Overview
Important: For a basic understanding of where to find permissions and how they work in Procentive, please read Understand Permissions.
Where To Find Them
Clinical Charting permissions are listed at the bottom of the permission window. There are two columns: Clinical/Charting/Staff Rules and Clinical/Charting/Client Rules. The Client Rules column defines which clients this staff role can see clinical documents for and the Staff Rules column defines what they can do with the document they see.
When Making Changes
Whenever you are making any changes to the clinical charting permissions, you want to be sure to
- Click on the rule listed in the rule table (the large white box).
- Check the checkboxes to give permissions or uncheck to remove the permission.
- This staff rule says: Whenever I (myself) creates a clinical document, I have permission to Open, Change, Lock, etc.
- Important: Only one side (most often Staff Rules) should have the checkboxes checked.
- More on Checkboxes.
- Click the Change Rule.
- Click the Change Role to solidify all changes for the Role.
Important: Permissions changes require the user to log out and then log back in to take effect.
Change Client Rules
- Click on the dropdown and select what this role should see
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Note: Do not check any boxes.
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Note: Do not check any boxes.
- Click the Add Rule button:
- The rule will be added to the rule table (the large white box) on the left.
- You can add more than one rule if needed for the role by repeating the steps 1-2.
- You can delete a rule by highlighting the rule in the table (the large white box), then click Delete Rule.
- The table below gives a description of the each rule.
- Click the Change Role to solidify all changes for the Role.
Client Rules | Description of the rule associations based on the staff logged in |
Clients with whom I am associated | This is the staff listed in the Clients Module, Staff tab. |
Clients of my clinical supervisees | In the Staff Module, Role tab, this staff name will be listed as the Clinical Supervisor. |
Clients of my billing supervisees | In the Staff Module, Role tab, this staff name will be listed as the Billing Supervisor. |
Clients in my programs | The client's programs and the staff's programs must have at least one match. |
Clients in my locations | The client's location matches one of the staff's associated locations. |
Clients for whom I supervise | In the Clients Module, Staff tab, this staff is listed AND the column "Billing Supervisor for this client?" is set to Yes- default or Yes- Alternate. |
Clients for whom I am primary | This is the staff listed in the Clients Module, Staff tab AND selected as Primary. |
All clients | Staff with this role can see all client without filters (most permissive). |
Change Staff Rules
This determines what the staff can do to the clinical documents they can see (the records identified in the Client Rules).
- Click on the drop-down arrow and select the rule.
- Check the checkboxes for the rule to allow them the designated permission.
- Click the Add Rule button.
- The rule will be added to the rule table (the large white box) on the left.
- You can add more than one rule if needed for the role by repeating the steps 1-3.
- You can delete a rule by highlighting the rule in the table (the large white box), then click Delete Rule.
- The table below gives a description of each rule.
- Click the Change Role to solidify all changes for the Role.
Staff Rules | Description of the rule associations based on the staff logged in |
Staff in my staff groups | Allow this role these permissions for other staff's records when they have a staff group in common (in the Staff Groups Module). |
Staff in my programs | Allow this role these permissions for other staff's records when they have at least one program in common. |
Staff in my locations | Allow this role these permissions for other staff's records when they have at least one location in common. |
Staff for whom I am clinical supervisor | Allow this role these permissions for other staff's records if the staff is listed as the Clinical Supervisor in the Staff Module, Role tab. |
Staff for whom I am billing supervisor | Allow this role these permissions for other staff's records if the staff is listed as the Billing Supervisor in the Staff Module, Role tab. |
Myself | Allow this role these permissions when the staff is listed as the owner of the clinical document. |
All staff | Allow this role these permissions when any other staff is listed as the owner of the clinical document. |
Checkboxes
- Checkboxes should be used to specify what the staff can do with the clinical documents they can see. Checkboxes should always be applied on the Staff Rules side (unless otherwise instructed by Procentive).
- In the example below, when a staff is listed as the clinical supervisor for the staff who created the clinical document, the user can do all the things checked to the clinical document.
- The table below gives a description of each check box.
Checkbox | Description of how it works |
Match Program | This is a restrictive checkbox. It means the program of the document created must be a match to one of the users programs. |
Open | Allows the user to double click on the clinical record to open it. |
Change | Allows the user to make edits within the form. |
Delete | Recommended for champion staff only. Allows the user to delete the clinical document (cannot be recovered). |
Lock | Allows the user to click the Lock button. |
Change Audit Ready | Allows the user to check or uncheck the Audit Ready checkbox. |
Change Printed and Filed | Allows the user to check or uncheck the Printed and Filed checkbox. |
Sign | Allows the use to sign a signature line using the ways the clinical charting module permissions allow. |
Unlock Own Signature | Allows the user to click the Unlock link next to signatures applied while the use was logged in (his/her own, client, guardian). Unlock will delete the signature. |
Unlock Document | Allows the user to click the Unlock button which will delete any signature tied to the locking of the clinical document. |
Unlock Others' Signatures | Allows the user to click the Unlock link next to other signatures. Unlock will delete the signature. |