow-up appointments from records

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
-> whiteboard is not accesible
-> The "tasks" tab from the calendar is hidden
->The tasks section in SOAP > Plan > Follow-ups (both for open and closed SOAP) is hidden
-> The tasks are missing from schedule/boarding view in calendar

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

  1. Invoices - manages access levels to invoices

  2. Sales - manages access levels to payments

  3. 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
(SOAP, Counter-sell, Payments report)

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:

  1. Stock- manages stock /inventory access levels

  2. 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

  • The Actions column from the product's dropdown on stock page is going to be present

  • The Actions column from the stock page is going to be present, but only with the "set alerts for this stock" action.

  • The "stock count" button becomes active

View stock

Manage shopping list

  • The shopping list page becomes available

  • The checkbox column from the stock page will become available

  • The "Add to shopping list" button becomes available on the stock page

  • The "Add to shopping list action" appears in the Actions column from stocks

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.

  1. 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

  2. Create orders - once the created orders permission is active the the " Add reception" button is going to appear on the Supplier invoices page.

  3. 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

  4. 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:

  1. Statistics

  2. 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.

  3. Operations reports - account ledger and accounting ledger operations

  4. Inventory reports - stock, controlled substances and products report

  5. Medical reports - lab, vaccinations and visit reports

  6. 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:

  1. Clinic information management

  2. Inventory/Product and Services management

  3. Pricing management

  4. 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

  1. View products/View services list

  2. Create products/Create service packs

  3. Edit products/edit services

  4. 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:

  1. 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

  2. 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:

  1. Templates

  2. Estimates

  3. Reminder protocols

  4. Diagnoses

  5. In-house Lab Reference Values

  6. Wellness Plans

Clients:

  1. Client Notifications

  2. Certificates & Forms

  3. Discounts

General:

  1. Series and Numbers

  2. Rooms/Kennels

  3. 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.

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